01
Performers, groups and projects managed through separate calendars, chats and spreadsheets
Multi-project operational control
Management software for 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.
In this page
- Numerous lineups, projects and calendars coordinated in one workspace
- Multi-user team with granular permissions for different roles and responsibilities
- Clients, events, documents, income and performer payments connected in one workflow
Common friction
What this solves
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Operational information fragmented across sales, administration and event managers
03
Permissions that are too broad or shared access that does not reflect different roles
04
Quotes, contracts and versions that are difficult to trace back to the right client and event
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Income, deposits, balances and performer payments tracked through manual procedures
Definition
What is entertainment agency management software?
Entertainment agency management software brings performers, collaborators, lineups, projects, clients, events, quotes, contracts, documents, permissions and payments into one shared workspace. It helps entertainment agencies and live-entertainment companies replace separate calendars, spreadsheets, chats and folders with a structured operational workflow, from the first enquiry to final settlement.
Workflow
How it works in BandCalendar
1
Configure the team
Invite users and assign granular permissions according to operational and administrative responsibilities.
2
Organize your roster
Structure different collaborators, lineups and projects without mixing personnel, repertoires and materials.
3
Track client and opportunity
Connect inquiries, contacts, pipeline, quotes and history to the same client record.
4
Coordinate every event
Bring venue, dates, schedule, lineups, notifications, documents, logistics, tasks and notes into the event record.
5
Formalize and monitor
Send quotes and contracts for approval with a simple electronic signature, retain versions and record income and performer payments.
Connected features
The operational pieces stay connected
Multi-user team with granular permissions
Collaborators, numerous lineups and separate projects
Client CRM with pipeline and history
Calendar and events with schedules, logistics, tasks and notifications
Quotes and contracts with versions and click-to-accept simple electronic signature
Documents, photos, media, riders and other linked files
Event income, deposits, balances and performer payments
Subscriptions and additional storage available through PayPal or Stripe
Installable PWA for access while on the move
Team mailbox, sends to several clients and mailbox connected to your own address (Pro and Business)
Backup, restore and full data archive
Product screenshots
See the workflow in the real app
Try the workflow
Start from Entertainment agencies
Use the free plan to reproduce this workflow with your real clients, events, documents and collaborators.
Start by setting up
- Configure the team
- Organize your roster
- Track client and opportunity
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.
Event management
Every BandCalendar event is a full operational record: client, commercial overview, services and programme, lineups and notifications, documents, Finances, to-dos, setlists, logistics, food and accommodation, notes and history.
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.
Quotes and contracts
Create professional quotes and contracts for music services from separate content and layout templates, with rich text editing, preview-consistent PDFs, services and expense reimbursements, online quote acceptance, public links and click-to-accept simple electronic signature without a client account.
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.
Team, roles and permissions
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.
Emails and client mailbox
Write to clients from an event, a quote, a contract or the client page and find every email, with the replies, in the conversation of that client. The team mailbox has an inbox, unread messages and search; you can send to several clients at once, schedule a send and connect your own mailbox to write from your address.
Client CRM
Client directory with a Kanban sales pipeline, custom categories, additional contacts, statistics and import from CSV or Excel. Each client page gathers the events, quotes, contracts, documents and emails of that client, with email and WhatsApp actions in context.
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.
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FAQ
Questions before starting
Is BandCalendar suitable for an agency managing many lineups?
Yes. You can organize numerous collaborators, lineups and separate projects and connect them to events without mixing personnel, repertoires, documents and payments.
Can every team member view and edit everything?
No. The multi-user team supports granular permissions, so access to areas and allowed operations can differ according to each role.
Can I manage quotes and contracts in the same workflow?
Yes. Quotes and contracts support templates, PDFs, versions and public links, and both can be sent to the client for approval with a click-to-accept simple electronic signature.
Does signing require drawing an image on the screen?
No. The client reviews the document through its public link and accepts it through an explicit click-to-accept action; BandCalendar records the evidence associated with the simple electronic signature.
Are PayPal and Stripe used to collect event payments from clients?
No. PayPal and Stripe are available for purchasing a BandCalendar subscription and additional storage. Event income is recorded and monitored inside the management system.
Can I also track performer payments and advances?
Yes. You can record fees, withholding taxes, advances, payment status and summaries linked to collaborators and events.
Keep exploring before you start
Compare related workflows, then open the free plan when you are ready to test it on a real booking.