Who gets what: party, login access, and guests
Adding someone to your touring party doesn't give them a login, and giving someone a login doesn't put them on the day sheet email. How the three groups work, and which one your drummer belongs in.
Advance keeps three separate lists of people, and adding someone to one list does not add them to the others. Most people trip on this once, and it’s a fair thing to trip on.
- Your party is your roster of band and crew. Names, roles, emails, phone numbers. They receive day sheets. They cannot log in.
- Login access is who can open the app and see your shows. A much shorter list.
- Guests are everyone else: openers, local crew, show-day staff. They get a link, not an account. Nothing to set up.
Most of your tour never needs to be in more than the first group.
Your party
Settings → Default Party is your regular band and crew. They carry over to every tour, and they’re on every day sheet send.
Add someone with Add member and fill in whatever you have: name, role, email, phone. Only the name is required. The email puts them on the day sheet send, and the phone feeds the Share menu’s Text option.
Being on this list does not create a login. Nobody gets an email about it, and nothing changes for them until you send a day sheet.
Crew for one run only
A fill-in drummer for two weeks doesn’t belong on the roster you carry all year. On the tour page, open the Party tab and use Add someone for this tour only. If you’re already in the add form, the Add to choice at the top does the same thing: Every tour puts them on the default roster, This tour only keeps them on that run.
Once a tour has both kinds of people, the roster splits into two labelled groups.
Tour-only crew receive day sheet emails for that tour’s shows, on the scheduled send and on the one you fire off yourself. They get nothing for your other tours or for one-off shows, so the run ends and they stop hearing from you. If someone is on both lists, they still get one email.
Login access
Settings → Login Access is the short list: people who sign in and use the app.
Only the team owner can invite. Type their email, pick a role, and click Invite. They show up as Pending until they accept.
Two roles:
- Admin has full access. This is your other tour manager, your agent, whoever else runs the day.
- Artist is read-only on the show except the band’s own corners of it: the set list and the song catalogue behind it, the guest list, and food recs. They can’t see deals, settle shows, share links out, or open your settings. This is the role for the band.
The artist role hides things rather than blocking them with a message, so an artist won’t see a Deal tab or a Share button at all. They can still open every show, build the set list, add guests, and print a PDF day sheet.
There’s no resend button on a pending invite. If it didn’t arrive, remove the invite and send it again.
Doing both at once
Most of the time, someone with a login should also be on your party roster, and Advance connects the two so you don’t have to do it twice.
- Adding a new party member? Tick Send an invite to join your team in the add form and pick their login role. The button changes to Add member and send invite.
- Already on the roster? Open them and click Also give login access. It carries their email straight to the invite box.
If they already have a login or a pending invite, you’ll see that instead of another invite button. Both of these are owner-only.
Guests
Everyone else gets a link. No account, no app, nothing to accept.
That covers the opener who needs load-in, the local runner who needs the schedule, and anyone else working the show who needs the day-of contact. Send the Limited link and they see the show without your hotel or your guest list. Share a show with someone outside the band covers which link to send.
Quick answers
I added someone to the party and they can’t log in. That’s expected. Party membership is a contact record. Invite them under Settings → Login Access, or use Also give login access from their party entry.
I invited someone and they’re not getting day sheets. Also expected, and the mirror image. A login doesn’t put anyone on the email list. Add them to Default Party too.
My drummer can’t see the deal. They’re on the Artist role, which is the point of it. Change it under Settings → Login Access if you want them to see money.
The opener wants to see the schedule. Don’t invite them. Send a limited link.
What’s next
- Send your first day sheet puts the roster to work.
- Share a show with someone outside the band is the guest half of this.