Roles decide what a person can see and do in Gixtra.
This article explains the main roles in Gixtra and how they work together.
The roles in Gixtra
Gixtra currently has these roles:
- Administrator
- Booker
- Accountant
- Band member
- Sub
- Mercher
- Technician
A person can have more than one role in the same band.
For example, a band leader might be:
- Administrator
- Booker
- Band member
This means they can manage the account, create and manage gigs, and also be added as a participant on gigs.
A person can also have different roles in different bands. You might be a booker in one band and a sub in another.
Roles that can participate in gigs
Some roles can be added to gigs as participants. These are:
- Band member
- Sub
- Mercher
- Technician
These are the people who can actually attend or work on a gig.
Other roles are management or administrative roles. These include:
- Administrator
- Booker
- Accountant
These roles can see and manage information depending on their permissions, but they are not selected as gig participants unless they also have an attending role such as band member.
Booker
The booker is the central role for planning gigs.
Bookers can usually:
- Create gigs
- Edit gigs
- Delete gigs
- Change gig states
- Add people to gigs
- Remove people from gigs
- Invite new members
- Remove members from the band
- Change member roles
In many bands, the booker is also a band member. In that case, the booker can also be added to gigs as a participant.
When a booker who is also a band member creates a gig, they will be added to the gig automatically as a participant. They can remove themselves from the participant list if they are not playing that gig.
Administrator
The administrator is the account-level role.
Use this role for the person who handles the account itself, especially billing and plan-related settings.
Administrators are responsible for things such as:
- Payment data
- Billing address
- Plan changes
- Account-level settings
For gig planning, member management, accounting, and participation, use the specific roles instead, such as booker, accountant, band member, sub, mercher, or technician.
When someone creates a new band, they automatically receive the administrator, band member, booker, and accountant roles for that band.
In many small bands, the administrator and booker may be the same person. In larger setups, the administrator may be the person who owns or pays for the account, while one or more bookers handle the actual gig planning.
Accountant
The accountant role is for people who need access to accounting and expense information.
Accountants can see expenses across the band. This is useful when someone needs to review travel expenses for all musicians, prepare payments, or handle monthly accounting work.
Musicians can enter their own expenses, but they cannot see other people's expenses.
Band member
Band member is the default musician role in Gixtra.
A band member can be added to gigs and can reply to gig offers.
Regular band members can see all gigs in the band, even gigs they are not part of. This supports the way many bands work: everyone has transparency about the band calendar.
If a band member only wants to see gigs they are part of, they can use the "only my gigs" filter in the gig list.
Band members can usually:
- See gigs in the band
- See gig details
- Reply to gig offers
- Change their reply
- Add their own expenses after a gig, if expenses are enabled
- Edit travel arrangement information on a gig
- Edit their own profile details
Band members cannot usually:
- Create gigs
- Edit most gig details
- Delete gigs
- Add or remove people from gigs
- Invite new members
- Change someone's role
- See other people's expenses
Sub
A sub is a more restricted participant role.
Subs are useful for bigger bands, wedding bands, Top 40 bands, and other setups where you work with many musicians but do not want every musician to see the full band calendar.
A sub only sees gigs they were invited to.
A sub can also see past gigs, but only past gigs they participated in.
When a sub is added to a gig, they can see the gig details and the other participants on that gig. They do not see gigs they are not part of.
The sub role is available depending on your plan.
Technician
The technician role is for people who handle technical information around the gig.
Technicians can see all gigs, but they cannot see fee information on gigs.
Technicians can edit technical fields such as audio tech information and the tech rider attachment.
They do not get full editing access to the whole gig just because they are technicians.
Mercher
The mercher role is for people who help with merchandise at a gig, for example selling t-shirts, records, or other band merch.
Merchers can be added to gigs as participants.
Merchers can see all gigs, but they cannot see fee information on gigs.
This makes the role useful for helpers who should receive the practical gig information they need, without seeing what the gig pays or what other people earn.
The main functional difference between mercher and technician is that technicians can edit the tech info field and the tech rider attachment. Merchers cannot.
Multiple roles
Roles can be combined.
For example:
- A band leader may be administrator, booker, and band member
- A booker may also be a band member
- A user may be a booker in one band and a sub in another
This gives bands flexibility. Small bands often have one person doing many things. Larger bands may separate booking, accounting, and playing.
Permission overview
| Action | Administrator | Booker | Accountant | Band member | Sub | Mercher | Technician |
|---|---|---|---|---|---|---|---|
| Handle payment data, billing address, and plan settings | Yes | No | No | No | No | No | No |
| Create gigs | No | Yes | No | No | No | No | No |
| Edit gig details | No | Yes | No | Only travel arrangements | Only travel arrangements on own gigs | No | Technical fields |
| Delete gigs | No | Yes | No | No | No | No | No |
| Change gig state | No | Yes | No | No | No | No | No |
| Add/remove people from a gig | No | Yes | No | No | No | No | No |
| Invite new members | No | Yes | No | No | No | No | No |
| Remove members | No | Yes | No | No | No | No | No |
| Change member roles | No | Yes | No | No | No | No | No |
| See all gigs | No | Yes | Accounting-related access | Yes | No | Yes | Yes |
| See own gigs | No | Yes | Accounting-related access | Yes | Yes | Yes | Yes |
| Reply to gig offers | No | Only if also participant | No | Yes | Yes | Yes | Yes |
| Edit own profile | Yes | Yes | Yes | Yes | Yes | Yes | Yes |
| See own expenses | No | Only if also participant | Yes | Yes | Yes | Yes | Yes |
| See everyone's expenses | No | No | Yes | No | No | No | No |
| See fee information | No | Yes | Accounting-related access | Yes, unless individual fees restrict this | Yes, unless individual fees restrict this | No | No |
Common misunderstandings
"Musician" is not a role
In Gixtra, the default role for musicians is called band member.
A booker is not automatically a gig participant unless they also have a participant role
A pure booker can create and manage gigs, but they are not a musician on the gig unless they also have a role such as band member.
A regular band member can see the full band calendar
This is intentional. Many bands work transparently, and regular band members can see all gigs.
Use the sub role if someone should only see gigs they were invited to.
Fees may be visible to participants
Fee information on a gig can be visible to band members and subs on that gig. Merchers and technicians do not see fee information.
If your band uses different fees for different people, use individual fees.
With individual fees, each person only sees their own fee.
Expenses are private
Musicians can enter their own expenses, but they cannot see other people's expenses. Accountants can see expenses across the band.