This documentation is your in-depth
This documentation is dynamic and ever evolving, as we continuously update and expand it.
Welcome Legends!
J.SHOW is your all-in-one Tour Production App — built for artists, agencies, and live event pros who are ready to streamline the chaos! From planning shows and coordinating teams to tracking deals, generating contracts, and managing logistics — J.SHOW brings it all into one beautifully organized digital space.
Whether you’re an independent artist or a full-blown agency repping multiple acts, J.SHOW gives you the structure, flexibility, and control to keep your show on the road — and your head in the creative game.
We offer two types of Platforms, the
Both Platforms come with their own customizable
If you are managing more than a few Artists, getting an
All Artist Platforms connected to a particular Agency Platform share a centralized Database for Venues, Promoters, and Accommodations, ensuring a smooth and efficient workflow.
The price for an Agency Platform is
Important: The Agency Platform serves as the central hub for your agency, but it does not include any Artist Platforms. A separate Artist Platform is required for each artist you represent. See Pricing Guide for a pricing example.
The Agency Platform is available for
Note: Multiple Agency Platforms may be granted access to the same Artist Platform.
The
We offer two options for Artist Platforms:
➀ The price for a Basic Artist Platform is
➁ The price for a Pro Artist Platform is
The
Both available in a
For a detailed overview of the licensing process and pricing structure, please visit our
To save space, the interface uses abbreviations and colors. This page explains them: what
TIP: There is a
| Abbreviation | Meaning |
| tbc | Short for to be confirmed: the event has been agreed but is not yet fixed. The tag is attached to the event automatically — in the event list, in the title, in the calendar and in the calendar subscription — and disappears as soon as the status is set to confirmed. It is not a separate field and cannot be switched off on its own. |
| opt | Short form of the status option: the day is being held, the confirmation is still pending. |
| tba | Short for to be announced: the event is set, but has not been announced publicly yet. |
| an | Short form of announced: the event has been announced publicly. |
| CP | Contact Person — not Artist Pass. There are CP Venue, CP Technol., CP Partner, CP Other and, in the finance area, CP billing. |
| TM · A · C+ · C · G | The permission levels Tourmanagement, Artist, Crew+, Crew and Guest. The abbreviations appear wherever the full name of the permission level does not fit — next to a schedule in the templates, for instance, or next to a box on the dashboard. They tell you who is allowed to see it. |
| GL | Guest list. |
| Status | Meaning |
| confirmed | The event is fixed. |
| not yet confirmed (tbc) | Agreed, but not yet fixed. |
| option | The day is being held, the confirmation is still pending. |
| idea | Something you are considering — nothing has been agreed yet. |
| closed | Played and settled. Past events with this status appear faded in the event list. |
| canceled | Not taking place. The event stays in the list for the record and is shown struck through. |
| to be postponed | Being moved to a date that is not yet known. The event keeps all its data, but crew confirmations are withdrawn — nobody is scheduled for that day any more. |
The announcement is a separate matter: an event can be confirmed and still not be public. That is what tba (not announced yet) and announced are for.
Every event has a type. The event list shows only its abbreviation.
| Abbreviation | Event type |
| CNCRT | Concert |
| TOUR | Tour |
| FSTVL | Festival |
| RHRSL | Rehearsal |
| PROMO | Promo |
| OFF | Off Day |
| TRVL | Travel |
| SHOW | Show |
| PREP | Preparing |
| SUPRT | Support |
| PRVW | Preview |
| FEAT | Feature |
| SETUP | Set Up |
| TRDWN | Tear Down |
| WRAP | Wrap-up |
On top of these, every platform can create its own event types with their own abbreviations (Linking templates to event types). Those cannot appear in this list.
| Marking | Meaning |
| tbc | Not confirmed yet. Throughout the platform, orange means “waiting for confirmation”. |
| to be postp. | The event is to be moved, but no new date has been set yet. Red, because the day no longer counts as booked. |
| Name in italics on the guest list | An entry that still needs to be confirmed (a request). It only counts towards the total, the PDF and the export once confirmed. On a phone the row also has an orange background. |
| Check mark in gray, orange, blue or red | A person’s answer to a request: gray — no answer yet, orange — maybe, blue — accepted or booked, red — declined. |
| canceled | Struck through: the event has been canceled. |
| Faded row in the event list | A past event with the status completed. |
| Days highlighted gray, green, orange or red in the calendar | A tour block. Whoever creates the block picks the color freely — it has no fixed meaning. |
| +1h / −1h | A badge next to the date in the basic information: the event is in a different time zone than the previous day, and the clock moves forward or back by this amount. The tooltip names both time zones. |
| Blue bar next to a box inside an event | Something has changed in that section. The bar is shown per person and disappears once they have seen the change. |
The legend for the dots, squares and warning triangles in the event list is also available inside the platform: event list →
| Term | Meaning |
| Radius Clause | A radius around a venue: within a defined distance and period, no second event should take place. J.SHOW checks this and reports possible conflicts. |
| Also protect announcements | Part of the radius clause: a period in which no announcement of another event should be made within the radius either. Such a conflict is flagged with the addition (Announcement). |
| NIGHTLINER | The tour bus. Where a distance carries this label, the route is calculated for that vehicle — NL + TRAILER for the bus with a trailer. The Parking spot for nightliners is the parking space for it at the venue. |
| announced | Announced publicly. An event can be confirmed and still not be published. On the release date you set, it becomes public automatically and then also appears on a connected website. |
To create your own
Click on Agency Platform.
