The building blocks
People & roles
Who’s on the tour and what they do: guitarist, driver, merch manager.
Open roles
Placeholders for positions you haven’t filled yet. They don’t use a seat.
Parties & subgroups
Your main groups (band, crew, support act), with smaller groups inside them.
Splits
Cross-cutting groups, like Bus 1, that pull people from any party.
Org admins vs members
Before you add anyone, it helps to know the two organization roles.
When you open tour personnel on a fresh tour, the roster is just you, plus any other org admins. Admins can always see every tour.
Add people to the tour
Open Tour personnel, then Add people to tour. You have three ways to fill your roster.- From your organization
- Invite someone new
- Create an open role
People already in your organization (bandmates from a previous tour, or people you’ve invited before) are listed here. Select them and add them.If someone shows as deactivated, you can reactivate them and add them in one go.
Give everyone a role
On each person’s card, add what they do on this tour: Vocals, Guitar, Bass, Drums, Driver, TM, Crew. When you fill an open role, its name carries over onto the person’s card automatically.Open roles: plan the roster before you have people
Open roles are one of the most useful planning tools in Daysync.- They don’t use any seats. Build an entire roster with no one invited yet.
- Nobody gets forgotten. List every position, such as guitar tech, merch, or a photographer for certain cities, and you know your real party size.
- They slot into the structure. Put an open role into a party or subgroup now, and the person inherits it when they’re assigned.
Your parties, subgroups and splits stay in place even if nobody is on the tour. You can aim schedule items at Party A before a single person has been added, then load people in later.
Organize with parties, subgroups and splits
Once people are in, give the tour some structure. There are three levels of control.1. Parties
A party is a main group with its own name and colour.1
Create a party
In tour personnel, create a party, e.g. Party A (the band), and pick a colour.
2
Add people
Add the band members and create the party.
3
Repeat
Create more parties as needed: Crew, Support act, Production.
2. Subgroups
A subgroup sits inside a party, e.g. Band and Crew within Party A, or Security within Production.Why routing matters
Daysync supports multi-route touring: different parties can follow different routes on the same tour. For example:- Production travels ahead of the band to set up.
- Support acts run on their own schedule.
- The singer is off doing media days while the rest of the band rehearses.
3. Splits
Splits are unique to Daysync. A split is a group that cuts across parties: anyone, from any party or subgroup, can be in it. The classic example is transport. Create a split called Bus 1 and add everyone riding it: the driver, a couple of band members, a crew member, the merch manager and the TM. They stay in their own parties for everything else, but anything aimed at Bus 1 reaches all of them.Splits are perfect for friends of the band, entourage, or crew who travel with the band but work with the crew. You don’t have to move them into a group they don’t really belong to.
Aim items at the right people
This is where the structure pays off. On any schedule item, set visibility to any mix of:- Parties: everyone in the party, including all its subgroups
- Subgroups: just that subgroup
- Splits: everyone in the split, whatever party they’re in
- Individuals: named people
Example: the bus drive
The hotel-to-airport drive is on Bus 1. Most of the band is on it too, but not the vocalist.1
Aim at the split
Set visibility to Bus 1. Everyone on that bus can now see it.
2
Add people precisely
Aiming at all of Party A would pull in people who shouldn’t see it. Add the Band subgroup instead, or individual members, until the count matches.
3
Overlaps are fine
People who are in more than one selected group are only counted once.
Time-only visibility
Sometimes people need to know when something is happening, but not the details. Click the tag on a group in the visibility picker and switch it to Time only.- They see the item and its time.
- They don’t see the notes, description, attachments or other finer details.
Sealed items
For anything truly private, seal the item:- Only named people can be added. Groups, parties and splits can’t.
- It’s guaranteed not to be shared with anyone else.
See what’s aimed at each group
Back in Tour personnel, open any party, subgroup or split to see every item aimed at it and which day it’s on. Click an item to jump straight to it. It’s the quickest way to check that Bus 1 or Party A is seeing the right things.Tips for setting up
Set up personnel early
Set up personnel early
Do it as early as possible in planning. Then every item you create can be aimed at the right group straight away, rather than going back and fixing visibility later.
Build the structure before the people
Build the structure before the people
Create parties, subgroups, splits and open roles first. Aim items at them. Add the real people when you have their details.
Keep most people as members
Keep most people as members
Admin access means every tour plus billing. Give members edit access on specific tours instead.
Use the MCP for big crews
Use the MCP for big crews
For large touring parties, bulk changes are much faster through Claude or ChatGPT.
More bulk tools for large crews are on the way, including multi-select assigning and more insight into what each person can see. Got feedback or a feature request? Let us know at feedback.daysync.com.
Invite your crew
The basics of getting people in.
AI Import & templates
Build schedules faster.