Question 1

What is Gig Pool?

Accepted Answer

Gig Pool is a DJ and artist booking and rostering platform for venues. Venues use it to manage their artist pool, build weekly rosters, handle last-minute fill-ins, and track availability. DJs, bands, and musicians use it to manage their gigs, set availability, get discovered by new venues, and generate invoices.

Question 2

Is Gig Pool free?

Accepted Answer

For DJs and artists, the core features are completely free, and Gig Pool never charges commission on bookings. Manage your bookings, track gigs, set availability, and sync your calendar at no cost. Professional invoicing and earnings tracking require a Pro subscription ($10 AUD/mo or $99 AUD/yr; international customers billed in their local currency at checkout). For venues, plans start at $29 AUD/mo with a 30-day free trial.

Question 3

Does Gig Pool charge commission on bookings?

Accepted Answer

No. Gig Pool never takes a cut of your bookings — not on existing relationships, not on new artist discoveries, not on any booking type. Artists keep 100% of what venues pay them. Venues pay only the flat monthly subscription, with no per-booking commission. Pay for what you need, no lock-in, cancel anytime.

Question 4

Do I need to download an app?

Accepted Answer

No. Gig Pool works in your web browser on any device, phone, tablet, or desktop. DJs and artists can even accept gig offers directly from email without logging in or creating an account.

Question 5

I'm a DJ (or musician) and a venue booker. Do I need two accounts?

Accepted Answer

No, you can use one account for both. Sign up as an artist, then add a venue booker role from your settings. Switch between artist and Venue views anytime.

Question 6

Is there more detailed help available?

Accepted Answer

Yes. Once you sign up, Gig Pool's in-app help drawer covers 30+ topics in detail, including availability windows, fill-in flows, rate cascade rules, calendar sync, B2B/multi-artist sets, vibe taxonomy, performer types, push notifications, and per-tier invoicing. You can search the help drawer by keyword or browse by topic. The public FAQ here is the high-level overview; the in-app help is the full reference.

Question 7

What does beta mean for me?

Accepted Answer

Gig Pool is in open beta until 1 September 2026. Every customer gets full access to every feature, including Artist Pro, at no cost. We're still listening hard to early customers and shipping improvements quickly. The product is feature-complete; the "beta" label is about how we're working, not what the app can do.

Question 8

What happens on 1 September 2026?

Accepted Answer

The beta period ends and paid plans begin. We'll email every customer at least four weeks before the date with a clear summary of what changes for their specific account. Venues move to the $29 AUD/mo base plan (with the 30-day free trial), and artists who want Artist Pro after beta move to $10 AUD/mo or $99 AUD/yr (international customers billed in their local currency at checkout). Artists who only use the free features stay free. You'll be asked to set up payment before anything's billed.

Question 9

Do I need a credit card to sign up?

Accepted Answer

No. Sign up with just an email address. During the beta period there are no charges of any kind. We'll only ask for payment details when the beta ends and you choose to continue on a paid plan, or earlier if you want to add a subscription manually.

Question 10

Will my data carry over to the paid version?

Accepted Answer

Yes. Your account, your venues, your rooms, your artist pool, your rosters, your bookings, your invoices, your messages, your settings, everything you create during beta stays with your account when paid plans begin. There's no migration step or export/import dance. The only thing that changes on 1 September 2026 is the billing relationship.

Question 11

How does rostering work?

Accepted Answer

Define your weekly schedule once: which rooms are open, what nights, what time slots. Gig Pool auto-generates your roster for weeks ahead. Then assign DJs or artists from your pool to each slot (solo or as a B2B set). The assignment panel shows your pool with genre fit, availability, vibe match, rotation, and venue history so the best fits surface first, and you decide who to book.

Question 12

Can I manage multiple venues?

Accepted Answer

Yes. Add extra venues for $20/mo each on top of the $29/mo base plan. You can manage up to 15 venues in self-service, each with its own rooms, artist pool, and roster. Need more? Contact us for custom pricing.

Question 13

What if a DJ or artist cancels last minute?

Accepted Answer

When an artist cancels, broadcast a fill-in to your artist pool. Two modes: Instant (first to accept gets the gig) and Booker Picks (you review interested artists and choose). Designed for the 2am Saturday night panic.

Question 14

Can I have multiple bookers managing the same venue?

Accepted Answer

Yes. Booker logins are included with your plan — 2 with the base plan, plus 2 per extra venue and 1 per extra room. No additional charge for Booker or Viewer access.