Choose your preferred
Note: Choose your subdomain carefully: later on it can be changed at most once a year, see Changing the subdomain.
Enter the name of your Agency and your Email Address.
Click
A registration link will be sent to your email.
You’re ready to go!
There are two ways to create an
➀ To create an Artist Platform as an independent artist, go to
Click on Artist Platform.
Choose your preferred
Note: Choose your subdomain carefully: later on it can be changed at most once a year, see Changing the subdomain.
Enter the Artist Name and your Email Address.
Click
A registration link will be sent to your email.
Let’s go!
➁ To create an Artist Platform within an Agency Platform, click
If you’d like to upgrade an existing Artist Platform to the
Log in to the Artist Platform.
Go to
On the left-hand side, choose either
You can cancel the PRO upgrade at any time under
After registering on a J.SHOW platform, you will receive an email verification link to confirm your email address.
Check your inbox for an email from J.SHOW and click the verification link.
Once verified, your email status is confirmed and you can access all platform features.
Note: If you haven't received the verification email, check your spam folder or request a new link from your profile settings.
If an already existing independent Artist Platform would like to be integrated into an Agency Platform, please contact support@j.show for further assistance.
After a platform move – into an agency, out of one, or when restoring from the archive – J.SHOW asks every person once to agree to their data being passed on to the new data controller: by email and at the next login in the “Important Information” window.
Until a person has agreed, their profile on this platform is hidden: they do not appear in people lists, travel parties, the calendar or the global search, and the platform sends them no emails and no push notifications – only the request for consent and, if needed, the email for resetting the password. Their calendar subscription stays empty until then and fills up by itself after they agree. Anyone who has not responded after seven days gets one reminder.
You will receive an email invitation to join an Artist Platform.
Open the email and click
You will be prompted to create a password.
Click
You can now log in via browser and/or use the J.SHOW App — either on your smartphone or by visiting app.j.show.
After logging in for the first time, you’ll be prompted to review your Profile.
Click
Optional settings:
You can also:
Changing your email address: Your profile shows your address with a pencil next to it – on a computer in your profile, on a phone via
As soon as the new address is confirmed, we send the message ‘Your J.SHOW email address has been changed’ to your previous address (it shows the new address only partially). If that wasn't you, contact J.SHOW support right away.
Your two-factor login and your universal calendar link move with you – no need to set either up again. If you select only some platforms, you log in there with the new address and on the others with your previous one; two-factor login then applies to both addresses, and the universal calendar link stays with the previous one. In the app you stay logged in with your previous address in that case – for the switched platforms, also log in with the new one (
Languages spoken and qualifications: Your profile has two lists to which you can add as many entries as you like – using the + right after
Languages spoken: Under
The language you use J.SHOW in (the
Qualifications: Each entry has a
Desktop: your own profile via your name or
Mobile:
App platform: in the
Frequent Flyer Programs: Use the + next to
Logged-in devices: Further down in your profile you can see which devices you are currently logged in on — with a readable name such as “Android · ELP-NX9 (App)”. The device you are sitting at is marked
Rail discount cards have their own list in the profile: each entry has a
Alongside phone number and birthday, two more entries can be switched on as required fields:
First name and email are always required and cannot be switched off.
After your password, J.SHOW asks for a six-digit code from an authenticator app on your phone. Knowing your password alone is no longer enough to get in.
Setting it up: You will find
Where the code is asked for: when logging in to the artist platform, the agency platform and the app — on a computer as well as on a phone. Setting it up works everywhere too — on a computer, on a phone and in the app.
Stay logged in: if you ticked that when logging in, J.SHOW will not ask for the code on that device every time. Anyone who has not set up two-factor login yet is still taken through the setup — even with a valid tick.
Turning it off: via
Lost or changed your phone? Then you cannot get any further on your own — talk to your platform administration. Admin and agency users can turn two-factor login off in that person’s crew form via
For admins — making it mandatory: Under
As long as the platform requires two-factor login, nobody can turn it off just for themselves.
Do not rely on “computer only”. Whether a login comes from a phone is something the browser states itself — and that can be faked. The tick is a convenience for your people, not a barrier against an attacker.
Agency platform with single sign-on: If the agency platform hands its login over to
Applies only to logging in to this agency platform. Artist platforms ask for a code only if their own settings require one — nothing is switched on there from here. The code itself belongs to the person, though: set it up here and you will also be asked for it on every artist platform you log in to directly. Jumping into an artist platform from here does not trigger a second prompt.
If you're invited to multiple Artist Platforms using the same email address:
You’ll need to accept each invitation individually by clicking
If you use the same email address, your existing Profile will automatically be reused — there’s no need to create a new password.
Most of your Profile information will stay unified across Platforms, including your name, contact details, language settings, languages spoken and qualifications, driver’s license info, and clothing sizes.
However, the following settings are Platform-specific:
In the J.SHOW App:
Go to the
If the Crewbooking tool is activated, you can mark your availability for upcoming Events.
Once you’ve been booked for specific Events, they will appear in the
Note: There is no limit to how many Platforms you can be invited to using the same email address.
If you're invited to different Platforms using different email addresses: You can still consolidate all your Platforms inside the J.SHOW App (or app.j.show.):
Go to the menu and click
Log in using your other email address and password.
