The Itinerary Assignments feature offers detailed control over who can view and edit specific parts of an itinerary, ensuring each member sees only relevant information.
For instance, if a member is flying in from a different city than the rest of the band, you can assign their particular flight and hotel details exclusively to them. This ensures that they only see their travel details, streamlining the process and reducing confusion for all involved.
Itinerary Assignment by Artist Entity or Member
To create an assignment, simply add a new entry and use the + Applies to button to specify who should have access to it. This button allows you to assign the entry to the entire artist team or to one or more specific members.
Selecting Items and Assigning Entries
You can use the bubbles to filter the entries for a particular member or artist entity. Once it's selected, you can add a new entry and it will automatically assign it to them.
Create and Send Itinerary
The Create Itinerary feature allows user to prepare the venue and travel details for a specific artist entity or member.
When an artist member is selected, the system automatically loads the permission settings based on their role in the booking. These settings can be adjusted, with a real-time preview of the itinerary displayed on the right.
If the user selects an artist or artist member, the system redirects the itinerary to Other, preventing it from being attached to the artist conversation. However, if the itinerary is sent directly to the artist conversation, all artist owners and members will have access to it.
Filtered
This toggle will allow you to select specific actors in the itinerary. If un toggled, it will show the entire itinerary with all the assignments. If the toggle is turned off, you will see the entire itinerary entries for all actors on the booking.
Showing Assigned Entries
Self: If selected, it includes the entries assigned to the member or artist selected under For
Artist: This assigns entries to the artist entity
Artist Members: The entry assigns any additional artist members
Unassigned: This entry is not assigned to anyone and visible to all
Include
Performances: It will only show performances assigned to the filters above
Payments: Will include any payments to be collected on site or payment schedules
The current default itinerary template uses event variables to display the performance details and a payment schedule table. This feature will ignore Include Performances and Payments for now until further notice.
Please contact support@gigwell.com if you need help creating an itinerary template that excludes the Payment Schedule section.
Assigning a flight or transfer to one band member
When your party is travelling separately, you don't want everyone seeing everyone else's flights. Assign each entry to a single person so it appears only for them.
Open the booking and go to the Itinerary tab.
Turn on the Filtered toggle at the top of the entry list.
Select the member you're building for.
Add the entry — flight, ground transport, accommodation, whatever it is — and fill in the details as normal.
Set + Applies to on that entry to the person it belongs to.
Save.
Repeat for each person. The entry now appears for that member only, and is hidden from everyone else on the itinerary.
Making something visible to everyone
Leave + Applies to unassigned, or set it to the artist as a whole. Unassigned entries show for the entire party. This is what you want for lobby calls, soundcheck, set times and anything else the whole group needs.
Itinerary Settings
You can manage your itinerary presets from your Itinerary > Itinerary Settings tab.
By Default, all artist roles have a filtered view and most roles can edit itinerary entries.
Artist Owner by default can access Self, Artist, Unassigned entries and will include Performances and Payments.
Artist Manager will include all owner items plus Other Artist Members.
Artist Member will only see self and artist items with access to the performance details.
Artist Associate can only see self items and performance details.
Artist Affiliate can't see any itinerary entries.
Troubleshooting
I can't find "+ Applies to" or the Filtered toggle
If neither the Filtered toggle nor the + Applies to option appears anywhere on a booking's Itinerary tab, Itinerary Assignments isn't switched on for your account yet. It's not a browser problem, and refreshing or clearing your cache won't bring it back.
Open any booking and go to the Itinerary tab.
Look along the top of the entry list for a Filtered toggle.
Open or start an entry and look for + Applies to within it.
If you can see either one, Itinerary Assignments is already on. If neither appears on any booking, this one needs our team — start a chat from the messenger and we'll get it turned on for you. Once it's on, refresh the page and both the toggle and the option will appear on your Itinerary tabs.
My artist can't see the itinerary entries
Two things decide what an artist-side user sees: who each entry is assigned to, and what their role is allowed to display.
Check the entry assignment first
Open the booking and go to the Itinerary tab.
Open the entry that isn't showing.
Look at + Applies to. An entry assigned to one specific person is hidden from everyone else. An entry left unassigned is visible to everyone.
Set it to the artist as a whole, or leave it unassigned, and save.
Do this for each entry that isn't coming through. If several are missing, they were probably all assigned to one person.
Then check the role
Go to Settings → Roster and open the artist.
Go to the Members tab and find the person who can't see the entries. Note their role.
Open that role's display settings and confirm itinerary visibility is switched on.
A setting turned on for one role does not carry across to another, so check the exact role that person holds. If your agency uses a custom role, open that role specifically rather than assuming it inherits from a standard one.
The lighter artist roles — Artist Associate and Artist Affiliate — have very limited itinerary access (see the role defaults under Itinerary Settings above). Move the person to a role with itinerary access if they need it. On talent-buyer accounts, the Logistician role can create and send itineraries, itinerary requests and day sheets.
Contacts are missing too
Contacts render on the Summary tab, not the Itinerary tab. If contacts are also absent, that section is switched off for the role rather than anything being wrong with the booking.
Good to know
Check assignments before you generate the document or send the itinerary. An entry assigned to one person won't appear on anyone else's copy, which is easy to miss when you're reviewing your own view.
Assignment controls visibility, not editing. Someone who can see an entry can still change it.
Turning Itinerary Assignments on doesn't change any itinerary you've already built — existing entries stay unassigned and visible to all until you set them otherwise.
Confirm the itinerary actually has entries on it. An empty itinerary produces an empty artist view, an empty document and a bare calendar event.
If you have any questions or need additional help, please reach out to support@gigwell.com or use the chat widget on your screen.