A gig in Gixtra can be created very quickly. You only need a date and a location to create a useful gig. Everything else can be added later when you know more.
This article is mainly for bookers and band leaders.
What you need before creating a gig
Before you create your first gig, you need:
- A Gixtra account
- Access to a band
- The booker role, or another role with permission to create gigs
In most bands, the booker creates and manages gigs.
Create a new gig
To create a gig, enter the basic gig information.
The two required pieces of information are:
- Date
- Location
A gig without a date does not make sense, so Gixtra requires one. The location helps everyone know where the gig will happen.
When you enter the location, Gixtra autocompletes it in a way similar to Google Maps. You can choose from matching venues and check the map to make sure you selected the correct place.
Add a gig name
A gig name is optional, but useful.
Use a name that helps you recognize the gig later, for example:
- Miller Wedding
- Summer Festival
- Company Party Munich
- Jazz Night at Club XYZ
This is especially helpful when your band has many gigs or several events at the same venue.
Add times if you already know them
You can add more than just the date. If you already know important times, enter them right away.
Typical gig times include:
- Arrival time
- Soundcheck
- Doors open
- Concert start
- Concert end
- Other schedule details
Gixtra starts with a default schedule, but you can adapt it to the way your band works. Bookers can add, remove, or rename schedule slots. For example, you might add a separate crew arrival time if the crew needs to arrive earlier than the band.
You can also use multiple schedule templates. A small trio gig may only need arrival, gig start, and gig end. A larger concert may need crew arrival, load-in, soundcheck, doors, show start, set breaks, show end, and load-out.
When you create a gig, choose the schedule template that fits the gig. Then fill in the times you already know. You can add the rest later.
Schedule slot names can be automatically translated for users who use Gixtra in another language.
Add files and extra information
If you already have useful documents, you can attach them to the gig.
Examples:
- Setlist
- Tech rider
- Itinerary
- Other gig documents
All plans include a setlist attachment and an itinerary attachment. Higher plans add a tech rider attachment and another miscellaneous attachment.
You can also add additional information such as:
- Dress code
- Special instructions
- Notes for the band
- Notes for the booker
- Technical information
- Overnight stay information
- Hotel address, if the gig includes an overnight stay
Be careful where you write sensitive information. Some fields are visible to everyone on the gig, while internal booker or accounting notes are only visible to the roles they are meant for.
If a gig includes an overnight stay, mark it accordingly and add the hotel address. Gigs with overnight stays are visibly marked so participants know that the gig includes staying overnight and returning the next day.
Choose the gig state
Every new gig starts with the state opt by default.
Gixtra uses the following gig states:
-
fix- the gig is confirmed -
very likely- the gig is not fully final yet, but very likely to happen -
opt- the gig is an option -
unlikely- the gig is shaky or not very likely -
off- the gig is canceled or no longer active
These states help everyone understand how solid the gig is.
For example, if a gig is still only an option, musicians know it is not fully confirmed yet. If it is fix, they know the gig is confirmed.
Add musicians and other participants
You can add participants while creating the gig.
When selecting people, you can search by:
- Name
- Email address
- Instrument or function
For example, type drums to find people in the band who play drums.
To remove someone from the gig before saving, click the small X next to their name.
Only people with roles that can attend gigs can be added as participants. These include:
- Band member
- Sub
- Mercher
- Technician
Roles such as administrator, booker, and accountant are not selected as gig participants unless they also have an attending role such as band member.
Notify participants
When you save a gig with participants, Gixtra normally sends email notifications to the people you added.
This lets them know about the gig and gives them a link so they can view the details and reply.
If you do not want to notify participants yet, uncheck the notification checkbox before saving. This is useful when you are only entering the gig as a reminder for yourself and do not want to send anything to the band yet.
Depending on your plan, you may also be able to notify other bookers on the account.
What happens after you save the gig
After you save the gig:
- The gig appears in the gig list
- Participants are notified, unless you turned notifications off
- Participants can open the gig
- Participants can reply if they are available or not available
- Regular band members can usually see the gig even if they are not part of it
- Subs only see gigs they were invited to
Common mistakes
Waiting until every detail is known
You do not need every detail before creating a gig. Start with date and location. Add times, files, dress code, and other details later.
Forgetting that notifications are sent by default
When you add participants and save the gig, Gixtra normally notifies them. If you are not ready to send the gig offer, turn notifications off before saving.
Putting private notes in visible fields
If you add sensitive information, make sure you use the correct internal fields. Regular gig fields may be visible to participants.