All Events from all connected email accounts will now appear in the
Important: Each email address has its own Profile — these remain separate, even if Events from multiple accounts are visible together in the App.
You’ll need to update contact details, driver’s license info, or language preferences individually for each Profile.
To edit your Profile inside the App, first select the Platform whose Profile you want to update.
Then click on your name or on
Turning two accounts into one for good: Instead of only showing two addresses side by side, you can also merge them. To do so, change your email address in your Profile to the other one (pencil after the address, 'Change email address', see Editing Your Profile), choose the Platforms and confirm with the code we send to the other address. The email with the code tells you explicitly that this turns both accounts into one. After that, you log in everywhere with the other address.
The two Profiles become one: the more complete one applies, and empty fields are filled in from the other. 'Hide contact information for Crew / Guest' stays on if it was on in either Profile; you only appear in the global crew register if you had allowed it in both. If the other address already had two-factor login or a universal calendar link, those apply. If the other address already belongs to another Profile on one of the chosen Platforms, the change is not possible — you then see "This email address is already used for another account."
Some people work with more than one email address – one through the agency, a private one, one for a side project. You can be logged in to up to three accounts side by side. The notification hub and the global search then gather across all of them.
In the App:
On the Artist Platform: open
On the agency platform: open
In both cases you enter the email address and password of the other account – it is the same action and the same list. The password is the proof; there is no confirmation email. That way nobody can attach someone else's address to their own account.
This does not change your permissions. It only merges the overview. On every Platform you still see exactly what your Profile there allows – and that is checked afresh with every request.
On top of that, your own accounts count as the same person in Crew Booking – so a double booking is spotted even if you use different addresses on the two Platforms.
To log an account out again, use logout in the same place – no password needed. It is then logged out everywhere on this device, and the notification hub no longer shows anything from it.
If you want to delete your Profile or remove a Platform from your App:
Login to the Platform you want to remove (in the App: first select the Platform you wish to remove).
Click on
The ‘Edit Profile’ window will appear.
Click on
A warning will appear, reminding you that all associated data on this Platform will be deleted and that you will no longer have access to it.
Click
The Platform will no longer be listed in your App.
Important: Deleting your Profile in one Platform does not affect your Profiles in any other Platforms.
Each Artist or Agency Platform manages its own Profile access — so you will remain active on other Platforms unless you delete those individually as well.
The
It is available for
Access your Agency Platform by navigating to your custom subdomain (e.g. youragency.j.show).
You can log in using:
Note: Employee accounts can only log in through the Agency Platform — not directly via an Artist Platform.
The login is a page of its own: your agency's logo at the top, below it Email, Password and
If you forgot your password, click
Once logged in, the top navigation bar provides access to all core areas of the Agency Platform:
In the bar at the bottom, What's new opens the latest changes. At the top of that window you can turn your newsletter on or off.
Use the
Platforms not assigned to you: Below the platforms assigned to you, the dropdown lists the agency’s other Artist Platforms as a separate group. As an admin you find them under
Admins find pending requests under
When you select a specific Artist Platform, the main view will load that platform — allowing you to work directly within it from the Agency interface.
After you pick a platform, the dropdown shows
If any of your Artist Platforms have
Choose a promoter there to see only their Events — across all Artist Platforms. The menu also offers
The view is where you enter the presale figures. For each Event you see:
At the top,
One of the key advantages of the Agency Platform is that all Artist Platforms share centralized databases for Venues, Partners, and Accommodations.
When you add a Venue, Partner, or Accommodation in one platform, it becomes available across all Artist Platforms connected to the same Agency — eliminating duplicate entries and ensuring consistency.
To manage these databases, use the
On the Agency Platform, too, every accommodation has one or more types, and “Type:” above the list filters by them. The
The Agency Platform is accessed by logging in via your custom subdomain.
You can log in using the initial email address used to create the Platform or with an
Note:
To invite an Employee to your Agency Platform and assign them access to specific Artist Platforms:
Login to
Select
You will see a list of all current employees.
Click the
Enter their email address, check if they should have ADMIN rights, and select the Artist Platforms they should have access to.
Click
The link in the invitation is valid for 30 days and can be used only once – the employee uses it to set their password (“Please set a password”). If it has expired or was already used, the page shows “This link has either already been used or has expired”. An invitation cannot be re-sent: delete the entry via
Who is considered an ‘Employee’?
Anyone who works for the Agency but is not part of the Touring Production Team of Artists.
The
Inside the
By clicking
Employees with Admin Rights on the Agency Platform can also:
The
This feature is only visible to the Owner and Employees with Admin Rights.
Employees can only access Artist Platforms they’ve been explicitly assigned to.
By default, this grants them Admin Rights on those Platforms — unless they already have a registered Profile with different permissions.
The permission is chosen per artist platform, not once for the whole agency — the field is called
For one person you decide per platform: Choose for each platform which permission this person works with there.
From within a platform you decide per person: Choose for each person which permission they work with on this platform.
Note: Without an explicit choice, full access applies — an empty setting restricts nothing.
Access through an invitation: If an address that has an employee account with the agency is invited on one of the agency's Artist Platforms, that employee account is assigned the platform – with the permission chosen in the invitation. If the person inviting belongs to the agency themselves (owner or employee account), this happens right away when they invite. If someone else invites, for instance Tourmanagement without an agency login, the assignment only comes once the invited person accepts the invitation; a declined or expired invitation leaves none behind.
