Rehearsals Module - User Manual

Introduction

The Rehearsals module helps you plan and manage band practice sessions. You can schedule rehearsals, assign songs and setlists to practice, track attendance, and keep notes about what was covered.

Getting Started

Accessing Rehearsals

  1. Select a band from the band selector
  2. Click "Rehearsals" in the main menu (under "Band")
  3. You'll see a list of all rehearsals for the selected band

Permissions

Your access to rehearsals depends on your user level and permissions:

  • View - You can see rehearsals and their details
  • Edit - You can create, modify, and manage rehearsals
  • Delete - You can remove rehearsals (if granted)

Creating a Rehearsal

Adding a New Rehearsal

  1. Click the "Add Rehearsal" button on the rehearsals list page
  2. Fill in the rehearsal details:
    • Date (required) - When the rehearsal takes place
    • Start time / End time (optional) - Leave empty for all-day
    • Notes/agreements (optional) - What to cover or agreements (rich text)
  3. Click "Save"

Note: Your package may limit the number of rehearsals you can create.

After Creating

After creating a rehearsal, you are taken to the Edit page where you can:

  • Add songs and setlists to the rehearsal (search and click Add)
  • Change date, times and notes
  • Remove linked songs or setlists

Managing Songs in a Rehearsal

Adding Songs

  1. Go to the rehearsal Edit page
  2. In the "Add songs" section, use the search box to find songs
  3. Click "Add" next to a song to link it to the rehearsal

Removing Songs

  1. Go to the rehearsal edit page
  2. Find the song in the songs list
  3. Click "Remove" next to the song

Practice Order

Songs are listed in the order you add them. You can:

  • Reorder songs if needed
  • Focus on specific songs
  • Practice setlists instead of individual songs

Managing Setlists in a Rehearsal

Adding Setlists

  1. Go to the rehearsal Edit page
  2. In the "Add setlists" section, use the search box to find setlists
  3. Click "Add" next to a setlist to link it to the rehearsal

Removing Setlists

  1. Go to the rehearsal edit page
  2. Find the setlist in the setlists list
  3. Click "Remove" next to the setlist

Using Setlists

When you add a setlist to a rehearsal:

  • All songs in the setlist are included
  • Songs appear in the rehearsal's song list
  • You can practice the entire setlist in order

Editing a Rehearsal

Modifying Details

  1. Go to the rehearsal view page
  2. Click "Edit"
  3. Update any details:
    • Date and time
    • Duration
    • Location
    • Description
  4. Click "Save Changes"

Managing Content

  • Add or remove songs
  • Add or remove setlists
  • Update notes
  • Change member assignments

Viewing Rehearsals

Rehearsal List

The rehearsals list has two columns:

  • Upcoming - Future rehearsals (date and note preview); click to view
  • Archive - Past rehearsals with pagination
  • Add button (if permitted) to create a new rehearsal

Rehearsal View

The rehearsal view page shows:

  • Date and Time (or "All day")
  • Notes/agreements (rich text)
  • Songs - Linked songs (links to song view)
  • Setlists - Linked setlists (links to setlist view)
  • Edit and Delete (if permitted)

Rehearsal Limits and Restrictions

Package Limits

Your package may have limits on:

  • Maximum Rehearsals - Total number of rehearsals per band

Checking Your Limits

  1. Go to My Account
  2. Navigate to Package Information
  3. 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 rehearsals to free up space
  • Contact your administrator to upgrade your package

Tips and Best Practices

Planning Rehearsals

  1. Plan ahead - Schedule rehearsals in advance
  2. Be specific - Add songs or setlists to focus practice
  3. Include location - Help members find the rehearsal
  4. Set duration - Let members know how long it will take

Organization

  1. Use setlists - Practice entire setlists for gigs
  2. Focus songs - Add specific songs that need work
  3. Regular schedule - Create recurring rehearsals
  4. Keep notes - Document what was covered

Collaboration

  1. Share information - All members can see rehearsal details
  2. Coordinate schedules - Use the calendar to avoid conflicts
  3. Track progress - Review past rehearsals to see improvement

Troubleshooting

Can't Create a Rehearsal

"Maximum number of rehearsals reached"

  • Check your package limits
  • Delete old rehearsals
  • Contact administrator to upgrade

"No permission to create rehearsals"

  • Check your permissions
  • Contact band administrator

Songs/Setlists Not Available

"No songs/setlists available"

  • Make sure you have songs/setlists in your library
  • Check that they belong to the selected band
  • Verify you have view access to those modules

Frequently Asked Questions

Q: Can I add both songs and setlists to a rehearsal?
A: Yes! You can add individual songs and entire setlists. Songs from setlists will appear in the rehearsal's song list.

Q: What happens if I delete a song that's in a rehearsal?
A: The song will be removed from all rehearsals that contain it. Make sure you want to delete the song before proceeding.

Q: Can I see past rehearsals?
A: Yes! All rehearsals are kept in the list. You can view, edit, or delete past rehearsals.

Q: How do rehearsals appear in the calendar?
A: Rehearsals automatically appear in the Calendar module. You can see them alongside gigs and other events.

Q: Can I duplicate a rehearsal?
A: Currently, you need to create a new rehearsal and add the same songs/setlists. A duplicate feature may be added in the future.

Q: Can I track attendance?
A: Attendance tracking may be available in future versions. For now, you can use notes to document who attended.

Last updated: January 2025

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