Frequently asked questions

BandCalendar is a SaaS management tool for musicians, bands, entertainment agencies and live-entertainment companies that manage concerts, private events, weddings and live projects.

Solo musicians and band leaders can keep track of bookings and fees. Structured organisations can coordinate numerous lineups and projects through multi-user teams, custom roles and granular permissions.

The problem isn't the single email or contract: documents, spreadsheets and chats split versions, deadlines and responsibilities across different places. Add scattered emails, untraceable WhatsApp messages and setlists that every musician has in a different version, and the administrative picture quickly becomes unclear.

BandCalendar centralises everything, eliminates duplicates and ensures:

• Quotes start from reusable templates and real client data
• The contract is generated from the quote with one click
• The client signs online without printing anything
• All musicians see the updated setlist in real time
• You always know who has paid and who hasn't, no parallel spreadsheets

No — BandCalendar works fully for any type of band, including those that mainly perform at town squares, festivals, venues and clubs. It's not an adaptation: all the features are there.

For a concert band, the most useful features are: full event management with dedicated tabs for logistics (assigned vehicles and equipment), setlists built from repertoires, quotes and contracts with protected click-to-accept signing, management of public bodies and venues as client types, and Projects to organise tours, seasons or series of dates. Fees and expense reimbursements for each musician are tracked event by event.

Works well for: concert bands, tribute bands, orchestras, jazz ensembles, dance bands, musical entertainers, DJs with support musicians.

BandCalendar is available in both Italian and English. The interface, field labels and app content depend on the domain: bandcalendar.it serves Italian, bandcalendar.app serves English. Some fields (SDI billing code, withholding tax) are present because they are used by Italian musicians, but the app works normally without filling them in. There are no geographical restrictions on using the service.

Yes. The Free plan is free forever, requires no credit card and covers the core organisation workflow with reduced limits. Basic and higher unlock fees, song sharing and Google Calendar.

The difference between plans is not just storage (which can be purchased separately as an add-on on any plan), but mainly the numerical limits on entities:

The Free plan is suitable for those just starting out or with a low volume of activity. For an active band with more than about twenty bookings a year, the Basic plan (€5.90/month) removes the most restrictive limits and unlocks advanced features. Pro and Business plans are designed for more structured operations or those managing large rosters. All plans include a discount with annual billing. Annual storage add-ons are available on any plan: +500 MB, +2 GB and +10 GB. Paid subscriptions and storage add-ons can be purchased through PayPal or Stripe.

From Settings → Team you can invite your collaborators by entering their email. They will receive a link to register directly into your team. You can assign built-in roles:

• Owner — full access, manages billing and team
• Admin — full access to all features, can invite others
• Member — creates and edits content, doesn't manage the team
• Viewer — sees everything but cannot modify anything

You can also create custom roles with granular permissions and restrict formation access so each musician only sees the relevant lineups. Roles, permissions and visible lineups can also be changed after the member has joined the team.

Yes. One user can belong to multiple teams and switch between them from the team switcher. Each team keeps separate data, plan, members and settings. Inside a team you can create multiple lineups for different band configurations and projects for seasons, tours, tributes or groups of dates. Clients, quotes and contracts are shared within the team, but you can always filter by lineup or project.

Absolutely yes. You don't need a team of collaborators. As a solo musician, BandCalendar helps you keep track of:

• Clients and sales pipeline (who contacted you, what stage you're at)
• Quotes and contracts to send and sign
• Calendar of your gigs
• Revenue and fees received
• Repertoire and custom setlists for each event
• Documents and files (tech rider, promo photos, demo tracks)

In BandCalendar you create a card for each client with all their data (contacts, type, notes, tax details) and place them in the sales pipeline:

• Lead — has made an enquiry
• In negotiation — we're discussing the quote
• Active — has signed the contract
• To follow up — dialogue has stalled, needs following up
• Archived — event concluded or negotiation closed

From the client history you see every recorded action: when you contacted them, when you sent the quote, when they signed. Zero sheets of paper, zero emails to search through.

From the quote (or contract) detail page, click WhatsApp: the message composition opens with the client's number already filled in and a pre-filled text containing the link to the document. The client opens the link directly on their smartphone without downloading anything.

From message templates (Settings → Messages) you can customise the pre-filled text, with automatic variables such as the client's name or the event date.

No. The client receives a public link and can open the document (quote or contract) directly in their browser, with no account and no app to download. From the document they can review the content, enter their full name, explicitly accept the terms and press the signing button. BandCalendar records the response and automatically notifies the team.

Yes, in several places. Each event has a free Notes tab where you can jot down any specific detail. Songs requested by the couple go into the event setlist. For venue information (parking, dress code, technical contact, guest arrival time, soundcheck time) the Venue & date tab and the Logistics tab are the right places.