An existing assignment stays unchanged, including its permission. An open access request from the person for this platform is thereby settled.
If the same email address is used to also create a personal Profile on an Artist Platform:
In short: A Profile determines what the employee can see and do on an Artist Platform.
Once logged in, Employees can:
Forgot your password? Use
The Agency Platform provides a consolidated view of all Events across all your Artist Platforms, as well as an archive for past or deactivated platforms.
Custom event types are often named identically across several Artist Platforms but carry their own numbers there. In the All Events overview the filter therefore bundles identically named event types into one entry instead of listing them per platform.
The
The list loads dynamically as you scroll — displaying 50 Events at a time for fast performance even with thousands of Events.
For each Event, the list displays:
For Artist Platforms with
To filter the Event List:
Use the search field to filter by keyword (searches across date, title, venue, city, country, and partner).
Use the Artist filter to narrow the list to a specific Artist Platform. Your selection is remembered.
Toggle between
Use the
Use the Event Type filter to narrow the list to specific event types (e.g. shows only, rehearsals only, etc.).
Use the Contract Status and Settlement Status dropdown filters to filter Events by their current contract or settlement state. These filters are automatically hidden for event types that are not shows.
To sort the list:
Click on column headers to sort by Date, Platform, Title, or Venue.
A grand total of all displayed Events is shown at the bottom of the list.
To open an Event, click on it in the list. The Artist Platform will load with that Event's details.
Use the
Note: Events from non-PRO platforms appear in the export as well — the PRO columns remain empty there.
The due only filter now also takes overdue tasks into account, alongside contract and settlement status: an event therefore also shows up when it carries a to-do whose deadline has passed.
The
The archive displays a table of all archived platforms with:
To browse Events within an archive:
Click on an archived platform to open it.
Use the year filter to navigate between different years.
Click on individual Events to view their full details (read-only).
In an event's archive view, switch between the tabs
Files tab: If file uploads were preserved during archiving, the
An archived platform can be recreated from its archive snapshot:
Click
You can export archived event data as XLSX (Excel) or CSV files. The Excel export produces a curated workbook with two sheets:
Sheet names, column headers and status values appear in the language you have set in J.SHOW.
Starting the Excel export:
In the archive list: Click
In the archive detail view: Optionally pick a year via the year filter and then click
Note: For data protection reasons, sensitive personal data (such as crew contact data, allergies, dietary preferences, clothing sizes, birth dates and personal documents) is automatically excluded from archive exports. The column whitelist is hard-coded in the exporter so that future schema additions cannot accidentally leak new personal data.
Export with your own choice of columns:
Employees without admin rights only see the
To share an archive (Admin only):
In the archive's row, click
In the section that opens, tick the employees who should see the archive — the change is saved straight away. Admins are listed as permanently ticked, since they see all archives anyway.
Employees with access can open the archive, view its shows and files and export the data. Only admins can restore a platform.
Access granted by hand applies to the archive that existed when the box was ticked. If the same platform is archived again later and the person isn’t assigned to it at that point, the box is empty for the new archive — tick it again if the person should also see this version.
The
The
Which invoices you see here depends on your
Each invoice has a status that can be tracked and updated:
When multiple
Invoices with multiple payment installments (payment terms) show the earliest due date and the number of installments in the list. Payment receipt can be recorded individually per installment.
When all installments are paid, the invoice status is automatically set to "Fully paid". For partial payments, the status changes to "Partly paid".
Overdue payment terms are highlighted in red.
Filter by Platform, Status, Numbering source, or Date Range.
Multiple status filters can be selected simultaneously.
Via
Standalone Invoices appear in the central invoice list alongside all other invoices. For details, see Standalone Invoices.
To download all invoices from a given period in a single ZIP archive, use the
In the export window, set the filters:
Two download buttons are available:
The export runs in the background with a live progress bar — even large periods no longer time out. When the build finishes, the ZIP download starts automatically.
The
Select which Platform(s) to include (all or a specific one).
Choose a date range — or use one of the preset options: Last Year, Last Quarter, Last Month, or This Year.
Optionally enable subtotals by settlement package for grouped breakdowns.
The checkbox Static values, no formulas (faster export) is on by default. Formulas are evaluated once and stored as static values, so Excel opens and saves the workbook much faster. Uncheck it to receive the classic formula-based workbook (significantly slower for large reports).
The exported Excel workbook contains the following sheets:
Data is grouped by Settlement Package (Tour) for each Artist Platform.
The Expenses (actual) and Expenses (planned) sheets have a Cost type column at the very end. Expenses marked as internal costs are borne entirely by the agency — the Paid by column then reads Agency. For Recharged to artist it reads Artist, even if the agency otherwise covers the costs of the category.
Availability: The DATEV integration is only active for platforms based in Germany.
If
This generates CSV files compatible with DATEV accounting software — the standard for tax consultants and accountants in Germany.
The export includes invoice amounts, payment data, settlement dates, and proper account mappings based on your DATEV configuration.
When multiple
The booking text contains the invoice recipient (company name) followed by the show name, separated by " | ". With a maximum length of 60 characters, the recipient name takes priority — the show name is truncated if necessary. This format applies to regular invoices, advance invoices, and commission/expense invoices.
