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A single login shared by everyone, with no idea who changed what
Everyone sees what they need
Team, roles and permissions for bands and entertainment agencies
Invite members to the team and decide what they can see and do: default and custom roles with per-area permissions, visibility that can be limited to linked data and to the relevant lineups. The same account can belong to several teams and switch between them.
In this page
- Default and custom roles with per-area permissions
- Visibility that can be limited to linked events and lineups
- Several teams with the same account
Common friction
What this solves
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Fees and contracts visible even to those who should only see their own dates
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External collaborators who need to check a gig without entering everything else
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An agency with several artists where each contact should only see their lineups
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Musicians who play in several groups and would need an account for each
Definition
How do roles and permissions work in band management software?
Permissions say what a person can do, data visibility says on which records they can do it. In BandCalendar the owner invites members with a default role (Admin, Member, Viewer) or a custom one, chooses for each area between no access, view and edit, and can limit a member to the events they are linked to and to the lineups that concern them.
Workflow
How it works in BandCalendar
1
Invite
From Settings → Team enter the email, choose the role and any limits; the person receives the invitation and accepts it with the same address.
2
Choose the role
Owner, Admin, Member and Viewer cover the most common cases; for the others you create a custom role starting from one of these.
3
Tune the permissions
For each area (calendar, rehearsals, clients, quotes, contracts, events, fees, documents, settings…) choose no access, view or edit.
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Limit the data
You can restrict a member to the events and rehearsals they are linked to and to the chosen lineups; by linking their account to a collaborator they see the gigs they play.
5
Work across teams
Whoever belongs to several teams switches between them from the team selector: data, permissions and plan stay separate.
Connected features
The operational pieces stay connected
Email invitations with role and limits already set
Owner, Admin, Member and Viewer roles
Custom roles with per-area permissions: none, view, edit
Visibility limited to linked records for events, rehearsals and tasks
Restriction to the relevant lineups
Account linked to the collaborator: sees the gigs they play and their own fees
Several teams per account with selector and separate data
Team activity history and member limits by plan
Product screenshots
See the feature in the real app
Try the workflow
Start from Team, roles and permissions
Use the free plan to reproduce this workflow with your real clients, events, documents and collaborators.
Start by setting up
- Invite
- Choose the role
- Tune the permissions
Internal links
Continue exploring
Collaborators and lineups
Manage the band's real lineup: core musicians, substitutes, extra collaborators, roles, instruments, lineups, projects, linked events, payments, documents and different team permissions.
Entertainment agencies
BandCalendar helps entertainment agencies, live-entertainment companies and organizations coordinating many performers manage numerous lineups and projects, clients, events, documents and finances through a multi-user team with granular permissions.
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.
Data backup and archive
Two separate tools: the data backup, to go back after a mistake with a restore guided by a preview, and the full archive with files, a ZIP with data, documents, photos and emails to browse in the browser, even offline and without BandCalendar.
Tasks, rehearsals and reminders
The To-do area brings together Kanban tasks, rehearsals and reminders: priorities, due dates, assignees, checklists, comments and recurrences, linked to clients, events, projects and lineups. Rehearsals have place, times and participants; to pick the date there is the WhatsApp availability poll.
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.
FAQ
Questions before starting
How many members can I invite?
It depends on the plan: 2 on Free, 3 on Basic, 10 on Pro and 30 on Business. Collaborators who do not use the app do not count as members.
Can I hide fees from a member?
Yes. Fees are an area with its own permission: you can deny access, grant view only or limit a linked collaborator to the fees that concern them.
Can a musician see only their own dates?
Yes. With visibility limited to linked events a member sees the events they are associated with; if their account is linked to a collaborator, they also see the gigs that collaborator plays.
What is the difference between a member and a collaborator?
Collaborators are the people you work with (musicians, technicians); members are the accounts that use the app. The same person can be both and the two profiles can be linked.
Can I be part of several teams?
Yes. The same account can belong to several teams, each with separate data, roles and plan, and can own one.
Who can create custom roles?
The team owner. Whoever manages members without being the owner can only invite as Member or Viewer and cannot assign administrative roles.
Keep exploring before you start
Compare related workflows, then open the free plan when you are ready to test it on a real booking.