This way all team members see the same up-to-date information, without the leader having to answer the same messages ten times.

No. You can create quote templates with your standard text, typical price items and a customised graphic layout (logo, colours, font). When you create a new quote, choose the template and everything is already pre-filled. Automatic variables ({client.name}, {event.date}, etc.) are replaced automatically with the real client and event data.

This reduces repetitive copy-paste and keeps wording, pricing items and visual identity consistent across quotes.

No. From the accepted quote click Generate contract: the system automatically creates a pre-filled contract with all the data already in the quote (client, amount, date, conditions). You can then edit it with the WYSIWYG editor before sending.

Contract templates also exist with your band's standard legal text, so you never rewrite boilerplate clauses.

With BandCalendar, no. The process is entirely digital:

• You send the protected contract link via WhatsApp or email
• The client opens and reviews the current contract version
• They enter their full name and explicitly accept the terms
• They press the signing button to submit the confirmation
• BandCalendar records the response and notifies the team

No printing, handwritten signature, scanning or attachment sent back.

The recorded evidence is a click-to-accept audit trail tied to the current document version. It includes the signer's name, timestamp, acceptance of terms and technical request data.

BandCalendar keeps a version history of every quote. An acceptance link snapshots the exact content and layout sent to the client. Regenerating it creates a new token and invalidates the previous URL. The response is tied to the exact version opened; if the quote changes in the meantime, the public page asks the client to reload before accepting or declining.

From the Acceptance tab, generate a protected link in Acceptance or View-only mode. The client opens the exact PDF without an account and can annotate, print or download it. In Acceptance mode they enter their full name, give explicit consent and confirm or decline. Approval uses a click-to-accept simple electronic signature, just like contracts.

BandCalendar records the opening and final response, stores an evidence PDF with the submitted copy, any annotations and audit data, then sends the related notifications.

Each contract has a Payments tab: add each payment received (amount, date, method and due date) and the system automatically calculates the total paid and the outstanding amount. The contract status moves from Unpaid → Partially paid → Paid automatically.

The Dashboard always shows the "Expected revenue" box with all contracts that still have a balance to collect. BandCalendar also sends reminders for an upcoming payment due in 3 days, due in 1 day or already overdue.

Yes, for contract signing links. BandCalendar sends notifications when a signing link is about to expire, at 3 days and 1 day before expiry, and again when it has expired. You can still check Sent contracts from the contracts list; for a reminder tied directly to the event date, create a task in the To-do section.

A wedding is the most complex booking: months of negotiation, changing requests, complex logistics, a lot of money involved and no margin for error. Here is the typical flow in BandCalendar:

BandCalendar doesn't eliminate communication with the couple — it centralises it. Every confirmed piece of information finds its place in the event:

• Requested songs → event setlist (updatable at any time)
• Ceremony time, couple's entrance, cake cutting → Notes tab or Venue & date
• Wedding planner or venue manager contact → client card or event notes
• Contract changes → new quote/contract version
• Special requests → internal event notes, visible to the whole team

When something changes, you update the corresponding field once. All musicians see the updated information without you having to forward the message to 7 people on WhatsApp.

You create the event setlist from the Setlists tab. You can:

• Add songs from the band's repertoire (searching by title or artist)
• Add songs requested by the couple even if not in your standard repertoire
• Reorder songs with drag & drop
• Split the setlist into sets (e.g. cocktail hour, dinner, dance floor)
• Share the setlist with a link — the couple can view it without an account

The setlist is always updated in real time: if you add a song at 11pm the night before, all musicians see it when they open the app in the morning.

Every team member, opening BandCalendar, sees the evening's event with:

• Address with integrated map (OpenStreetMap)
• Times: arrival, soundcheck, ceremony start, breaks, end of evening
• Updated setlist with all songs in order
• Specific notes (dress code, where to park, on-site contact)
• Assigned equipment and vehicle for logistics

Zero "What time are we meeting?" or "What's the exact address?" messages on the morning of the wedding. Everything is there, always available.

In the event details you can build the offered services, the operational programme with times and responsibilities, and the financial overview with revenue, costs, payments and fees. Everything stays linked to the same event, giving the team one current source from preparation through final reporting.

Weddings typically involve a deposit at contract signing and the balance shortly before or on the day of the event. In BandCalendar you can structure the contract with two separate amounts (deposit and balance) and record payments as they arrive from the contract's Payments tab, including due dates. The system shows the outstanding amount at all times, updates the status automatically and reminds you about upcoming or overdue payments.