Note: DATEV must first be configured under
The
The view also shows events that are not announced yet — so you can already enter figures there. Such events are marked with their status in the rem. weeks line (not public or tba). They are missing from the presale report until they are announced – unless the Show in presales overview anyway box is ticked on the event on the Artist Platform (see presale list). Then the event appears in the presale report, and the marker in the rem. weeks line is dropped.
For each Event, you can track:
You can toggle between upcoming and past Events, and search by keyword.
Note: As in the full event list, a colored dot indicates the event's planning status (yellow = open, orange = in preparation, green = prepared; completed events have no dot).
The
The License box shows your current subscription details:
Manage your payment methods via the integrated Stripe payment system:
Click
Set a default payment method for automatic subscription renewals.
Remove outdated payment methods as needed.
Change the Agency owner's email address. A verification link will be sent to the new address before the change takes effect.
Under Time zone you choose the time zone the agency uses for times in emails, PDFs and automated tasks. Without a selection, Europe/Berlin applies. On screen, saved times — for example when an invoice was sent — appear in the time zone of the device you are working on.
Choose the preferred number format for all numbers and amounts on the Agency Platform:
In the Global box, set the default currency under Currency for the agency and all linked artist platforms. The default is EUR for EU regions and USD for international and Asian platforms.
Artist platforms automatically inherit the agency currency unless a custom currency is set on the respective artist platform.
Choose the separator for every CSV export on the platform (events, venues, partners, accommodations, contact persons):
Every export also includes a UTF-8 BOM so Excel displays accented characters and special symbols correctly out of the box — no manual import wizard needed.
The View state in events list checkbox in the Global box controls whether the state abbreviation appears between the country code and the city in the combined event list — e.g. “DE, SN, Leipzig” instead of “DE, Leipzig”. The same applies to the CSV export of the combined list. Artist platforms have their own checkbox for this in their settings.
Under
The referral link appears below the code. Click the icon next to it to copy it to your clipboard.
Under Your referrals, every platform you referred is listed with its status in brackets:
If an artist runs under your Agency, their referrals appear here as well — noting which artist they came through. The license extension applies to the Agency including every artist under it; that is why the Artist Platform itself does not show this section.
A country preset sets date format, time format, number format and currency all at once — the same choice as on the artist platform. The setting now applies throughout: in the archive, in invoices and finances, in the DATEV statistics, in the global search and on the settings pages.
Customize the visual appearance of your Agency Platform.
Upload a PNG logo with a transparent background (max 500kB, min 600px wide).
Choose how your logo behaves in Dark Mode:
Upload a custom font file (.ttf, .otf, .woff, or .woff2) to replace the default headline font.
The font will also be applied to exported PDF documents.
In the 'Color Preset' box you set accent colors, text colors, and background colors directly — separately for light and dark. There is no choice between ready-made color schemes here; an empty field uses the default color.
The 'Color preview' next to it shows every change instantly. Use
Choose between Default, Larger, or Smaller to adjust the headline font size.
Enable or disable uppercase formatting for headlines.
Click
Note: When creating new Artist Platforms, the agency's font and color settings are automatically applied.
Customize the naming conventions for all exported documents. This ensures that all PDFs and spreadsheets follow your agency's naming standards.
Configurable file names include:
Configure default contract document templates, including header/footer content, which fields to display, custom field labels, and default payment/cancellation terms.
These settings serve as defaults for all Artist Platforms — individual platforms can override them if needed.
Under "Labels in the contract", you can configure the following contract texts in all supported languages:
The appropriate language version is automatically used when a contract is generated in that language.
Configure default invoice templates, including:
Availability: The DATEV integration is only active for platforms based in Germany.
Connect your Agency Platform to DATEV accounting software for seamless financial data transfer.
Go to
Check
Once activated, configure the following fields:
Map your revenue and expense categories to the correct DATEV accounts:
Commission and expense invoices are automatically posted to the correct accounts based on the respective tax category.
Connect your Agency Platform to DocuSign for digital contract signatures.
Go to
Click
Log in to your DocuSign account and authorize J.SHOW.
Once connected, you'll see the connected account's email and the connection timestamp. To disconnect, click
Each Agency Platform can have its own DocuSign account. The connection is shared with all linked Artist Platforms unless overridden at the platform level.
Once DocuSign is connected, the Signing Order box lets you set the default signing order for all contracts sent from your agency:
This setting acts as a default for all linked Artist Platforms — it can be changed for each contract when sending. Artist Platforms can also override the agency default in their own settings.
In the Cover message box you store a text that appears in every email in which DocuSign sends a contract for signature. It applies to all artists without a cover message of their own and appears prefilled in the Message to recipients field of the send window, where it can be adjusted for every dispatch. Placeholders as in the Deal Memo (e.g. {artist}, {showdate}, {venue}) are replaced with the event's details. The box appears once DocuSign is connected.
If your agency is switching over from other software, you don't have to retype anything. Support takes over your existing data in one step – for the agency and for each of your artists.
Support takes over as many contact details and contact persons as possible, for the venues too.
Export all the data your previous software provides – for the agency and for each artist. You don't need to rework the files; ideally as a CSV, but any other format is fine too.
Send the files to support@j.show. Support clarifies with you what can be taken over and then carries out the import. There is no button for this in the platform itself.
Anything that is already in your data is not created a second time: J.SHOW recognizes venues and accommodations by name and city, partners by name. The events are linked to the existing entries.
Generate an embeddable JavaScript snippet to display tour dates on your agency's website. The dates update automatically in real-time.
