Question 1

What is Gig Pool?

Accepted Answer

Gig Pool is a booking and rostering platform for venues, agencies and the artists they book. Bookers manage artist pools, rosters, offers, availability and last-minute fill-ins. DJs, bands, and musicians manage gigs, availability, public profiles and invoices.

Question 2

Is Gig Pool free?

Accepted Answer

Artists can manage bookings, gigs, availability, calendar sync, discovery and public profiles for free. Gig Pool charges 0% commission. Artist Free includes your first two invoices; Artist Pro adds unlimited invoicing, invoice reports and financial-year exports. Artist Pro costs $10/mo (AUD) or $99/yr (AUD). Venue plans start at A$20 a month per Space from 1 May 2027.

Question 3

Does Gig Pool charge commission on bookings?

Accepted Answer

No. Gig Pool takes 0% commission on every booking. Artists keep what the venue pays them, and bookers pay for their plan rather than a percentage of each gig.

Question 4

How is Gig Pool different from a spreadsheet or group chat?

Accepted Answer

A spreadsheet can list a roster, but it cannot send offers, collect confirmations, show availability or keep every change in one place. Gig Pool connects those steps, and artists can confirm an offer from email before they create an account.

Question 5

Do I need to download an app?

Accepted Answer

No. Gig Pool works in a web browser on phone, tablet and desktop. You can also install it on your home screen for app-style access and push notifications. An internet connection is required.

Question 6

Can I be an artist and a booker on one account?

Accepted Answer

Yes. Add both roles to one account and switch between your artist and booker views.

Question 7

Who’s behind Gig Pool?

Accepted Answer

Gig Pool is an independent company based in Brisbane, Australia, made for the people who keep live music and DJ nights running. Every support email is read by the people building it, so tell us what’s missing at support@gigpool.app.

Question 8

How long does setup take?

Accepted Answer

Most venues send their first offer in one sitting. Gig Pool walks you through it the first time: pick a night, add the Space’s equipment details if they’re missing, choose an artist and send. Artists get a shareable profile link when they finish sign-up, after adding their name, where they’re based and their genres.

Question 9

Can I take my data with me?

Accepted Answer

Yes. You can download your invoices as PDFs at any time, including after a subscription ends, because your account stays readable and exportable. Before an account is deleted, we email you so you have time to download anything you need.

Question 10

Where can I find setup and troubleshooting help?

Accepted Answer

The signed-in help drawer covers detailed steps for availability, calendars, notifications, team access, capacity requests, invoicing and other day-to-day workflows. This public FAQ focuses on the questions people ask before signing up.

Question 11

Why is Gig Pool free right now?

Accepted Answer

Gig Pool is a new Australian start-up. While we get started, everyone who joins now pays nothing until 1 May 2027, with every feature included, Artist Pro too. We’re listening closely to the venues, bookers and artists using it, and shipping improvements quickly.

Question 12

What happens on 1 May 2027?

Accepted Answer

Venue plans start at A$20 a month per Space. Venues can subscribe any time before then and pay nothing until 1 May 2027. A Venue account that hasn’t subscribed stays readable, with everything still there to view and export. Artists keep Artist Free, with a fresh two-invoice allowance, and can choose Artist Pro for $10/mo (AUD) or $99/yr (AUD). We’ll email you at least three weeks before billing starts. You choose whether to subscribe; nothing starts automatically.

Question 13

Do I need a credit card to sign up?

Accepted Answer

No. Sign up with just an email address. Nothing is charged before 1 May 2027, and you can subscribe whenever you’re ready.

Question 14

Will my data carry over when paid plans start?

Accepted Answer

Yes. Your account, your Venues, your Spaces, your artist pool, your rosters, your bookings, your invoices, your messages and your settings all stay with your account. There’s nothing to move or re-enter. Every account keeps full access until 1 May 2027. After that, Venue accounts stay readable until a Venue plan starts, while artists keep Artist Free and can choose Artist Pro for unlimited invoicing and financial tools.

Question 15

Can I manage a one-off event without setting up a regular venue?

Accepted Answer

Yes. Create an Event with its dates and location, add its stages or spaces, then organise artist bookings. Events appear alongside your venue bookings in Roster. Event access and pricing depend on your plan; the pricing page explains the Event Subscription and Event Pass options.

Question 16

Can I book two artists for the same set?

Accepted Answer

Yes. Book a DJ B2B set or pair a DJ with a sax player, with up to three artists in a set. Each artist gets their own offer, responds independently and can invoice for their own work.

