Sending an Invitation
When you add a new artist to your roster, you can invite them to manage their own profile and calendar:
Navigate to your Agency Settings and click the Roster tab.
Locate the artist, and add a new artist member contact to trigger the invite process.
For each team member who needs access to Gigwell, add their email and assign the correct role and permission level. When you’ve finished adding the member(s), click Save.
A pop-up will then appear prompting you to send the invites.
Tracking Invitation Status
You can monitor the progress of an invite via the status labels next to the artist member's name:
Invite Sent: Once the artist invitation is sent, an Invite Sent label will appear to confirm that the email was successfully triggered.
Invite Accepted: You can confirm that an artist has accepted their invitation to join Gigwell by clicking the three-dot menu and checking the dropdown for the "Invite Accepted" status.
Invite Expired: The artist did not click the link within the 15-day window.
Managing Sent Invitations
Once an invitation is sent, you can manage its status or revoke access directly from your roster. Use the three-dot menu (⋮) next to the artist member's name to access these options:
Resending Invites
Invitations are valid for 15 days. If an artist member cannot find their invite or the link has expired:
Verify the Email: Ensure there are no typos in the artist's email address.
Check Spam: Advise the artist member to check their Spam or Junk folders for an email from Gigwell.
Resend: Select Resend Invite from the menu.
Retracting Invites
If you sent an invite to the wrong person or need to revoke access before they join:
Delete & Retract: Select Delete & Retract Invite from the menu. This will immediately invalidate the link sent to their email.
Invite Artist to Connect a Personal Google Calendar
Invite the artist to connect a Personal Google Calendar so their agent can view any scheduling conflicts. The agent will see that a date is blocked—labeled as "Personal Conflict" along with the name of the person who added it but will not have access to the event’s title or details.
When a Personal or Artist Calendar is successfully linked, the system will display a confirmation icon.
To learn more about the different calendar types, check out our article: Understanding Gigwell Calendars: Personal vs. Artist Calendars.