Go to
Copy the provided JavaScript and HTML code.
Paste it into your website where you want the dates to appear.
The embed code can be customized with CSS to match your website's styling.
Data protection: On the same page, the 'Data protection' section describes what the embedded event list does technically when someone opens your website — no cookies, nothing stored in your visitors' browsers, only the details of every page request, servers in Germany. Below it you find the 'Template for your privacy policy' with your agency address already filled in; click into the text field to select the whole text and add it to your website's privacy policy. Details as for the Artist platform.
Optionally, URL parameters can be configured for up to 3 ticket links. These parameters are automatically appended to all generated ticket link URLs — useful for tracking parameters, affiliate codes, or campaign identifiers.
Go to
Anyone who is part of the Touring Production Team — or needs access to the J.SHOW App — must be personally invited to join the Artist Platform and create a Profile.
This includes Agency Employees.
How to Invite Someone
Log in to the
Navigate to
The 'Invite Person' window will appear.
Enter their Name, Email Address, preferred Language, their Function and Access Rights, and check to activate the Crewbooking tool if needed.
Add from the agency: If the platform belongs to an agency and you work there as the owner or with an employee account, the
You are offered the people you see in the agency under
Mobile:
Note: If a specific Function is missing from the dropdown, go to
Click
Delayed Invitations
If you chose SAVE AND SEND LATER, you can send all pending invitations at once by clicking
This is helpful if you prefer to finish setting up — such as assigning Travel Parties or adding Event info — before notifying team members.
What Happens Next
The invited person will receive an email invitation to register on the Artist Platform and create their personal Profile.
Once registered, they can login via browser and/or use the J.SHOW App.
Note: Even after sending the invitation — and before the person registers — you can still update their Access Rights and Function under
Note: You can invite someone without sending the official system-generated email.
As soon as a person is added — whether the invitation has been sent, saved for later, or not yet accepted — you can still open their 'Invitation' form by clicking on their name in the system, and manually copy the registration link at the bottom of the window.
Managing People on the Platform
To edit someone else's Profile (as Admin, Agency, or TM with permission):
Go to
To edit your own Profile:
Click on your name or select
Several functions per person: The
In an event's travel party, for such people you pick from all functions in their profile in the Function and 2nd Function columns. Per event, a person still holds at most two functions. Admin, Agency and Tourmanagement can make this choice — tour managers if they are in the travel party themselves or may edit all events.
In the people list under
Note: Admin, Agency and Tourmanagement can change a person's functions.
To temporarily remove someone’s access without deleting their Profile:
Go to their entry under
They will no longer have access to the Platform but can be reactivated at any time.
Note: You can’t change someone’s Name or Email Address — only they can update that information themselves.
Note: You can only edit other people's Profiles via the desktop version. However, you can edit your own Profile in the App.
Need a spreadsheet of all Team Members?
Export and print a spreadsheet of everyone listed in the Artist Platform by going to
Which events is a person booked on?
Go to
Click a person to see every event they are booked on – with Date, Show name, Venue, City and Status. The
Shortcuts: In a person's window,
Note: The booking list is available to Admin, Agency and Tourmanagement when
An invitation is valid for 30 days — the deadline counts from sending, not from creating. After that only the link dies at first: the person stays in the list and can be revived with a fresh link via send invitation again. Only a further 180 days later are name, address and assignments removed. Declined invitations skip this grace period.
Typo in the address? As long as an invitation hasn’t been accepted, the invited person’s window under
Once you’ve been invited to an Artist or Agency Platform, you will receive an email invitation to register.
Open the email invitation.
Click on
Choose a password.
Log in to your Platform.
Important: Even if you already have a Profile on one Artist Platform, you must register separately for each additional Artist Platform you’re invited to.
Simply click JOIN NOW in the invitation email, then click REGISTER in the form that opens.
If you use the same email, your Profile details will carry over automatically.
There are several ways to log into your Artist Platform:
➀ Via Direct Link
You’ll receive a personal invitation email containing a direct URL to the Artist Platform you’ve been invited to. Simply follow the link to register or log in.
➁ Via the J.SHOW App
Use the J.SHOW mobile app (iOS or Android) to access your Artist Platform on the go.
➂ Via the Browser App
You can also log in anytime via the web app: app.j.show
This gives you access to your personal App Overview — showing all Artist Platforms you are connected to, whether via browser or app.
Switching Between Multiple Accounts
Both in the mobile app and the browser version at app.j.show, you can stay logged in with up to three (3) different email addresses at the same time. Select “add another account” to log in with additional email addresses.
The language displayed in J.SHOW depends on the Platform type and default language, your personal Profile settings, and your device or browser language.
The Agency Platform interface language will always match your browser language and cannot be changed manually.
For Artist Platforms, the interface language follows your personal
You can update it anytime under
If you're invited to an Artist Platform and haven't yet personalized your Profile, the
For Employees: If you access an Artist Platform without a personal Profile, the interface language will automatically follow the global default language — not the browser language.
The Global Language of an Artist Platform is defined by the Admin under
This setting determines the default interface language for:
Before you dive into creating Events and Tour Plans, take a moment to personalize your space on J.SHOW.
Whether you're managing a Band or building a Brand, setting up your visuals properly helps create a sense of Home, clarity, and professionalism from the start.
With just a few adjustments, you can transform your Platform from a blank slate into a fully branded backstage HQ.