Question 17

Can artists without an account join a group chat?

Accepted Answer

Guests invited to a group receive the first message by email with a link to join Gig Pool. They need to join using their invited email address to continue the conversation. You can also send artists an email separately.

Question 18

Can I share a roster with someone outside Gig Pool?

Accepted Answer

Yes. On the Roster, choose Share, then Live link. Pick the Spaces and nights, and Gig Pool gives you a read-only link that shows the current confirmed lineup, with every booked artist named, each time they open or refresh it. Rates, contact details and private notes stay hidden. The link stops working at the time you set, and you can extend, replace or revoke it from Shared links. You can also publish one Space’s public lineup for the next seven dates, or download a PDF or social image as a snapshot.

Question 19

Who is the booker account for?

Accepted Answer

It is for venue operators, booking agencies and contracted entertainment bookers. The account owner manages billing and can invite venue staff with Booker or Viewer access.

Question 20

How does rostering work?

Accepted Answer

Set the regular schedule for each Space, then assign artists from your pool to open slots. Gig Pool shows genre, vibe, availability, rotation and venue history as context. You decide who to book, send the offer and track the confirmation.

Question 21

Can I manage multiple Venues?

Accepted Answer

Yes. Keep each independently operated premises as its own Venue and manage them from one account. Plans are priced by the Spaces where you take bookings, at A$20 a month per Space from 1 May 2027.

Question 22

What is the difference between a Venue and a Space?

Accepted Answer

A Venue is the free premises container. A Space is each bookable room, stage or area inside it. Each Space runs its own schedule, genres, vibe and technical details, so the right artist lands in the right spot. If you run more than one independently operated premises, create a Venue for each one. Self-service is limited to 25 active Venues and 75 active Spaces; contact support if you need a larger setup.

Question 23

What if an artist cancels last minute?

Accepted Answer

When an artist cancels, arrange a fill-in from your artist pool. Two modes: Instant (first to accept gets the gig) and You choose (you review interested artists and pick one). If an open request’s date or time changes, applications stay on the request and artists must confirm the updated details before approval. Cancelled or expired requests stay closed.

Question 24

What if my artists aren’t on Gig Pool?

Accepted Answer

They don’t need to be. Add the artist’s name and email, then send the gig offer. They confirm or decline from a secure email link, with no account or password, and your roster updates either way.

Question 25

Can artists see my full roster?

Accepted Answer

Artists see the gigs offered or confirmed for them. Your full working roster stays with your booker team unless you choose to share a public roster.

Question 26

Can agencies or contracted bookers invoice venues?

Accepted Answer

Yes, when the Gig Pool account is configured as a contractor. Only the Gig Pool account owner can issue service invoices for agreed management fees, retainers or commissions. Invited Bookers and Viewers cannot issue them. The account can still invite each Venue’s staff to help manage bookings.

Question 27

Can I collect my artists’ payment details in one place?

Accepted Answer

Yes. Artists choose to share their super details with the venues they work with. When one does, their details appear in the Payment details panel on your Reports page, and you can download one CSV covering everyone who shares: names, dates of birth, addresses, fund name and ABN, USI and member number, ready for your payment run. The file uploads into QuickSuper or ClickSuper once you rename the columns to their template, and works as a complete reference you type from for Xero, MYOB and Employment Hero. It includes each artist’s tax file number when they have added one, so the fund isn’t taxed at the no-TFN rate. Bank details stay on the artist’s invoice, not in this file. Only the account owner sees the panel, and every view and download is recorded.

Question 28

Is Gig Pool only for DJs?

Accepted Answer

No. DJs, bands, solo musicians and other live acts all use Gig Pool. A band signs up once under its band name, lists its members, and venues book the whole act with one offer and one fee.

Question 29

Can venues see my available hours without joining Gig Pool?

Accepted Answer

Yes. If your public profile is discoverable and availability sharing is on, anyone with your profile link can open a date to see the hours you share. You can turn public availability off. A gig and your travel buffer remove those hours from the public view; any other hours you chose to share remain visible. Gig details are never shown there.

Question 30

What do artists get for free?

Accepted Answer

Accept bookings, track every gig, set availability, sync your calendar, build a public profile and appear in discovery for free. Gig Pool charges 0% commission. Artist Free includes your first two invoices; Artist Pro adds unlimited invoicing, invoice reports and financial-year exports.

Question 31

What does Artist Pro add?

