Gixtra helps you manage the whole gig flow: from the first option to the actual gig and the expenses afterward.
This article gives you the big picture.
1. Create the gig
The booker creates the gig with at least:
- Date
- Location
The gig can be created before it is confirmed with the client. In fact, that is one of the reasons Gixtra uses gig states.
A new gig starts as opt by default. You can later change it to very likely, fix, unlikely, or off.
2. Add useful gig details
Add whatever you already know.
Useful details include:
- Gig name
- Arrival time
- Soundcheck
- Concert start
- Venue
- Dress code
- Setlist
- Tech rider
- Itinerary
- Notes for the band
- Internal notes for bookers or accounting
You do not need to know everything at the beginning. Many gigs become clearer over time.
3. Add participants
Add the people who should be involved in the gig.
Depending on your band setup, this may include:
- Band members
- Subs
- Merchers
- Technicians
You can search by name, email address, or instrument/function.
If someone is not a member of the band yet, you can invite them while adding them to the gig.
4. Send the gig offer
When you save the gig, Gixtra sends notifications to the participants by default.
Participants receive an email and can open the gig to see the details and reply.
If you are not ready to notify them yet, turn off the notification checkbox before saving.
Bookers can also choose to let gig offers expire automatically. If automatic expiry is turned on, the booker sets a time limit in hours. The default is 48 hours.
If someone does not reply before the offer expires, Gixtra counts it as an automatic decline. This is useful when the booker needs a quick answer and cannot wait forever before inviting a sub or confirming the gig with a client.
5. Participants reply
Participants can reply to the gig offer.
A gig offer may also be called a gig invitation. In Gixtra, both mean the same thing: someone is being asked whether they can attend a gig.
Participants usually receive the offer by email, and the offer also appears on their Gixtra start page.
They can reply with:
- Attend
- Not attend
- Maybe
The maybe option is available unless the booker turns it off. If someone chooses maybe, they need to enter a reason. This helps the booker understand why they cannot give a definitive answer yet and when they expect to know more.
For example: "I cannot say yet because my vacation plans are not final. I should know more after next weekend."
The booker can see this explanation next to the reply.
The booker can use the replies to see who is available and organize the lineup.
6. Update the gig when details change
Gig details often change. Times become clearer. The client sends a new schedule. The dress code changes. A setlist or itinerary becomes available.
When a booker changes a gig, Gixtra notifies the people affected by that change by default.
Participants receive a summary of the changes and a link back to the gig.
If you do not want to send a notification for a change, uncheck the notification checkbox before saving.
7. Add or remove people if needed
If you add someone to a gig, Gixtra notifies them.
If you remove someone from a gig, Gixtra notifies them that they were removed. After that, they no longer receive updates about later changes to that gig.
8. Use travel arrangements when the band needs to coordinate
Band members can edit the travel arrangements field.
This is useful when musicians organize travel among themselves, for example:
- Who picks up whom
- Where people meet
- When people leave
- Which car people use
The booker does not need to manage every detail of the band's travel coordination.
9. Use technician fields for technical information
Technicians can edit technical gig information, such as audio tech details and tech rider information.
This lets the person responsible for technical details keep that information up to date without giving everyone full editing access to the whole gig.
10. Play the gig
On the day of the gig, participants can use Gixtra to check the latest information:
- Venue
- Times
- Dress code
- Setlist
- Tech rider
- Travel arrangements
- Other gig notes
Because Gixtra sends notifications when relevant changes are made, everyone should have access to the current version of the gig information.
11. Handle expenses after the gig
There is no manual "close gig" button in Gixtra.
A gig is considered past when the date is in the past. It then appears under past gigs instead of future gigs.
If travel expenses are enabled for the band, musicians can enter their travel expenses after the gig. Gixtra can remind musicians after the gig to add their travel expenses if they have not done so yet.
This reminder is on by default, unless the feature has been turned off.
12. Review expenses
Musicians can enter their own expenses. They cannot see other people's expenses.
Accountants can see expenses across the band. This is useful for reviewing expenses for a month or preparing accounting work.
Accountants can see expenses across the band. Bookers handle the gig planning side, while accountants handle the accounting and expense overview.
Common questions
Is there a completed gig state?
No. Gixtra does not use a separate completed state. When the gig date is in the past, the gig appears under past gigs.
Can I create a gig before the client confirms it?
Yes. That is what gig states are for. You can create the gig as opt, very likely, or unlikely, and change it later when the situation becomes clearer.
Are musicians notified automatically when I change a gig?
Yes, by default. If you do not want to send a notification for a specific change, turn off the notification checkbox before saving.
Can a musician see all gigs?
A regular band member can usually see all gigs in the band. They can use the "only my gigs" filter if they only want to see gigs they are part of.
A sub only sees gigs they were invited to.