Options for what appears on your itineraries and how it's displayed.
Showing AM/PM instead of 24-hour time
Yes — times can print either as 24-hour (14:00) or as 12-hour with AM/PM (2:00pm). There are two separate places this is controlled, and which one you want depends on whether you're changing one document or everything.
Changing it everywhere (you can do this yourself)
Go to Settings > Basic.
Find the time format setting and switch it to the format you want.
Save.
Read this before you change it. This setting is agency-wide. It affects every document your agency produces and how times display on every booking, for everyone on the account — not just the itinerary you're looking at. If you only want one document changed, use the option below instead.
Changing it on one template only
Time merge variables come in both forms: a 24-hour version and a 12-hour AM/PM version. Switching the format on a single document means swapping the variable inside that template for its other version.
Go to Settings > Documents & Templates > Variables.
Search for the time field you're interested in — load-in, set time, curfew, and so on.
You'll see both the 24-hour and the AM/PM variant listed. Note which one you want.
Swapping the variable inside the template is an edit to the template itself. This one needs our team — start a chat from the messenger and we'll get it turned on for you. Send the template name as it appears in Settings > Documents & Templates > Itineraries, and which times you want changed.
Good to know
A single time variable can only output one format. You can't get "14:00pm" — that combination isn't something a variable can produce, so pick one style per field.
You can mix formats within a document by using different variables for different fields, but each field commits to one or the other.
If you change the agency-wide setting and the document still shows the old format, the template is using a variable that's locked to a specific format. That's the per-template route above.
Showing contacts on the itinerary
Contacts aren't part of the itinerary view. They render on the booking's Summary tab instead. Nothing is broken — you're looking at the wrong tab.
Where contacts actually appear
Open the booking.
Go to the Summary tab.
Contacts — promoter, production, venue, buyer — are listed there.
The Itinerary tab is a chronological day schedule only: travel, ground transport, accommodation, activities and schedule items. It doesn't carry a contacts section, so there's no setting on it to switch one on.
If your artist can't see contacts either
If someone on the artist side says contacts are missing, have them check the Summary tab first. If contacts genuinely aren't there for them:
Go to Settings → Roster and open the artist.
Go to the Members tab and find the person. Note their role.
Open that role's display settings and confirm the contacts section is enabled for it.
A setting switched on for one role doesn't carry across to another, so check the exact role that person holds. The lighter artist roles — Artist Associate and Artist Affiliate — only see the Summary tab at all, which means contacts may be the only thing they can reach.
Good to know
If both contacts and itinerary entries are missing for the same person, it's almost always the role's display settings rather than anything to do with the booking.
If you want a specific contact to appear on the itinerary document itself, that comes from the template rather than the Itinerary tab. Templates live at Settings → Documents & Templates → Itineraries.
Need a day-of contact written into the schedule? Add it as an Activity entry with the detail in its comment field.
Showing the full lineup and set times on an itinerary
The itinerary form is structured rather than free-form — there's no multi-line text box to paste a running order into. You can still get a full line-up in front of the artist, but it's done with entries rather than a block of text.
Build the line-up as Performance entries
Open the booking and go to the Itinerary tab.
Add a Performance entry for each slot in the running order — support acts, changeovers and your own set.
Give each one its time. If a slot isn't confirmed yet, title it TBA, TBC or TBD so it holds its place in the day without implying it's locked.
Use Add Person on the entry to name who's playing that slot. You can type a name directly for a single event without adding that person to your roster, which is what you want for one-off support acts.
Save. The entries sort chronologically, so the running order builds itself as you add times.
Ask the promoter to fill it in
If you don't have the times yet, you can hand the job to the promoter rather than chasing them by email:
On the Itinerary tab, add an Activity item and title it Timetable.
The promoter can fill in the running order using that item's comment field, and it lands straight on the itinerary.
You can also add the request to the canned message on the Advancing Request you send out, so every promoter is asked for the line-up and set times as standard rather than you remembering each time.
Good to know
Entries always display in time order, so you can't manually reorder them — adjust the times instead.
There's no bold text, colour coding or tags on entries. If you want the line-up visually set apart on the printed document, that's done in the itinerary template.
Typing a name via Add Person keeps it on that one event only. Anyone you want on future bookings should be added to the roster properly.
If you have any questions or need additional help, please reach out to support@gigwell.com or use the chat widget on your screen.