The management structure is the same, but the flow is simpler and faster for venue gigs:

• The client is the venue (restaurant, club, hotel, organisation) — you add them once and reuse them for every date
• The contract is often standard and recurring — one template is enough for the whole season
• Payment often happens on the night — record it from the Payments tab

For recurring venues, templates and existing associations reduce repeated data entry from one date to the next.

Create a lineup for each standard configuration: each event uses the appropriate one, and you can substitute individual musicians directly in the event.

In BandCalendar you create a lineup for every possible configuration (e.g. "Voice & Piano Duo", "Standard Quartet", "6-piece with Sax & Trumpet"), and link the appropriate one to the current event.

When a musician isn't available, in the event's Lineups tab you substitute that member with the sub. The sub joins the team as a collaborator and automatically sees the event information they have been assigned to.

From the event's Logistics tab you assign the specific equipment to the event: who brings the PA, who brings the microphones, who uses the venue's desk. Each musician sees only the equipment relevant to them in their event view.

In the equipment inventory you can specify the owner of each item (mine, the band's, a collaborator's, the venue's) to never get confused about "whose mixer is that?"

For public concerts (festivals, events, fairs) the flow is identical to private gigs: you create an event, link it to the organiser (which is your "client" in BandCalendar), generate the contract and track payment in the Payments tab. The Fees section lets you record how much goes to each musician after payment.

Import your repertoire in bulk via CSV — title, artist, key, duration — and in a few minutes you have everything in BandCalendar, in a single version always up to date for everyone.

You can import songs in bulk via a CSV file (exportable from Excel or Google Sheets). The system maps the columns automatically: title, artist, duration, key, ISRC codes. In a few minutes you have your entire repertoire inside BandCalendar.

From that moment there is one single version of the repertoire, always up to date, visible to all musicians in real time. No Dropbox, no parallel versions.

No. The setlist is built from the existing repertoire: you select the songs you want to include, order them with drag & drop and organise them into sets (cocktail hour, dinner, dancing…). If you have a typical structure you use often you can duplicate it and modify it for the new event.

Each setlist automatically shows the total duration and that of each set, so you can calibrate timing without doing the maths manually.

No. Musicians who are in your BandCalendar team see the setlist directly in the web app on their smartphone or PC. For those not in the team (e.g. a last-minute sub) you can share a public link of the setlist: they open it in their browser, no registration needed. They can see the songs, keys and order. The setlist updates in real time even for those viewing via link.

Open the song in the repertoire and edit the field you want to change (key, notes, duration…). The change is automatically reflected across all setlists that contain that song. You don't need to update each setlist separately.

Yes. From the setlist detail click Share: you can create a read-only public link, no account required for the recipient, and format it like the PDF export: selected fields, full table or titles only in columns. Useful for:

• Sending the setlist to the couple for approval or requests
• Sending it to the DJ or entertainer collaborating on the night
• Sharing it with the venue manager
• Sending collaborators a compact titles-only view or a PDF

Yes. From repertoires and setlists you can export songs to CSV or Excel with selectable columns such as title, author, ISWC code, rights-society code and duration, so the file can be prepared for your local Performing Rights Organisation (PRO) when needed.

You can also generate a PDF with advanced options: selectable fields, orientation, numbering, separators and a titles only layout in columns. For sharing, BandCalendar can create a public link to a repertoire or setlist, formatted with the same options as the PDF, so clients, musicians, venues or collaborators can view it without receiving an attachment.

Regulars are part of the lineup, subs are collaborators: when you substitute someone for an event, the sub immediately sees the setlist, address and times in the app — zero re-explaining.

In BandCalendar, regular musicians are part of the team's lineup. Subs are registered as collaborators with status "Active" or "Inactive".

When you substitute a member for a specific event, go to the event's Lineups tab and replace the member with the sub. The sub, if they're in the team, immediately sees all event details in the app: setlist, address, times, logistics notes. If they're not in the team, you can share the setlist link and send them the details in a message.

For events, create the date in Draft status and confirm availability through the channel musicians already use, such as WhatsApp. BandCalendar does not ask freelance musicians or substitutes to maintain another availability calendar. Once the date is confirmed, assign the actual lineup and any substitutes; confirmed team members see the event in their BandCalendar calendar.

• For a rehearsal, choose candidate dates and use the editable WhatsApp poll message in the existing group
• Replies stay in WhatsApp while BandCalendar keeps the structured rehearsal, lineup, roles and event assignments
• For a confirmed event, assign the final lineup and any substitutes
• Use event notes and tasks for follow-up details once the date is fixed

When you enter a fee for a collaborator, specify the withholding tax percentage (typically 20% or 23% in Italy). The system automatically calculates:

• Gross amount
• Withholding tax amount (gross × tax percentage)
• Net amount to pay to the collaborator

The fee summary shows you the total withholding tax to remit to the tax authority and the total net paid to collaborators for the period, useful for accounting.

