Gigs Module - User Manual
Introduction
The Gigs module helps you plan and manage band performances. You can schedule gigs, track expenses, calculate travel costs using carpool groups, set gig status, and manage all the details of your performances.
Getting Started
Accessing Gigs
- Select a band from the band selector
- Click "Gigs" in the main menu (under "Band")
- You'll see a list of all gigs for the selected band
Permissions
Your access to gigs depends on your user level and permissions:
- View - You can see gigs and their details
- Edit - You can create, modify, and manage gigs
- Delete - You can remove gigs (if granted)
Creating a Gig
Adding a New Gig
- Click the "Add Gig" button on the gigs list page
- Fill in the gig details:
- Title (required) - Name of the gig/venue
- Date (required) - When the gig takes place
- Time (optional) - Start and end time; leave empty for all-day
- Location (optional) - Venue address
- Notes (optional) - Additional information (rich text)
- Status (optional) - Potential, Option, Confirmed, or Cancelled
- Click "Save" in the page header (next to Back)
Note: Your package may limit the number of gigs you can create.
After Creating
After creating a gig, you can:
- Open the gig and click Edit to add distance and travel cost
- Use Calculate Distance (on edit) to compute distance from carpool groups and members
- Link Relations (venue, booker, festival, etc.) if the Relations module is installed
- Update status and notes
Managing Gig Details
Editing a Gig
- Go to the gig view page
- Click "Edit"
- Update any details:
- Title, date, start and end time
- Location and notes
- Status
- Distance (manual or via Calculate Distance button) and travel costs
- Relations (if Relations module is installed) — add multiple relations with roles
- Click "Save Changes"
Linking Relations
If the Relations module is installed, you can link multiple relations to a gig (e.g. a venue and a booker):
- On the Add or Edit page, find the Relations section
- Click Search to find an existing relation, or New to create one
- After selecting a relation, choose its role for this gig (venue, booker, festival, impressariaat)
- The relation appears in the list with a role badge. Repeat to add more.
- Click the X button to remove a linked relation
- Relations are saved when you save the gig
Gig Status
You can set the status of a gig:
- Potential - Early idea, not yet confirmed
- Option - Option or offer on the table
- Confirmed - Gig is confirmed and happening
- Cancelled - Gig has been cancelled
Travel and Distance
Calculating Distance
- Go to the gig Edit page and enter the venue address in Location
- Click the calculator button next to the Distance field to open the distance calculator
- Select Carpool groups and/or Individual members who are traveling to the gig
- Click Calculate. The system uses the OpenRouteService API to compute routes and fills in total distance (round trip) and travel cost
Note: Distance calculation requires:
- An OpenRouteService API key (in Band settings → Integrations, or global config)
- Carpool groups with start addresses, and/or band members with addresses
- Band cost per km (in band settings) for travel cost
Carpool Groups
Carpool groups help organize transportation:
- Set up carpool groups (with start address) in the Bands module first
- On the gig Edit page, open Calculate Distance and select which carpool groups and/or individual members are traveling
- The system computes total distance and, using the band's cost per km, the travel cost
Travel Costs
Travel costs are calculated when you use Calculate Distance:
- Total distance (round trip) is multiplied by the band's cost per km (set in band settings)
- The result is automatically filled in on the Travel costs field in the Financial card
- You can also enter travel cost manually in the Financial card
Financial Details
The Financial card appears on both the gig view and edit pages. It is only visible to users with the "Can view financial details" permission (band owners always have this).
Structure
The Financial card has fixed fields at the top, followed by optional items:
- Travel costs — automatically filled from the distance calculator, or enter manually
- Fee — the performance fee for the gig
- VAT — optional VAT percentage with a checkbox to indicate whether amounts include or exclude VAT
- Additional items — click "Add item" to add custom costs (e.g. equipment rental, accommodation). Each item has a description and amount, and can be removed with the trash icon.
Totals
The bottom of the card shows:
- Subtotal — sum of travel costs, fee, and additional items
- VAT — the calculated VAT amount (only shown when a VAT percentage is set)
- Total (client pays) — the grand total
VAT Modes
- Exclusive (checkbox unchecked): VAT is added on top of the subtotal. Example: subtotal €1000 + 21% VAT = €1210 total.
- Inclusive (checkbox checked): Amounts already include VAT. The VAT amount is extracted from the subtotal for display. Example: subtotal €1210 inclusive = €210 VAT shown, total remains €1210.
