01
Duplicate, outdated musician contact lists separated from real bookings
Team and lineup
Collaborators and musical lineups
Manage the band's real lineup: core musicians, substitutes, extra collaborators, roles, instruments, lineups, projects, linked events, payments, documents and different team permissions.
In this page
- Collaborator records with roles and instruments
- Reusable lineups for projects and events
- Linked payments, documents and permissions
Common friction
What this solves
02
Who plays in which lineup is not always clear when there are substitutes or extra collaborators
03
Real lineup differing from the standard lineup and hard to communicate to the team
04
Payments, documents, photos and collaborator history rebuilt every time
05
Different permissions to manage for owners, admins, team members and collaborators with limited access
Definition
What is collaborator and lineup management for bands?
Collaborator and lineup management for bands organises records, roles, reusable lineups, substitutions, linked events, documents and fees. In BandCalendar the real lineup for a date can differ from the standard formation without losing history.
Workflow
How it works in BandCalendar
1
Create records
Save contacts, role, instrument, collaborator type, base fee, photo, notes and documents.
2
Build lineups
Group recurring musicians by project, ensemble, band, section or service.
3
Adapt the real lineup
Each event can have a lineup, substitutions, extra collaborators, roles and specific fees.
4
Connect documents and fees
Photos, materials, fees, advances and history stay readable on the collaborator and event.
5
Control access and permissions
Invite team members with different permissions so not everyone can see or edit everything.
Connected features
The operational pieces stay connected
Core collaborators, substitutes and extras
Roles, instruments, collaborator types and notes
Reusable lineups and disabled members visible in history
Associations with projects and events
Real event lineup with specific roles
Linked documents, photos and media
Fees, advances and summaries by collaborator
Team roles and different permissions
Product screenshots
See the feature in the real app
Try the workflow
Start from Collaborators and lineups
Use the free plan to reproduce this workflow with your real clients, events, documents and collaborators.
Start by setting up
- Create records
- Build lineups
- Adapt the real lineup
Internal links
Continue exploring
Orchestras and ensembles
BandCalendar helps orchestras, ensembles, collectives and larger lineups coordinate musicians, roles, lineups, substitutions, projects, events, documents and payments without losing visibility on who plays what, where and when.
Concert bands
BandCalendar helps concert bands, tribute bands, entertainment agencies, promoters and live-entertainment companies manage gigs, tours, venues, changing lineups, setlists, technical documents, logistics, fees and reimbursements in one workspace.
Wedding bands
BandCalendar helps wedding bands and live musicians turn inquiries, quotes, contracts, repertoires, setlists, logistics and payments into one workflow that the whole team can use before, during and after the event.
Event calendar
An operational calendar for musicians and bands that connects sales pipeline, clients, gigs, rehearsals, tasks, reminders, lineups, documents, Excel export and personal Google Calendar and Apple Calendar/iCloud sync.
Fees and Finances
Track event money on two clear layers: client collections and customer refunds (commercial documents and the Finances tab), and collaborator fees with advances, line items, withholding and expense reimbursements. Summaries by period, event or musician.
Documents and media
Organize PDFs, riders, contracts, quotes, images, audio, video, versions and public links in a cloud archive connected to clients, events, collaborators, lineups and projects, with contextual upload dialogs, PWA offline and controlled collaborator visibility on the event.
FAQ
Questions before starting
Can I manage substitutes?
Yes. You can create non-core collaborators and assign them to events when needed.
Are lineups reusable?
Yes. A lineup can be associated with different projects and events.
Can I limit what a collaborator sees?
Yes. Team members can have different roles and permissions.
Can I change lineup for one date?
Yes. Each event can have its own lineup, substitutions and extra collaborators.
Can I see a collaborator's history?
Yes. From the collaborator detail you can view linked lineups, projects, events, documents, photos, fees and the History tab.
What happens to inactive members?
Lineups can show disabled members as history, so their operational context is not lost.
Keep exploring before you start
Compare related workflows, then open the free plan when you are ready to test it on a real booking.