From the Fees section you can filter by period and see at a glance which payments are still in Pending status and which are already marked as Paid. When you pay a musician, you change the fee status with one click. The "By collaborator" view shows a total summary for each person in the selected period.

Before each event, from the Logistics tab you assign equipment and vehicles from the inventory to the event. Each item has owner, quantity and notes, so it's clear who has to bring it.

BandCalendar checks calendar overlaps: a vehicle cannot be assigned to two overlapping events, and equipment quantities are respected. Musicians who open the event in their account can see what has been assigned.

You can mark equipment and vehicles as Rental. For vehicles you can record provider, reference, rental period and cost; BandCalendar shows rental status and prevents assignment outside the rental period. Equipment can be marked as rented and assigned to events from the Logistics tab, while exact rental-date validation is specific to vehicles.

There are no format limits: you can upload any type of file. BandCalendar organises them into 3 categories:

• Documents — PDF, Word, Excel, PowerPoint, text files, spreadsheets
• Multimedia — MP3, WAV, FLAC, MP4, MOV, JPG, PNG, TIFF (audio, video, photos)
• Other files — any other format (ZIP, audio project files, etc.)

The only limit is your plan's storage quota, not the file type. You can upload audio tracks, video, event photos, tech riders, venue floor plans, rental contracts — all in the same place.

It depends on what you upload. As a reference:

• PDFs and Office documents: 1–5 MB each → with 60 MB (Free) you're fine for years
• Smartphone JPG photos (3–8 MB): with 400 MB (Basic) you upload ~80–100 photos
• MP3 audio tracks (5–10 MB): with 2.5 GB (Pro) you upload 250–500 tracks
• HD video (100–500 MB): Pro or Business needed to use them extensively

For most bands using BandCalendar mainly for contracts, quotes and setlists, the Free or Basic plan is more than enough for years. If you need more room for media, you can add annual, stackable storage add-ons on any plan: +500 MB, +2 GB or +10 GB.

No. BandCalendar keeps the last 5 versions of every document. When you upload a new version, the previous ones remain accessible up to the limit: once 5 uploads are exceeded, the oldest version is automatically removed. The system shows the date, author and version number for each.

BandCalendar is a web application optimised for all devices: PC, Mac, tablet, Android and iPhone smartphones. No need to download anything from the App Store or Play Store.

You can add it to your smartphone home screen as a PWA (Progressive Web App): it behaves like a native app with a home screen icon and full-screen launch. Live data requires a connection; offline documents saved on the device remain available without network access.

Canonical application data is saved on our servers. Only documents you explicitly make available offline may remain on your device. If you lose your phone, you log in from another device with your credentials and find your team data again. Security measures include:

• Passwords encrypted with bcrypt algorithm (never stored in plain text)
• HTTPS/TLS connections for all data transfers
• Automatic daily data backups
• Servers in Italy, not directly accessible from the Internet

Yes. Application data backup v2 exports a versioned JSON file covering events, clients, quotes, contracts, services, programme and finance, setlists, collaborators, logistics, documents, tags and settings.

It contains structured data and references, not the binary contents of attachments. Restore starts with a preview and then replaces the managed team data: administrators can export, while full restore is reserved for the team owner.

Write to [email protected] — we reply on working days. You can also visit the Contact page for more ways to reach us.

Yes, Google Calendar integration is already available on the Basic, Pro and Business plans. It works per user: each member connects their own Google account, chooses the destination calendar and can show personal events as a private overlay. BandCalendar events are exported to connected members' calendars, and changes to mapped Google events can sync back to BandCalendar. Activate it from Settings → Integrations.

Personal Google events stay private: they are not saved in BandCalendar, shared with the team or exported in team data. For Apple Calendar and iCloud, you can use a read-only webcal/ICS feed without Apple credentials, or connect iCloud with an app-specific password for calendar selection, private overlay and two-way sync of mapped events.

A native iOS and Android app is not planned in the short term: the PWA offers an equivalent experience without the cost and complexity of distributing an app on the stores. We will evaluate a native app in the future based on user feedback.

No, and that's not the goal. WhatsApp remains the natural channel for informal, real-time communication with musicians. BandCalendar handles everything WhatsApp can't do:

• Storing structured information (dates, addresses, fees)
• Having a single updated version of the setlist visible to everyone
• Tracking contracts, payments and fees in an organised way
• Having a permanent, searchable history of every event and client

The ideal workflow: important details live in BandCalendar, quick conversations stay on WhatsApp. That way you never lose critical information in the middle of 200 messages in the group chat.