Let's go!
Before uploading, decide how your logo should behave across Light and Dark Mode:
To upload your Platform Logo:
Go to
In the 'Logo Upload' box, select a *.png file (max 500kB, min 600px wide) with a transparent background.
The logo auto-resizes to fit the header — crop tightly for best results.
Choose one of the three inversion options above.
Click
No image of your own? Then go to
To change Fonts for headlines:
Go to
In the 'Font for Headlines' box, upload a font file (.ttf, .otf, .woff, or .woff2) to replace the default font.
You may upload a separate bold version if required.
Check 'Headlines Uppercase' to display headlines in all caps.
To customize the color scheme of the software:
Go to
In the 'Colors' box, choose between Default, Classic, or Own Colors.
Use the 'Own Colors' section below to customize each color individually.
A live preview will appear in the 'Preview Own Colors' box on the right.
As soon as you select
When you customize your own colors under
If two colors sit too close together — making text on top hard to read — a
Use the
To toggle between Light and Dark Modes:
Go to the bottom bar of the Platform and click
A 'Change View' window will appear.
Choose between Automatic (device setting), Dark, or Light mode.
Your choice applies to this device or browser – to every J.SHOW platform and the app you open on it. Other devices keep their own setting; a device on which you haven't chosen anything yet starts with your most recently saved choice.
To check or adjust global display settings:
Go to
In the 'Global' box, verify the correct Artist Abbreviation is entered — this will appear in platform headers and export files.
Also check Language, Date Format, and Time Format settings to ensure they match your regional preferences.
Artist Platform: The selected language determines the default for new invitees and affects printed documents (e.g. daysheets, contracts).
You can choose a different language for each invitee at the time of invitation.
Agency Platform: The display language automatically follows your browser settings.
The platform is currently available in 25 languages: German, English, Spanish, French, Italian, Dutch, Polish, Portuguese, Swedish, Danish, Norwegian, Japanese, Chinese, Korean, Turkish, Czech, Finnish, Greek, Romanian, Hungarian, Estonian, Latvian, Lithuanian, Russian, and Ukrainian.
Every Event can be given its own unique number, the Event no. — made up of the Artist Abbreviation and the internal event ID, e.g. QE-10772. Without an Artist Abbreviation, the subdomain is used in capital letters. It is switched off by default — until you switch it on, it doesn't appear anywhere.
Go to
Once switched on, the event number appears on the Event (desktop and mobile, below the basic information), on invoices and advance invoices (with all numbers if there are several Events) and as the placeholder {shownumber} in the contract and {show_number} in the invoice email. The placeholders are only offered when the event number is switched on.
Agency Platform: Under
You can change the address of your platform (e.g. yourband.j.show) yourself — at most once in 365 days. After that, the next change is only possible one year later.
Artist Platform: Go to
Agency Platform: Go to
The 'Change subdomain' window opens. Enter the name you want under 'New address' — J.SHOW checks it while you type and tells you whether it is available. Allowed are 3 to 20 characters: lowercase letters (a–z), digits and single hyphens, but no hyphen at the start or end.
Tick 'I understand that the next change will only be possible in one year.' and click 'Change address now'. The switch only takes a few seconds.
What happens:
The window behind the pencil also shows the 'Previous address, redirects' — and, while the one-year lock is running, from when the next change is possible.
The event list (
Status and Default Color Code in event list
Filters and Search (Mobile)
The mobile event list offers advanced filtering and search features:
The same
Filter settings are saved and automatically restored the next time you open the list.
The Map View displays all your Events on an interactive map, showing venue locations as colored markers connected by tour route lines.
To open the Map View:
Go to
The map will load, centered on your Event locations with automatic zoom to fit all markers.
To filter Events on the map:
Use the From and To date selectors to limit the displayed date range.
Filter by Event Type (e.g. Concert, Festival, Travel) or by Status (e.g. TBC, Option, Confirmed).
Check 'Only my events' to show only Events where you are part of the travel party.
Click
To interact with Event markers:
Click on any marker to open a popup showing the Event date, Venue name, Show name, and Status.
Click the popup to navigate directly to the Event Overview.
Note: If Region Protection (Radius Clause) is configured for an Event, a circle will be displayed around the venue showing the protected area.
Note: Tour route lines automatically connect consecutive venues to visualize the tour path. A new line begins as soon as more than one day lies between two consecutive stops.
The Focus View provides a condensed, printable overview of multiple Events with their key details — ideal for quick tour summaries.
To open the Focus View:
Go to
Use
To customize the displayed information:
Open
Run of show — Planning status, To-do, Schedule, Private Note, Catering, Other, Custom field
Travel and Accommodation — Arrival, Accommodation, Departure, Travel Party, Vehicles
Venue and Contacts — Venue, Venue Specs with Stage, Logistics, Merchandise and Hospitality, plus CP Venue incl. Technician, Partner incl. CP and CP Other
Content — Files
Files shows the files of each event just like the Files box in the event view: by category, with the abbreviation showing who can see a file, and — if your platform is set up that way — the general files below. You can upload right here, also by drag & drop; as in the event,
Venue Specs is only a heading there: you tick the four parts below it individually, divided up as in the settings under Visibility Venue Information. That way you can, for example, put together only the Stage for the technical crew or only Merchandise for the merch company.
