Festival

Advances

Advances is where you advance every act on your festival lineup: its tour manager, arrival and departure, soundcheck, ground transport, input list, stage plot, dressing room, tech and hospitality. You can also build advance forms that the acts fill in themselves, and invite an act to advance with you from its own GigOps account. In the left menu, under Festival, choose Advances (the page is titled Artist advances). It belongs to FestivalOps; in ActionOps it is Athlete advances. Forms, invitations and "What your acts see" are FestivalOps only.

Why is an act missing from Advances?

The board lists every set time on the Lineup that has an act. Add the act on the Lineup first (in the left menu, under Festival, choose Lineup, then Add set time). Acts are grouped by festival day, each with its stage, time and tour manager. If you see "Select a festival first", pick the festival under Festivals at the top of the left menu.

How do I advance an act?

1. In Advances, choose the act's row.
2. Set the Status and Party size.
3. Under Tour manager / contact, fill in Name, Email and Phone.
4. Under Schedule, fill in Arrival, Soundcheck, Departure and Ground transport.
5. Under Production, fill in Input list / channels, Stage plot (notes / link), Dressing room, Monitors / backline / tech and Hospitality / rider.
6. Add Internal notes for your team only.
7. Choose Save advance.

What do the advance statuses mean?

Each act shows one of Not started, In progress, Received or Confirmed. You set it yourself in the act's advance. The cards at the top count Acts, Not started, In progress and Confirmed, and the dropdown above the list filters the board to one status.

How do I invite an act to advance with me on GigOps?

1. In Advances, open the act.
2. Under Advance with the act on GigOps, type the Tour manager's email and an optional Note.
3. Choose Invite on GigOps.

If the act's company is on GigOps, the invitation lands in its account and the row shows Invited until it accepts, then On GigOps. If not, it gets an email with your set and a link to join; the row shows Invited by email. Once linked, the act sees and edits the same advance (never your internal notes) and can ask you for credentials.

How do I resend or withdraw an emailed invitation?

1. In Advances, open the act. A box shows who the invitation was emailed to and when.
2. Choose Resend to send it again, or Withdraw to cancel it.

If the box says the email did not go out, choose Resend. You can do the same from Bookings > Acts, under Invited by email.

How do I build an advance form for my acts?

1. In Advances, choose Advance forms….
2. Choose New form from the library (travel, catering, passes, tax, production) or New blank form.
3. In Edit form, set the Name, an optional Due date and a Note to your acts.
4. Untick sections you do not need, add From the library sections, or choose Add your own section.
5. Choose Questions on a section to edit its questions, or Add a question. Pick a type such as Short answer, Yes or no, One choice, File upload, List of rows or Bank details, and tick Required or Lock once confirmed.
6. Choose Save form.

The default form goes to every act. To give one act another form, open its advance and pick the form there.

How do I send the form to my acts?

1. In Advances, choose Advance forms….
2. On the form, choose Open to acts, then Send to acts.

Acts on GigOps get a bell and an email and fill it in on their festival link; acts invited by email get a private link and need no account. The message on screen counts the acts straight away; the emails go out just after, and your bell says how many went (and how many acts email did not reach). Remind nudges every act with sections still open, and the reminder tick on the form sends reminders a week and two days before the due date. Close stops new answers; acts can still read theirs.

How do I change the default form or delete a form?

1. In Advances, choose Advance forms….
2. On the form you want every act to get, choose Make default.
3. To remove a form, choose Delete and confirm.

Answers already given stay with each act, and acts that were on a deleted form move to your default form.

How do I check and confirm an act's answers?

1. In Advances, open the act and choose Check answers… in the form box.
2. Read each section. Choose Confirm when it is right, or type what needs changing and choose Ask for changes.

Confirming a section sets its answers going: passes for a list you mapped to pass types, the meal head count in that day's Catering, and times on the run of show. The act hears when you ask for changes. The row on the board shows Form with sections sent out of the total.

Can I download the answers?

Yes. In Advance forms…, a form that is open or closed shows Download: followed by one link per section. Choose a section to download every act's answers for it.

How do I control what my acts see?

In Advances, choose What your acts see…. Its tabs are Schedule (Private, Their set only or Full schedule, plus who sees each run-of-show row), Site map (Private, Locations you tick, or Whole site map), Documents (tick what acts can download), Note and contacts and Announcements (choose Send to every act, with or without an email). Contracts, settlements, invoices, W-9s and insurance are never shared.

Who sees the bank details an act enters?

A Bank details question is stored encrypted. Owners, admins and finance can choose Reveal to see the details, and each reveal is logged; everyone else sees the last four digits. The act can replace them but never read them back.

Why can't I edit advances or send invitations?

Editing advances and forms needs an owner, admin, manager, ops or coordinator seat. Inviting acts and changing what they see needs one of the seats that work festival links (owner, admin, manager, ops, coordinator, finance or legal). View only seats read only. If a button is missing, ask a Company Admin to check your access to Advances.