01
Large lineups hard to update when availability, roles or substitutions change
Lineups, roles, substitutions
Management software for orchestras, ensembles and larger lineups
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.
In this page
- Lineups, roles and substitutions always readable
- Events, projects, documents and setlists connected
- Fees, advances and balances by collaborator
Common friction
What this solves
02
Multiple lineups to keep separate: full orchestra, reduced ensemble, quartet, horn section or string section
03
Events, rehearsals, concerts and special projects with different documents, setlists and notes
04
Fees, advances, reimbursements and balances to calculate for many collaborators
05
Operational information that must reach only the involved people without confusing the rest of the team
Definition
What is orchestra and ensemble management software?
Orchestra and ensemble management software coordinates collaborators, roles, lineups, substitutions, projects, events, documents and payments when the lineup is large. It keeps who plays what, where and when readable without mixing personnel and payments.
Workflow
How it works in BandCalendar
1
Map collaborators and roles
Record musicians, instruments, contacts, roles, notes and lineup associations.
2
Build lineups
Create reusable setups for full orchestra, reduced ensemble, sections or specific projects.
3
Assign lineups to events
Each date can use an existing lineup or adapt it with substitutions and extra collaborators.
4
Distribute documents and setlists
Scores, riders, setlists, timings and notes stay linked to the event and available to the team.
5
Control payments and history
Track fees, advances, reimbursements, balances and activities for every involved collaborator.
Connected features
The operational pieces stay connected
Collaborator records with instruments and roles
Reusable lineups and variable ensembles
Projects for seasons, concerts and productions
Events with linked lineup, documents and notes
Setlists, repertoires and music materials
Documents, scores, riders and media
Fees, advances, reimbursements and balances by musician
Team roles and permissions for collaborators
Emails to several collaborators with contact groups (from Basic)
Account linked to the collaborator, with visibility on their own dates
Product screenshots
See the workflow in the real app
Try the workflow
Start from Orchestras and ensembles
Use the free plan to reproduce this workflow with your real clients, events, documents and collaborators.
Start by setting up
- Map collaborators and roles
- Build lineups
- Assign lineups to events
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.
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.
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.
Setlists and repertoires
Organize repertoires, song catalog, keys, notes, total duration, event setlists, song requests from the audience or client, exports and public shares in a workflow connected to events.
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.
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.
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.
FAQ
Questions before starting
Can I manage multiple lineups?
Yes. You can create different lineups and link them to events and projects: full orchestra, reduced ensemble, quartet, sections or special setups.
Can I manage substitutions and extra collaborators?
Yes. Each event can have its own lineup, collaborators and payments even when the setup differs from the standard lineup.
Can I see payments by collaborator?
Yes. The Payments area shows amounts, advances, balances, reimbursements and payment status.
Can I link scores and documents to events?
Yes. Documents and media can be uploaded and associated with events, lineups, projects or collaborators.
Can collaborators access the app?
Yes. You can invite team members with different roles and permissions, limiting access to the information they need.
Is it useful for rehearsals and productions too?
Yes. You can use calendar, projects, tasks, documents and notes for rehearsals, recordings, productions and preparation concerts.
Keep exploring before you start
Compare related workflows, then open the free plan when you are ready to test it on a real booking.