Quick Start Guide

This guide walks you through creating your first workspace, tour, event, and shared operating rhythm.

Step 1: Create a Workspace

After signing in, you'll be prompted to create your first workspace.

1. Choose a workspace name (e.g., your company or band name)
2. Enable the features you need:
   • Tour Management — tours, events, crew, travel
   • Project Management — Kanban boards and collaboration
3. Invite team members (optional — you can do this later)

Step 2: Create a Tour

Navigate to Tours in the sidebar and click Create Tour.

Fill in the basics:

• Tour Name — e.g., "European Summer Tour 2026"
• Description — brief overview
• Start & End Dates — the tour window
• Status — Planning, Active, Completed, or Cancelled

Step 3: Set Up Tour Templates

Templates are what make tour-flow powerful. Once set up, every event you create inherits them.

Crew Template

Go to your tour's Crew tab and add members by category:

For each member, add name, role, phone, email, and any notes (dietary needs, etc.).

Production Template

In the Production tab, create cards for your standard technical requirements:

• Sound system specifications
• Lighting rig requirements
• Stage dimensions and power needs
• Backline requirements

Schedule Template

In the Schedules tab, build a standard day timeline:

• Load-in
• Soundcheck
• Doors
• Show
• Curfew
• Load-out

You can also save and load reusable schedule templates from the global Templates page.

Notes Template

Use the Notes tab for any recurring information:

• Tour policies and protocols
• Emergency procedures
• Catering preferences
• General hospitality needs

Hotel Room Template

If your tour uses repeatable rooming patterns, add hotel room templates at the tour level. Events, travel days, and off days can then start from the same room assignment structure.

Step 4: Create Your First Event

Go to Events and click Create Event.

1. Select your tour from the dropdown
2. Fill in event details:
   • Name — e.g., "Berlin, Columbiahalle"
   • Date & Time
   • Venue — name, address, and show-day details
   • Status — Pending or Confirmed

When you select a tour, the event automatically inherits all tour templates. You can then customize the crew, production, and notes specifically for this show.

Step 5: Build Your Day Sheet

Each event serves as a complete day sheet. Add:

• Schedule — load-in, soundcheck, doors, show, load-out
• Venue details — address, contacts, parking, WiFi
• Hotel info — name, address, check-in time
• Contacts — venue PM, promoter, local security
• Guest list — guest names, counts, notes, and check-in status
• Notes — anything specific to this show

Step 6: Share the Right Information

Use Booklets to create curated tour or event packets for crew, venues, promoters, and outside partners. Include only the sections and documents they need, then share by link, password-protected link, private workspace access, or recipient-only invitations.

Step 7: Keep the Team in Sync

Use:

• Dashboard for upcoming work and live event context
• Calendar for tours, events, travel days, off days, and project deadlines
• Chat for workspace, tour, event, and project conversations
• Notifications for assignment, message, and update alerts

What's Next

• Add more events to your tour routing
• Plan travel days between shows
• Upload documents — contracts, riders, stage plots
• Create booklets to share day sheets and production packets
• Set up a project board for merch, logistics, or production tasks
• Create calendar feeds if you want tour-flow dates in Apple Calendar, Google Calendar, or Outlook
• Configure notifications to keep your team in sync