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Availability

Events · Tell the band whether you can come to an event, see who else is coming, and let bandmates know about your regular commitments and holidays.

What it's for

For every event, each member answers Available, Maybe or Unavailable. The answers show who can play, help admins build the lineup and plan transport, and decide who gets reminded. Your recurring commitments and holidays (your availability rules) appear as hints next to events, so the band knows in advance.

When to use it

  • A new event appears and the band needs to know if you can come.
  • Your plans change and you need to change your answer.
  • You are going on holiday, or you can never play on a certain weekday.
  • As an admin: you want to see who hasn't answered yet and remind them.

How to

Answer for an event

  1. Open the event from Dashboard → Action required or from Events.
  2. In the Your availability card, select Available, Maybe or Unavailable. Your answer is saved right away.
  3. Optionally write a note, for example "can arrive at 20:00", and select Save note.

Result: Your answer is saved and counted in the event's Availability card. After you answer, it is shown as a small label in the event's Details card.

Change your answer or note

  1. Open the event.
  2. In the Details card, select Change next to your answer.
  3. Pick a different answer, or edit the note and select Save note.

Result: The new answer replaces the old one. You can change it at any time.

See everyone's answers

  1. Open the event and in the Availability card select View all.
  2. The bar and numbers at the top show how many people said yes, maybe and no, out of all active members.
  3. The list shows each person's answer, note, when they answered (Responded) and when they first opened the event (Seen). Hints from their availability rules appear under their name.

Result: You know who is coming. If the band hides individual answers, you see only the totals and your own answer.

Remind people who haven't answered

You need: The Send reminders or Edit events permission.

  1. Open the event.
  2. In the Admin tools card, select Remind … non-responders (the button shows how many people haven't answered).

Result: Every active member without an answer gets a reminder (in the app, by email or both, depending on their notification settings). When everyone has answered, the button says Everyone has responded.

Answer on behalf of a member

You need: The Edit events permission.

  1. Open the event and select View all in the Availability card.
  2. Next to the member, open the answer menu and pick their answer.

Result: The answer is saved for them, for example when they told you by phone.

Set your regular commitments and holidays

  1. Open your profile and go to the Availability tab.
  2. Select Add rule and choose the type: Every week on… (pick the days), Away for a period (pick From and To) or No overnight travel.
  3. For weekly and period rules, choose Unavailable or Maybe.
  4. Optionally add a note, for example "choir rehearsal".
  5. Select Save at the bottom of the page.

Result: Your rules appear on the Availability tab of your member page and as hints next to matching events and in event planning. They never answer for you – you still answer each event.

Permissions and limits

  • Answering your own availability needs Answer own availability (all default roles have it).
  • Seeing everyone's individual answers needs See everyone's availability (Band Admin, Band Manager and Road Manager by default), unless the band setting Who can see individual availability answers is set to All members. By default only admins see them; others see the totals and their own answer.
  • Answering for someone else needs Edit events (Band Admin and Band Manager by default).
  • Sending reminders needs Send reminders or Edit events (Band Admin, Band Manager and Road Manager by default).
  • Your availability rules are visible to your bandmates in all your bands. Only you can change them.

Examples

Two weeks on holiday

Add a rule Away for a period from the first to the last day, status Unavailable, note "holiday". When an admin plans a gig in that time, they see "Away …" next to your name before they even ask.

You can come, but late

Select Available and write "can arrive at 20:00" in the note. The admins see the note in the availability list.

You can't stay overnight

Add the rule No overnight travel. It shows as "Can't stay overnight" only on events where the band plans accommodation.

Common mistakes

  • Waiting with the answer until you are sure. Answer Maybe now and change it later – the band then knows you have seen the event.
  • Writing a note without picking an answer first. The note is saved together with an answer, so choose one first.
  • Thinking a holiday rule answers for you. Rules are only hints; each event still needs your answer.
  • Editing rules and leaving the profile page without selecting Save.

Troubleshooting

I can't see the answer buttons.
Once you have answered, the buttons are hidden – select Change next to your answer in the Details card. If you never see them, your role doesn't have Answer own availability; ask your band admin.
I see only numbers, not who is coming.
Your band shows individual answers only to admins. You see the totals and your own answer. A Band Admin can change this in Settings → Visibility.
The reminder button can't be selected.
Everyone has already answered, so there is nobody to remind.
My rule doesn't show next to an event.
A rule shows only when it matches the event's date (the weekday or the period). No overnight travel shows only when the event has accommodation planned. Check that you saved your profile.