Shows

Shows

A show is one date on a tour (a day of a festival or event, an event at a venue, a show in a market). Shows are listed at the bottom of the left menu, under Shows (called Days or Events in some products), for the tour open in the top bar. Choose a show to open its page: details, advancing, guest list, day sheet and call sheet, crew, schedule, tasks and budget lines. Owners, Company Admins, Tour Managers, Ops and Coordinators can add and edit shows; Finance, Legal and View only seats can read them. Send alert is for Company Admins only.

How do I add a show?

1. Check the right tour is open in the top bar.
2. Choose + next to Shows in the left menu (or + Add show when the list is empty).
3. Fill in City / Market, Date and Venue name (required). Start typing the venue to pick it from Google, which fills Venue address.
4. Check the Time zone, and add Doors, Show time, Capacity and Status (Confirmed, 1-Hold, 2-Hold, Want, Cancelled, Moved).
5. Add more if you have it: Performances (several show times on one date), Goal ATP, Announce date, On-sale date, Promoter and their email and phone, Support act(s) and Notes.
6. Choose Add show.

In FestivalOps and ActionOps you add a Day instead: Date, Day label, gates, start time, curfew and expected attendance; the site comes from the festival or event.

How do I edit, move or delete a show?

Open the show, then at the top:

• Edit show: the same form as Add show. Change the fields and choose Save changes.
• Move to tour…: pick the Destination tour and choose Move show.
• Delete: confirm to remove the show with its performances and ticket records. If the date is linked with a promoter, the link and its thread go too, and they are told.

To change only the status, use the status menu next to the show's name.

Why are the times on a show in a different time zone from mine?

Show times are the venue's local time. When the show has a Time zone and you are somewhere else, the show page says "Times are Sydney time" (for example) with the time there now. Set or fix the zone with Edit show, Time zone.

How do I advance a show with the venue?

1. Open the show and choose Advance.
2. Fill in what you know: Load-in, Soundcheck, Doors, Set / show time, Curfew, Stage size, Power / electrical, Parking, Wi-Fi, the Venue contact, Hospitality and Production notes.
3. Choose Save.

The badge at the top shows where it stands: Not started, Sent to venue, Returned or Confirmed. When the venue returns it, choose Mark confirmed once you have checked it.

How do I fill the advance from an email or rider ("Parse email/rider")?

1. Open the show, choose Advance, then Parse email/rider….
2. Paste the venue's advance email or the artist's rider, or choose a PDF or photo under Or read a file (PDF or photo), or pick a file you already uploaded from Or choose a document you already uploaded.
3. Choose Extract details.

The advance form comes back with the load-in, doors, stage, power, hospitality and contact details filled in. Nothing is saved yet: check every field, then choose Save. If you see that it is not enabled for this workspace, AI features are off; fill the form by hand.

How do I check the advance against the artist's rider?

1. Save any changes to the advance first.
2. Choose Check against rider….
3. Paste the rider, or choose it as a file or from your documents.
4. Choose Check it.

GigOps compares the saved advance with the rider (power, stage size, curfew against the set, hospitality) and lists anything that looks wrong, from high to low. The findings are advice only and change nothing; you decide what to do about each one.

How do I send the advance to the venue ("Send to venue" and "Draft with AI")?

1. In the Advance box, choose Send to venue….
2. Type the Recipient emails, separated by commas.
3. Leave Subject blank for the usual subject, or type your own.
4. Write a Note, or choose Draft with AI to have GigOps write one from the show and advance, asking for what is still missing. Read and edit the draft before you send it.
5. Choose Send.

The venue gets a link to fill in the advance online, no login needed, and the status becomes Sent to venue. When they submit it, the status becomes Returned and Company Admins are notified. To send the link yourself (by text, for example), choose Copy link…; Disable link stops the old link working.

How do I manage the guest list?

1. Open the show and choose Guest list.
2. Type the Guest name, the Party size and the Type (Guest, Comp, VIP or Press), then choose Add.
3. On each row choose Approve, Deny or Remove.

The top shows approved heads, requested heads and entries. Print prints the list. Crew can request tickets for shows they work from the Tickets tab in GigOps Crew; their requests arrive here as Pending with their name.

How do I give the box office the will-call list?

1. In the Guest list, choose Box office link.
2. Choose Copy and send the link to the box office.

The box office opens a live, read-only list of approved guests and ticks names off as tickets are picked up, so you see Picked up on the guest list. Add a password with Add password if the link may be forwarded. Regenerate makes a new link and stops the old one; Disable link turns it off.

What is on the day sheet, and how do I print it?