Question 15

What can Bookers and Viewers do?

Accepted Answer

Bookers handle the day-to-day on a venue — rates, the artist pool, rosters, bookings, fill-ins, broadcasts, and managing other team members for that venue. They cannot add new venues or change the account-wide subscription (those stay with the Account Owner who pays the bill). Viewers can see everything but cannot change anything — useful for bar managers who need to know who is playing tonight, or accountants tracking operations across venues. You invite Bookers and Viewers from each venue’s team section, and one invite can grant access to multiple venues at once.

Question 16

How do I give my team access to a new venue?

Accepted Answer

When you add a new venue, Gig Pool will offer to extend access for your existing team members to the new venue. You can also manage access any time from the venue’s team section — invite a new Booker or Viewer, change their role between Booker and Viewer, or remove their access entirely.

Question 17

How do rooms work?

Accepted Answer

Rooms are physical spaces within your venue, main floor, outdoor area, VIP lounge, rooftop. Each room can have its own genre tags, tech specs, and schedule. Rooms are free on all plans.

Question 18

Can DJs and artists see my roster before they're booked?

Accepted Answer

No. DJs and artists only see gigs they've been offered or confirmed for. Your full roster is private to your venue bookers.

Question 19

Can I book two or three artists into one slot?

Accepted Answer

Yes. When assigning an artist, click '+ Add B2B partner' to add up to two more, for a 2 or 3-performer set. Mix any performer types you like: DJ-to-DJ for a classic back-to-back, a DJ with a saxophonist, a band joined by a guest vocalist, or any other combination. Each artist gets their own gig offer email and can accept or decline independently. The roster and calendar show the combined name (e.g. 'DJ A B2B DJ B' for a duo, or 'DJ A B2B Sax Pete B2B The Band Name' for a 3-way set).

Question 20

How do I manage my artist pool?

Accepted Answer

Your artist pool shows availability badges for this weekend so you can see who's free at a glance. Rotation tracking shows when each artist last played and how many gigs they've had this month. Star your favourites to pin them to the top, add private notes per artist, and use quick-book to match an artist's availability against your open slots and book in one click. Multi-room venues get a pool health dashboard showing per-room coverage, and multi-venue operators can view all their artists across venues in one place.

Question 21

How do residencies work? Can I post one?

Accepted Answer

Residencies grow out of your pool rather than being posted as ads. You attract artists two ways: post a 'Join our pool' opportunity to invite people onto your roster, or post a 'Gig opportunity' for a specific date. The artists you book often become your regulars and residents over time, and Gig Pool surfaces who you book most so your residents stand out from your own booking history. The trust a residency needs comes from repeat bookings, not a cold public application, so Gig Pool grows it the way you would in real life: start them in your pool, book the ones who deliver, and the residency follows.

Question 22

Does Gig Pool have in-app messaging?

Accepted Answer

Yes. Start a conversation with any booked artist from the booking or roster view. Coordinate set times, gear, logistics, and more, all within Gig Pool. Push notifications and email keep everyone in the loop. No more digging through text messages and DMs.

Question 23

Can I share or export my roster?

Accepted Answer

Yes. Export your weekly roster as a branded PDF or social image from the roster page. You can also enable a live public roster link in your venue settings, anyone with the link can view confirmed bookings, no Gig Pool account needed. Perfect for sharing with promoters, security, and bar staff.

Question 24

Can contractor bookers invoice venues?

Accepted Answer

Yes. If you manage entertainment for a venue as a contractor, you can generate invoices for your services directly in Gig Pool. Invoice for your management fee, per-booking commission, or retainer, whatever your arrangement. Invoices are generated as professional PDFs with your business details.

Question 25

Can I book artists who aren't on Gig Pool?

Accepted Answer

Yes. Use the guest booking feature to book any artist by name and email. They'll receive a gig offer via email and can confirm or decline with one click, no Gig Pool account or login needed.

Question 26

What's included in a gig brief?

Accepted Answer

Every gig offer email includes full venue and room details: genre expectations, vibe and energy level, tech specs (decks, mixer, monitors, backline), house rules, and any notes from the booker. Artists know exactly what to expect before they accept.

Question 27

What's the difference between a venue and a room?

Accepted Answer

A venue is an independently operated bar, club, or restaurant. Rooms are physical spaces within a venue (main floor, outdoor area, VIP lounge, rooftop). Each room can have its own genre tags, vibe, tech specs, and schedule. Multi-room venues (like a club with a main floor and rooftop bar) manage everything from one dashboard.

