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Events

Events · Create gigs, rehearsals and other events, find them in the list, and keep their details up to date.

What it's for

Every gig, rehearsal or other band date is an event. The event page collects everything about it: Details (date, times, venue, dress code, notes), Your availability until you answer, My logistics and the Concert day schedule, the Setlist, the Lineup, Gig finance, the Discussion and, after the event, Attendance. You only see the parts your band uses and you have access to.

When to use it

  • A new gig is booked or a rehearsal is planned.
  • You want to see what is coming up, or look back at past events.
  • A date, time or venue changes, or an event is cancelled.
  • Your band lists its gigs on Bandsintown and you don't want to type them in twice.

How to

Find an event

  1. Open Events. Upcoming events are listed by month, with a month calendar next to them (above them on a phone) – see Calendar.
  2. Switch between Upcoming and Past, and pick a type (Gigs, Rehearsals, Other) or All.
  3. Use Search to find an event by its title or venue.
  4. Use the View buttons to switch between List view and Card view. Pulse remembers your choice.
  5. The quick filters in the menu, Waiting for my answer and My events, show the upcoming events you haven't answered, and the ones you play, crew or said you'll come to. Select the filter chip at the top to remove it.

Result: Each event shows its type, status, time, venue and how many people answered. Your own answer is shown on the right.

Create an event

You need: The Create events permission.

  1. Open Events and select Create event. You can also select a day in the calendar and then New event.
  2. Choose the Type (Gig, Rehearsal or Other) and the Status (Confirmed, Tentative or Cancelled).
  3. Enter the Title and Date, and optionally Arrival, Start, End, Venue, Address, Dress code and Notes.
  4. To create a series, choose Repeat (Every week, Every 2 weeks or monthly on the same weekday), then set Ends – After a number of events or On date. A preview shows the dates (up to 52).
  5. Optionally choose a Setlist, and for a gig fill in Gig finance if you can see it.
  6. Leave Notify band members about this event ticked to tell the band, then select Create event.

Result: The event opens and band members can answer whether they can come – see Availability. For a series, only the first event is announced.

Edit or cancel an event

You need: The Edit events permission.

  1. Open the event and select Edit.
  2. Change what you need. To cancel the event, set Status to Cancelled – it stays in the list, crossed out, with everyone's answers kept.
  3. Tick Notify band members about this event if the band should hear about the change (it is not ticked when editing).
  4. Select Save. For a repeating event, choose Only this event or This and following events.

Result: The event is updated. With This and following events, only the fields you changed are copied to later events, and a new date moves them by the same number of days.

Clone or delete an event

  1. Open the event and select More actions (the … button).
  2. Clone asks for a New date and creates a copy with the same details, setlist and lineup. Availability answers and gig finance are not copied.
  3. Download PDF creates a printable summary of the event.
  4. Delete removes the event with its availability answers, lineup and finances. For a repeating event, choose Only this event or This and following events.

Result: Deleting cannot be undone. If the event just won't happen, set it to Cancelled instead.

Import gigs from Bandsintown

You need: The Create events permission, and Bandsintown connected in Settings → Integrations.

  1. Open Events and select Import from Bandsintown.
  2. Your upcoming Bandsintown events are listed. Gigs you imported before are marked Imported.
  3. Tick the gigs you want to add.
  4. Select Import gigs.

Result: The gigs are created as Tentative without notifying anyone. Complete them (times, lineup, setlist), then set them to Confirmed and notify the band. Changes in Pulse are not sent back to Bandsintown.

Mark attendance after an event

You need: The Edit events permission.

  1. Open the event on its day or later. The Attendance card appears.
  2. Select Attended or Absent next to each member. Select it again to clear it.

Result: Everyone in the band can see who attended. It also shows in the history on each member's page.

Permissions and limits

  • Everyone in the band can see events (View events).
  • Creating, cloning and importing events needs Create events (Band Admin and Band Manager by default).
  • Editing, cancelling, changing the setlist and marking attendance needs Edit events (Band Admin and Band Manager by default).
  • Deleting needs Delete events (only Band Admin by default).
  • Writing in the Discussion needs Write in event discussions (everyone except Dep / Guest by default). You can delete your own comments; people with Edit events can delete any comment.
  • Admin tools on the event page (Remind non-responders, Notify members about changes) are for people who can edit events or send reminders.
  • The fee and client details are only shown to people allowed to see gig finances.

Examples

Weekly rehearsal for the autumn

Create a Rehearsal on the first Tuesday, choose Repeat → Every week, Ends → After and 12 events. If the room changes from November, edit the first November rehearsal and choose This and following events.

Same club, new date

Open last year's gig at the club, choose More actions → Clone and pick the new date. Check the times, then edit the event to notify the band.

A gig is postponed

Edit the gig, change the Date, tick Notify band members about this event and save. Ask everyone to check their answer for the new date.

Common mistakes

  • Deleting an event that was only cancelled. Set the Status to Cancelled instead, so the band can still see what happened.
  • Saving an edit without ticking Notify band members about this event – nobody is told about the change.
  • Leaving imported gigs as Tentative. Confirm them once the details are complete.
  • Choosing This and following events when only one date is different.

Troubleshooting

I don't see Create event or Edit.
Your role doesn't allow it. Ask a band admin – see Roles & permissions.
I can't make an existing event repeat.
Repeat is only offered when creating an event. Create a new repeating event and delete the old one, or use Clone for single extra dates.
The import page says Bandsintown is not connected or can't load events.
A band admin has to enter the artist name and key from Bandsintown in Settings → Integrations. If it worked before, check those details there, or try again later.
An event disappeared from the list.
Events move to Past after their date. Also check that no type, search or quick filter is active.