Permissions
- By default, only the band owner can see the Financial card
- Other band members need the "Can view financial details" permission
- This is independent of edit permissions — a member can view financials without being able to edit gigs
Viewing Gigs
Gig List
The gigs list shows:
- Date, Time, Title, Status, Location
- Click a row (or card on mobile) to open the gig
- Add Gig button when you have edit permission and under the package limit
Gig View
The gig view page shows:
- Date, Time, Status, Location
- Relations (if linked) — clickable badges with name and role linking to relation detail
- Distance (if set)
- Distance per Band Member (if calculated via distance calculator)
- Notes (rich text)
- Financial card (if you have
view_financial permission): travel costs, fee, additional items, VAT, and totals
- Created / Last updated
- Edit and Delete (if permitted)
Gig Limits and Restrictions
Package Limits
Your package may have limits on:
- Maximum Gigs - Total number of gigs per band
Checking Your Limits
- Go to My Account
- Navigate to Package Information
- View your current limits and usage
Reaching Limits
If you reach a limit:
- You'll see a message when trying to create more
- Delete old gigs to free up space
- Contact your administrator to upgrade your package
Tips and Best Practices
Planning Gigs
- Plan ahead - Schedule gigs well in advance
- Set status - Use status to track confirmation
- Add location - Helps with distance calculation
- Organize travel - Set up carpool groups early
Cost Management
- Use carpool groups - Organize transportation efficiently
- Calculate distances - Use the distance calculator when possible
- Set the fee - Enter the performance fee in the Financial card
- Configure VAT - Set your VAT percentage and choose inclusive/exclusive
- Review totals - Check the total (client pays) before confirming gigs
Organization
- Use consistent naming - Make gigs easy to identify
- Add notes - Include important details
- Update status - Keep status current
- Review regularly - Check upcoming gigs
Troubleshooting
Can't Create a Gig
"Maximum number of gigs reached"
- Check your package limits
- Delete old gigs
- Contact administrator to upgrade
"No permission to create gigs"
- Check your permissions
- Contact band administrator
Distance Calculation Issues
"Distance calculation failed"
- Check that band members have addresses
- Verify OpenRouteService API key is set
- Try entering distance manually
- Check your internet connection
Carpool Group Issues
"No carpool groups available"
- Create carpool groups in the Bands module first
- Make sure groups have members
- Verify you have access to carpool management
Frequently Asked Questions
Q: How does automatic distance calculation work?
A: The system uses OpenRouteService API to calculate distances from band members' addresses to the gig location. Configure the API key per band in Band settings → Integrations (or use a global key in config).
Q: Can I set custom travel costs?
A: Yes! You can override the automatic calculation and set custom travel costs for any gig.
Q: What happens if I delete a carpool group that's used in a gig?
A: The carpool group will be removed from the gig, but the gig will remain. You'll need to assign a different group or set costs manually.
Q: Can I see past gigs?
A: Yes! All gigs are kept in the list. You can view, edit, or delete past gigs.
Q: How do gigs appear in the calendar?
A: Gigs automatically appear in the Calendar module. You can see them alongside rehearsals and other events.
Q: Can I export gig information?
A: Export functionality may be available in future versions. For now, you can view and copy information manually.
Q: What's the difference between distance and travel cost?
A: Distance is the physical distance traveled (round trip). Travel cost is calculated by multiplying distance by your band's cost per kilometer/mile (set in band settings).
Q: What is the Financial card?
A: The Financial card shows all costs related to a gig: the performance fee, travel costs, and any custom items you add. It appears on both the view and edit pages, but only if you have the "Can view financial details" permission.
Q: Who can see the Financial card?
A: By default, only the band owner can see financial details. Other band members need the "Can view financial details" permission granted explicitly. This is independent of edit permissions — someone can view financial details without being able to edit the gig.
Q: How do I add extra costs to a gig?
A: On the edit page, use the "Add item" button in the Financial card to add custom items like equipment rental, accommodation, or other charges. You can set a description and amount for each item.
Q: Can I generate an invoice from a gig?
A: Invoice generation is planned for a future version. The financial details are stored in a way that will make this seamless.
Showing gigs on your website (WordPress)
You can show your band's gigs on a WordPress site (e.g. your band's homepage) using the nGage Gigs WordPress plugin and the public Gigs API.
- In nGage: Go to Band settings (Band dashboard → Settings). In the section Gigs API token (for WordPress) generate a token if you don’t have one. Copy the token; you will enter it in the WordPress plugin.
- WordPress: Install the nGage Gigs plugin. In Settings → nGage Gigs enter the API base URL (e.g.
https://app.ngage.band), your Band ID, and your band’s API key (the token from nGage Band settings). Choose which gig statuses to show (e.g. Confirmed and Option). Data is cached; use Clear cache / Sync now to refresh.
- Shortcode: Use
[ngage_gigs] on any page or post to display the list of gigs.
See the plugin documentation and the Gigs technical documentation (public API) for details.
Last updated: March 2026