Accepted Answer

Artist Free includes your first two invoices; Artist Pro adds unlimited invoicing, invoice reports and financial-year exports. Artist Pro costs $10/mo (AUD) or $99/yr (AUD). Discovery remains free.

Question 32

Can I track gigs from venues that don't use Gig Pool?

Accepted Answer

Yes. Add a manual Venue and record the gig so it appears with your other work. Artist Free includes your first two invoices; Artist Pro adds unlimited invoicing, invoice reports and financial-year exports. You can include manually recorded gigs on those invoices.

Question 33

How do bookers find me?

Accepted Answer

Make your profile discoverable and add the information a booker needs: your bio, genres, mixes, tracks, social links and the availability you choose to show. Discovery is included in the free artist plan.

Question 34

Do I need to accept every gig offer?

Accepted Answer

No. Review the details, then accept or decline from the email or your Gig Pool account. Declining does not carry a platform penalty.

Question 35

Can I invoice for gigs outside Gig Pool?

Accepted Answer

Yes. Add the Venue and gig manually, then create and send the invoice alongside your Gig Pool bookings. Artist Free includes your first two invoices; Artist Pro adds unlimited invoicing, invoice reports and financial-year exports.

Question 36

Can I share my super details with the venues that pay it?

Accepted Answer

Yes. Add your super fund details once under Account, then choose whether to share them. Eligible venue account owners can view shared details for artists in their pool or with a confirmed booking. Sharing is off until you turn it on, and you can turn it off anytime. Your TFN is encrypted before it’s stored, and every venue view and download is recorded. A tax file number is optional; without one, a fund can tax contributions at up to 47%, so most artists add it. Gig Pool passes your details along and never moves the money.

Question 37

How does invoicing work?

Accepted Answer

Artist Free includes your first two invoices; Artist Pro adds unlimited invoicing, invoice reports and financial-year exports. Select recorded gigs, check your business details and include payment details if you want them shown, then generate a PDF invoice and email it from Gig Pool. Gig Pool creates and sends the invoice; the client pays you directly.

Question 38

Which countries have built-in invoice formats?

Accepted Answer

Gig Pool has built-in, country-aware invoice formats for Australia and New Zealand. In Australia, invoice fields include an Australian Business Number (ABN) and Goods and Services Tax (GST). For other countries, you can add a custom jurisdiction and declare your currency, tax name, rate and required details in Account settings. Country suggestions are editable starting points. Gig Pool does not certify tax treatment. Before sending, you confirm your registration status and the applicable rate.

Question 39

Do I need an ABN to use invoicing?

Accepted Answer

Not everyone does. If you invoice from Australia, add an Australian Business Number (ABN) and Goods and Services Tax (GST) settings only when they apply to you. You confirm your registration status and applicable rate before sending. Invoices that charge GST need your ABN on them; invoices without GST can go out without one. When an invoice has no ABN, Australian tax rules may ask the venue to set aside 47% of payments over $75, unless you give the venue a completed Statement by a supplier form (used when performing is a hobby or private activity). Your accountant or the Australian Taxation Office can confirm what applies to you.

Question 40

An artist sent an invoice without an ABN. What does that mean for me?

Accepted Answer

Some artists invoice without an Australian Business Number (ABN), for example when performing is a hobby for them. Australian tax rules may ask you to set aside 47% of payments over $75 when no ABN is quoted, unless the artist gives you a completed Statement by a supplier form, which you keep with your records. Your accountant can confirm what applies to your venue.

Question 41

Who can see my profile?

Accepted Answer

Your public artist profile is discoverable by default, so it is public on the web and may appear in search-engine results. You can turn that off. Availability is shown by default, and you can turn it off. Rates show by default; you can hide them from the public, and venues signed in to Gig Pool always see them. Your phone number and email address stay hidden until you turn them on. Invoice details are visible to invoice recipients. Earnings and invoice history are not public. Your profile can show the venues you have played, built from confirmed past bookings, and it is off unless you turn it on. That setting covers your own profile; a venue sharing its own public roster link may still name you alongside the venue and date, and a time-limited roster link a venue makes for its staff names every artist booked for those dates, including private profiles and guests.

Question 42

Can I delete my account?

Accepted Answer

Yes. Start deletion from Account settings. A 30-day grace period gives you time to change your mind or download records before the account and associated data are permanently removed.

Question 43

Where is my data stored?

Accepted Answer

Gig Pool’s database is hosted in Sydney, Australia, for Australian data residency.

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