Question 28

What do I get for free?

Accepted Answer

Everything you need to manage your music career: accept bookings from venues, track all your gigs (including ones outside Gig Pool), set your availability, sync to your calendar, build your public profile with mixes and socials, and get discovered by venues. Invoicing and earnings tracking require Pro.

Question 29

What does Pro get me?

Accepted Answer

Pro ($10 AUD/mo or $99 AUD/yr; international customers billed in their local currency at checkout) adds professional invoicing with PDF generation and email delivery, an earnings dashboard with financial year reporting for tax time, and priority placement when venues browse for DJs and artists.

Question 30

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

Accepted Answer

Yes, this is a core feature. Add your own manual venues and log gigs against them. They appear in your calendar and can be used to generate invoices. You get value from Gig Pool even if no venues in your area are using it.

Question 31

How do venues find me?

Accepted Answer

Build your public profile with your bio, genres, mixes, tracks, and social links. Venues browsing Gig Pool can discover you, listen to your mixes, and check your availability. Artist Pro members get priority placement in search results.

Question 32

Do I need to accept every gig offer?

Accepted Answer

No. When a venue offers you a gig, you receive an email with the details. You can accept or decline with one click. There's no penalty for declining.

Question 33

Can I set different availability for different days?

Accepted Answer

Yes. Set your weekly defaults (e.g. "available every Friday and Saturday 8pm-3am") and override specific dates as needed. Your availability supports time windows, so you can show you're free for part of a day but not all of it.

Question 34

Can I invoice for gigs outside Gig Pool?

Accepted Answer

Yes, this is a key Pro feature. Manually create the venue in Gig Pool, then log gigs against it. These gigs appear in your calendar and can be invoiced just like platform bookings. It's easier when venues use Gig Pool directly, but we want Gig Pool to work for all your gigs, you're not locked in.

Question 35

What are vibes?

Accepted Answer

Vibes are Gig Pool's five-tier energy system that describes the mood of a set or room: Smooth (cocktail bars, lounges), Warm-Up (opening sets, dinner-to-drinks transition), Groove (bars, late-night lounges), Peak Time (club main room, packed floor), and Send It (festival energy, headline sets). Venues set a vibe on each room or slot, and it's used alongside genre to help match you to the right gigs.

Question 36

How does in-app messaging work?

Accepted Answer

Start a conversation with the venue booker from any booking. Use it to ask about gear, confirm load-in times, or discuss logistics. You'll get push notifications (if enabled) when the booker replies. Conversation history stays with the booking for reference.

Question 37

Does Gig Pool work as a phone app?

Accepted Answer

Gig Pool is a Progressive Web App (PWA). Add it to your home screen from Safari or Chrome and it works like a native app, with push notifications, offline access, and instant launch. No App Store download needed. Works on iPhone (iOS 16.4+), Android, and desktop.

Question 38

Does Gig Pool support invoicing in other currencies?

Accepted Answer

Yes. Gig Pool supports 9 countries with the correct currency symbols, tax names (GST, VAT, TVA, etc.), tax rates, and date formats. Your region is set based on your country, and invoices automatically use the right format. For the US and Canada where tax rates vary by state or province, you can set the rate when editing a draft invoice.

Question 39

Can I view my availability in a week or day view?

Accepted Answer

Yes, on the Availability page, toggle between Month, Week, and Day views. The week view shows time blocks alongside gigs. The day view gives a detailed hour-by-hour timeline where you can tap empty space to create availability blocks. Your weekly defaults apply perpetually, override specific dates by clicking them.

Question 40

Can I export my invoices?

Accepted Answer

Yes, on the Invoicing page, use the Export buttons to download all your invoices as a ZIP file. You can export all invoices or just a specific financial year. Each invoice is a PDF grouped by financial year.

Question 41

How does tax work on invoices in different countries?

Accepted Answer

Gig Pool supports 9 countries with jurisdiction-specific tax rules. Your invoice automatically includes the correct tax name (GST, VAT, TVA, etc.), rate, and legal text based on your country. For the US and Canada where tax rates vary by state/province, you can set the rate when editing a draft invoice.

Question 42

Who gets a copy when I send an invoice?

Accepted Answer

When you send an invoice, a copy with the PDF attachment is automatically sent to your email and any management contacts you've added in your profile.

Question 43

What's the difference between Group Members and Management Contacts?

Accepted Answer

Group Members are people who perform with you (e.g. a DJ partner or band musicians), they appear on your public profile. Management & Contacts are private (e.g. your booking agent or manager), they're CC'd on booking emails and invoices but never shown publicly.

