Create and manage a gig
Create a private gig, fill in the client, venue and fee, and move it through Enquiry, Hold, Booked and Complete.
For hostsLast updated
Go to Gigs (/gigs) and click New gig. It's the same step-by-step builder as creating an event, without tickets or payouts. In the Calendar view you can also double-click a day (or hover it and click +) to start a gig on that date; on a phone, tap a day and then New gig, or long-press the day. Your answers are saved on this device as you go, so you can leave and pick up where you were.
Create a gig#
Name
Give the gig a name only you and your team see, e.g. "Smith wedding reception". Required.
When
Pick the date, a start time and how long it runs (or a custom end). Required.
Where
Start typing an address, a venue, a suburb or a city and pick a suggestion. If you pick a venue or business, its name fills in for you; for a plain street address, add a Venue or place name if you want one (it's optional). A suburb or city is fine when the exact spot isn't settled. If the place is already a venue on ShowTix, it's offered first so you don't add it twice. Not settled yet? Click Not settled yet — skip.
Who
Optionally pick the Act (one of your act profiles), the Client you'll invoice (from Contacts), the Client fee, and who provides production: The act (you bring the PA, lighting and equipment) or The client.
Notes
Add private notes (set times, dress code, load-in). To add a cover image, tick Add a cover image: an Image step then appears next. Leave it unticked to skip it.
Review
Check everything, click Change on any row to fix it, then click Create gig.
A new gig starts in the Booked stage. To log an enquiry that isn't confirmed yet, start from Booking Enquiries instead — that creates the gig in Enquiry.
The gig page#
Open any gig from the list. At the top you'll see the headline, status, date, venue and client, a stage tracker, and a strip with Client fee, Performer pay, Margin (fee minus performer pay) and the number of Performers.
Every field under Details saves as you edit it:
| Field | Notes |
|---|---|
| Starts / Ends | Changing these after performers were told sends them a change notice. See Reminder cadence. |
| Headline, Description | For your records and the performers' emails. |
| Venue | Changing it also triggers a change notice. |
| Client fee (price) | In AUD. |
| Price includes GST | Turn on if the fee already includes GST. |
| Charge a deposit / Deposit amount | Turn on to raise a separate deposit invoice. See Finalising and invoices. |
| Production provided by | Artist or Client. |
Below are the Performers card (Adding performers), Quotes (Quotes), and on the right Invoicing & payment and Finalise.
Statuses#
A gig moves through Enquiry → Hold → Booked → Complete → Finalised. It can also be Cancelled or Archived. The header shows only the moves that make sense next:
| Current status | Buttons in the header |
|---|---|
| Enquiry | Book, Pencil in (hold), Cancel gig |
| Hold | Book, Cancel gig |
| Booked | Mark complete, Cancel gig |
| Complete | Finalise from the Finalise panel |
Each button asks you to confirm first.
Hold means pencilled in, not confirmed. Performers you invite get a "Hold request" instead of an invitation, and moving the gig to Booked tells them the booking is now confirmed.
Mark complete once the performance has happened. You need Complete before you can finalise.
Cancel gig tells every performer who'd already been contacted that it's off, and sends a calendar update that removes it.
Cancelling and reopening
In this build, cancelling only works from Hold or Booked. The button also appears on Enquiry and Complete gigs, but the change is refused. Reopening a cancelled gig isn't available yet either — the Book button on a cancelled gig is refused too. Contact support@showtix.com.au if you need one reopened.
Find gigs#
The list at /gigs has:
List and Calendar views
status filters: All, Enquiry, Hold, Booked, Complete, Finalised
Search gigs… and a date range
columns for date, gig and client, Venue, Performers, Status and Fee. A tick next to the fee means finalised; a receipt icon means invoiced.
Ticketed shows can also appear here with a Ticketed badge. Open one and you'll get a Manage ticketing button that takes you to the event — tickets, check-in and payments are managed there, not here.
Linked calendar events#
If a gig came from a connected calendar and the dates don't match, a banner says Linked to a calendar event. Pick Use calendar date or Keep gig date to match them up.
Was this article helpful?