Band Management
Invite Band members to collaborate, give Crew focused show-day access, and manage your band's settings.
Understanding Roles and Access
- Owner: Always has full access and manages member access, ownership transfers, and member removal
- Band member: Can create and edit tour information, use Advancing, work with finances and to-dos, buy Credits & Passes, and invite people
- Crew: Gets a focused, read-only Home, Events, and Account experience with show information, schedules, accommodation, operational advance details, and approved guest-list information
- Crew cannot edit and cannot access Advancing, files, the quick-link library, availability, recent activity, guarantees, settlement details, finance totals, credits, or to-dos
- Only the owner can change an existing member's access or transfer ownership
Choosing the Right Access
- Choose Band member for musicians, managers, or trusted collaborators who need to create and edit tour information
- Choose Crew for sound engineers, drivers, technicians, or other people who need show-day information without administrative access
- Crew is a band-wide role, so the selected access applies across every tour and event in that band
- Existing members remain Band members unless the owner changes their access to Crew
- Choose whether a join link grants Band member or Crew access; replacing a join link disables the previous link
- The owner can change an existing person's access later from Settings > Members & Access
What Crew See
- On web, iOS, and Android, Crew navigation contains Home, Events, and Account
- Home keeps the current and upcoming operational context visible and can include shared Quick Links configured by the band
- Events provides read-only venue and promoter contacts, schedules, accommodation, operational advance details, and approved guest-list information
- Account contains the person's own profile, theme, native notification controls, support, sign out, and leave-band action
- Crew receive relevant show, tour, schedule, accommodation, and completed-advance notifications, but not finance, to-do, availability, membership-management, or draft-advance notifications
- Restricted deep links show an access message and return the person safely to Events
Updating Band Profile
- Open Settings > Band Profile from the app settings screen
- Update the Band Name field and tap Save
Band Files
- Open Settings > Band Files to upload documents for Band members
- Store stage plots, tech info, riders, contracts, and other key files
- Keep important touring documents available to the full band
- Select uploaded Band Files from the advancing page when you send an advance form; Band Files are not shown on Home
- Deleting a file removes it from advance forms where it was shared and stops previously emailed file links from working
- Each band includes 500 MB of storage
Band Quick Links
- Open Settings > Band Quick Links to manage the band's saved links
- Add a name and URL for tools like OneDrive, Gmail, merch stores, shared spreadsheets, or booking documents
- Saved quick links appear on Home for fast access when at least one link is configured
- Crew can open quick links shown on Home, but cannot open or manage the full Band Quick Links library
- When there are no saved quick links, the Quick Links section is hidden on Home
- Each band can save up to 8 quick links
- Edit a link and use Position on Home to change its order
- Add, edit, or delete quick links from Settings > Band Quick Links; Home only opens saved links
Band Currency
- Open Settings > Band Currency to set the band's default reporting currency
- Income and expense summaries use this currency across the band
- Finance entries can still be added in other currencies and converted for summaries
- New bands choose a currency during signup or when the band is created
Inviting Band Members
- Open Settings > Members & Access
- Choose Crew or Band member, then tap Generate link
- Tap Copy link and send it using Messages, WhatsApp, email, or another channel
- Band members and the owner can generate and share join links
- A band has one active join link at a time, and everyone using it receives the selected access level
- Generating a replacement link or changing its access disables the previous link immediately
Joining from a Link
- Open the join link shared by a Band member or the owner
- If they don't have an account yet, they'll be prompted to sign up
- Existing users can sign in with their TourNote account
- After joining, the band appears in their band list
- They receive the access level selected when the link was generated
Managing Band Members
- View all current members and whether they are Owner, Band member, or Crew
- Band members can generate or replace the band's join link
- Only the owner can change existing access or remove other members
- As the owner, open a person from the Band members or Crew section, then choose Band member or Crew on the Choose role screen
- Changing a Band member to Crew unassigns their incomplete to-dos so those tasks can be reassigned
- Changing Crew to Band member grants collaboration access immediately
- Use Settings > Members & Access to confirm who already has access
Transferring Ownership
- Open Settings > Band Profile and choose Transfer Ownership
- Select the member you want to transfer to
- Confirm the transfer (this cannot be undone)
- The new owner gains Credits & Passes and Legacy Plus billing control
- You become a Band member (but retain management access)
Working with Multiple Bands
- Create another band at any time from the band switcher. On mobile root tabs, tap the current band name in the top bar. On desktop, use the band switcher in the header.
- All plans let you own and manage unlimited bands.
- Users can be members of unlimited bands
- Each band is completely separate with its own tours and events
- Switch between bands from the band switcher. On mobile root tabs, tap the current band name in the top bar. On desktop, use the switcher in the header.
- Your current band is displayed at the top of every page
- All actions (creating tours, sending advances) apply to the current band
Activity Tracking
- Open Recent Activity from the Home header or from the sidebar on desktop
- Recent Activity is available to the owner and Band members, not Crew
- Recent activity shows who created or edited tours and events
- Track when advance sheets were sent by band members
- Helps keep everyone coordinated and informed
- Refresh the activity page to see the latest entries
Removing Members
- Only the owner can remove other members
- Any non-owner can remove themselves if they no longer need access
- Owners must transfer ownership before they can leave a band
- In Settings > Members & Access, use the row action on desktop or swipe the person on mobile, choose Remove Member, and confirm the action
- Removed members immediately lose access but can return later using an active join link
Deleting a Band
- Scroll to the Danger Zone inside Settings > Band Profile
- Only the owner can delete the band, and you must remove extra members first
- Active Legacy Plus entitlements need to be cancelled before the delete button is available
- Deleting a band permanently removes it and all tours, tour dates, events, travel days, and pending advance sheets for every member
- This action cannot be undone—make sure you've exported anything important first
Credits and Band Access
- All bands include unlimited band members at no extra cost
- Credits and Unlimited Pass belong to the band
- Owners and Band members can buy credits or passes
- Band members can spend existing credits when they create events or show days
- Members do not need their own purchase to access a band
👥 Team Coordination
Owners and Band members can use Recent Activity from Home to see what the team has been adding or editing. Crew stay focused on confirmed show-day information.
⚠️ Important: Ownership Transfer
Transferring ownership cannot be undone. The new owner will have full control over Credits & Passes, any Legacy Plus billing, and can remove members including you.