1. Open the show and choose Day sheet.
2. Under Sections, tick what to include: Run of show, Advance, Catering, Travel & hotels, Crew, Team to-do and Key contacts.
3. Choose Print, or Save offline copy for a file that opens on any device without a connection.

The sheet also shows doors and show times, the drive in from the previous show and, within a week of the show, the forecast. Your section choices are remembered. If you open it with no connection, you get the copy this device saved last time.

How do I email the day sheet ("Send day sheet")?

1. Open the show and choose Send day sheet.
2. Type the Recipient emails, separated by commas.
3. Optionally type a Subject and a Note, or choose Draft with AI for a short summary of the day for crew, including what changed since yesterday.
4. Read the draft, edit it, and choose Send.

The email has the run of show, the crew list and catering. A crew member whose Reads messages in language is set gets the sheet translated into that language (names, times and numbers stay as written).

What is the call sheet?

Choose Call sheet on the show for a printable list of the crew working the show (name, department, role, credential, notes) and any equipment assigned to them, with doors and show times. Print prints it. Send call sheet emails it to the addresses you type.

How do I see and send the catering count?

• Catering count shows the total meals for the show, broken down by department from the crew assigned, with any catering notes. Print prints it.
• Send catering count emails it to the caterer or anyone you type.

To plan the meals themselves, use Manage catering on the show or the Catering module.

How do I put crew on a show?

1. Open the show and scroll to its Crew section.
2. Use the filters: All, Assigned, Available or Time off.
3. Choose Assign next to an available crew member, or Remove to take someone off.

Each row warns if the person has requested time off that day or is already working another show the same day. Crew come from the Crew module; add them there first. Assigned crew see the show in GigOps Crew.

How do I build the show's schedule (run of show)?

1. Open the show and go to its Schedule section.
2. Choose Build days… to lay out travel, off, load-in, show and load-out days around the show date, or + Add day for one day (Date, Day type, Label).
3. Choose + Add item (or + Item on a day) and fill in the Day, Start time, End time, Item, Type, Department, Location and Notes.
4. Under Visible to, tick departments to limit who sees it in GigOps Crew, or leave all unticked for everyone.
5. Choose Add item.

On each row, Done marks it finished, Edit changes it and × removes it. Tick Show travel to see crew flights and shuttles on the days. At a festival or event, travel booked for the whole event (not tied to a day) shows too, on the days it happens, marked as event travel.

How do I share a public schedule?

1. On an item in the show's Schedule, choose Publish for each one the public should see (Un-publish takes it off).
2. Choose Share in the Schedule section header, then Copy.

Only items marked Public appear, and anyone with the link can view it without a login. Regenerate or Disable link stops the old link.

Where do I add hotels, flights and rooming for a show?

Hotels, rooming, flights and per diem live in the Travel module. On the show, choose Travel at the top, or Open travel for this show in the Travel & rooming box. What you enter there appears on the day sheet under Travel & hotels and on each person's Your travel card on My day.

How do I see the drive time to a show?

On My day, choose Routing & drive-times (TourOps) for the miles and driving time between every pair of shows on the tour. The show's day sheet shows "Drive in" from the previous show once routing has been worked out.

How do I send an alert to everyone on a show ("Send alert")?

Company Admins only.

1. Open the show and choose Send alert.
2. Check who it reaches: the crew assigned and the Company Users on the show's travel roster, with how many have an email or phone number.
3. Tick Email, SMS or both.
4. Type a Subject (email) and the Message, or choose Draft the day with AI for a summary of the day, then edit it.
5. Choose Send alert.

A crew member with a Reads messages in language set gets the alert translated into it at send time; the box lists the languages it will use. A channel that is not set up for your company is greyed out. Other Company Admins are notified.

How do I upload documents for a show?

Choose Documents on the show to see that show's files, then + Upload to add one (file, name, category). Download and Delete work on each row. All documents, for every show and the whole tour, are in the Documents module.

How do I rearrange the show page?

Choose Customize at the top right of the show page. Drag sections (Show details, Open actions, Ticketing, Tasks, Crew, Budget lines, Schedule) into the order you like, switch one off to hide it, or collapse it to its header. Reset to default undoes it. This only changes your own view.

Where do I see the emails sent about a show?

On the show page, choose Emails sent. It lists the emails GigOps sent from your company about the show (advance requests, day sheets, call sheets, catering counts, offers and, for a venue, its hold and date emails), with the subject, the address, when, who sent it and whether it went. Choose Open to read one. A booking's Overview has the same list for your side, under Emails you sent.