Question 44

How does invoicing work?

Accepted Answer

Log a gig (manually or through a Gig Pool booking), then create an invoice from it. Gig Pool generates a professional PDF with your business details, line items, GST handling, and payment terms. Send it to the venue by email directly from the app. Invoicing requires a Pro subscription.

Question 45

What’s the difference between invoicing a Gig Pool venue and invoicing manually?

Accepted Answer

Both produce the same professional PDF invoice with your business details, GST handling, and payment terms. When the venue is on Gig Pool and has booked you, the gig details fill in automatically, so you just pick the bookings and send. When the gig is somewhere that does not use Gig Pool, such as a one-off, a private event, or a venue that has since left, you add a manual venue and log the gig yourself, then invoice it the same way. Use the automatic path when you can and the manual path for everything else, so every gig you play can be invoiced from one place.

Question 46

A venue I worked with has left Gig Pool. Can I still invoice them?

Accepted Answer

Yes. If the venue let their subscription lapse, your past bookings and their details stay on your account, so you invoice them exactly as before from the Invoicing page. If the venue is fully gone from Gig Pool, add them as a manual venue with their name and address, log the gig, and invoice that. Your invoice looks identical either way, and you keep full control of your own invoicing whether or not the venue is still a Gig Pool customer.

Question 47

Can I create an invoice before the gig?

Accepted Answer

Yes. You can generate an invoice as soon as a booking is confirmed; you don’t need to wait until the gig date has passed. That flexibility helps with deposits and managing your cash flow.

Question 48

Do I need an ABN to use invoicing?

Accepted Answer

No. ABN and GST details are optional. If you're not registered for GST, your invoices simply won't include GST. You can add tax details later when you're ready.

Question 49

Which countries can I invoice from?

Accepted Answer

Gig Pool supports invoicing in 9 jurisdictions out of the box: Australia (GST 10% / ABN), New Zealand (GST 15% / IRD-GST), United Kingdom (VAT 20%), United States (Sales Tax, varies by state), Canada (GST/HST), Germany (VAT 19%), France (VAT 20%), Netherlands (VAT 21%), and Spain (VAT 21%). Each jurisdiction includes the right invoice label, tax handling, and required-fields list. Reverse-charge handling for cross-border EU invoicing is built in.

Question 50

Does Gig Pool handle payments?

Accepted Answer

Gig Pool generates and sends invoices but does not process payments. Venues pay you directly via bank transfer using the details on your invoice. This keeps things simple and avoids payment processing fees.

Question 51

Can I sync my gigs to my phone calendar?

Accepted Answer

Yes. Gig Pool supports Apple Calendar (via webcal://), Google Calendar, and standard iCal export. All your gigs, both Gig Pool bookings and manually added ones, appear in your synced calendar.

Question 52

Does calendar sync work both ways?

Accepted Answer

No, it's one-way from Gig Pool to your calendar. Gig Pool pushes your gigs out. Changes made in your phone calendar won't sync back to Gig Pool.

Question 53

Who can see my profile?

Accepted Answer

Your public artist profile (bio, genres, mixes, availability) is visible to venue bookers browsing Gig Pool. Your private details (bank account, ABN, contact phone, earnings) are never shown to anyone else.

Question 54

Can I delete my account?

Accepted Answer

Yes. Contact support and we'll remove your account and all associated data.

Question 55

Where is my data stored?

Accepted Answer

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

Question 56

I'm not receiving emails from Gig Pool

Accepted Answer

Check your junk or spam folder, emails from new services are sometimes filtered, especially by Hotmail and Outlook. If you find our emails there: 1) Mark the email as "Not Junk" or move it to your inbox. 2) Add noreply@gigpool.app to your contacts or safe senders list. 3) In Outlook/Hotmail: go to Settings → Junk email → Safe senders → add gigpool.app. This helps your email provider learn that Gig Pool emails are legitimate. If you're still not receiving emails after doing this, contact us at support@gigpool.app.

Question 57

How do invoices get sent to venues?

Accepted Answer

When you click "Send Invoice", Gig Pool emails the invoice to the venue's email address with a PDF attached. A copy with the PDF is automatically sent to your email and any management contacts you've added in your profile. If the venue replies, the reply goes directly to your email address.

Got questions? Answers.

Frequently asked questions

Getting Started

Beta program

For Venues

For DJs & Artists

Invoicing & Payments

Calendar & Sync

Privacy & Data

Email & Notifications

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