Indented below Planning status you find the individual statuses — Planning, Stage rider, Hospitality Rider and your own fields. Untick what you don't need here. You set the status right in the Focus View without opening the Event. Admin and Agency see this section, Tourmanagement only with the setting described under Planning status.
Click Show to apply your selection.
Click on individual Events to expand or collapse their details.
Columns or table:
The
In the Table, every Event is one row — days off and travel days included. The first column Event shows date, Event type, city and Venue or title, followed by one column per selected section with a one-line preview. Hover over a cell or tap it to open the full section next to it; the pencil lets you edit it.
The Planning status appears as narrow color columns, one per status, with a short label in the header — the full name shows on hover. Hatched cells mean the status does not exist for that Event type.
Sections with input fields can be edited right here — the form opens on top of the page, so you do not have to open the Event itself. This requires write permission for that Event.
Download as PDF or Excel:
To the right of Show sit the buttons
Both follow the layout: from Table each Event is one row; from Columns the Events stand side by side — in the PDF five per page in landscape. In the Excel file, date, event type, status, city and venue have their own fields, so you can sort and filter.
A file holds at most 250 Events. If there are more, a note appears at the top — then choose a shorter period.
Note: The Focus View is available to users with Admin, Agency, or Tourmanagement permissions.
‘Venues’ added to the Venue Database of an
Go to
A new ‘CREATE VENUE’ window will appear
Fill out the relevant information, such as address, contact person, capacity, parking, etc.
Address Suggestions: As soon as you start typing in the Name field, a list of matching places with their addresses appears below it. Only a click on a suggestion fills in Street, Postal code, City, State and Country — the search never fills a field on its own. Details you have already entered make the suggestions more precise.
No suitable suggestion? Then simply type the address yourself; close the list with Esc or by clicking next to it. Once you have accepted a suggestion the search stops offering more — anything you correct afterwards stays as it is.
Duplicate Check: If a Venue with the same name and city already exists in the Venue Database, a notification will appear to prevent duplicate entries.
Click
New ‘Venue’ will appear in the venue list
To add a ‘Venue’ to an individual
Note: You can generate and print a spreadsheet based on the venue list within the Artist Platform
by selecting
Import Option: If you're migrating from a previous software, your existing Venue Database can be imported into J.SHOW upon request.
To delete a Venue:
Go to
An 'Edit Venue' window will appear.
Click
Larger venues often have several stages or halls (e.g. main hall, studio, club). In J.SHOW you create such stages directly on the venue: a stage automatically inherits the venue's address and contact persons, but has its own values for capacity, stage dimensions, backstage, load-in, parking, and files.
Creating and editing stages:
Open the venue (window 'edit venue'). In the
Use
When you switch tabs, the color-highlighted sections (
Note: Stages can also be entered right when creating a new venue — in the
Booking an event onto a stage:
Desktop: The event's venue form shows the
Mobile: In the mobile event form, pick the stage via the
The event shows the combined name (e.g. Venue – Stage); in the venue list, each stage appears as its own directly selectable row below its venue.
Merging existing entries:
If stages used to be entered as separate venues (e.g. “City Hall Room A” and “City Hall Room B”), J.SHOW automatically suggests merging them. The links appear in the navigation bar of the venue list as soon as suggestions exist (admin and agency only):
Open
The
Detaching or deleting a stage:
The stage tab offers three actions:
The venue itself can be hidden from selection if events should always be booked onto a specific stage — events and data are kept, and it can be shown again via the add-stage form.
Turning an existing entry into a stage:
Often you only notice while creating a stage that the hall has long been its own venue in the list. That is exactly where the shortcut sits: in the
Note: Stage management is available on both the artist and the agency platform. The AI assistant can also create and detach stages and book events onto stages.
‘Partners’ added to the Partner Database of an
Go to
A new ‘CREATE PARTNER’ window will appear
Fill out the relevant information, such as company name, contact information, billing address, etc.
Under Type you choose what the partner is for you – including Freelancer. Below it, you can describe the type more precisely in the Specification field (up to 100 characters), e.g. “sound engineering”. In the partner list and in the partner box on the event, it then appears after the type: “Freelancer · sound engineering”. Without a specification, only the type appears there, as before.
Mobile: If you create a new partner on the event, you'll find the Specification field in the form as well. You change an existing specification in the desktop version.
Click
The new ‘Partner’ will appear in the partner list
To add a ‘Partner’ to an individual
Note: You can generate and print a spreadsheet based on the partner list within the Artist
Platform by selecting
To delete a Partner:
Go to
An 'Edit Partner' window will appear.
Click
Go to
At the top of the window you'll find ‘Type:’. Click it to open the list and tick one or more types: Hotel, Hostel, Apartment / holiday flat, Private accommodation, Nightliner parking, Campsite. A hotel with bus parking is therefore ‘Hotel, Nightliner parking’. A new accommodation starts out as ‘Hotel’; at least one type always stays ticked.
The form only shows the fields that fit the type – with several types, all fitting fields. Address, contact details and Other are always there.
The parking space details sit under the heading Parking space: Power available, the number of connections per kind (Schuko, CEE 16A, CEE 32A), Cost per hour (Nightliner parking only), Cost per day, Opening hours and Parking space (size, height, number). Whatever you enter under Other becomes the event's ‘Other’ entry when you add the accommodation to an event.
A hidden field keeps its content – switch the type back and it's there again.
Address Suggestions: As soon as you start typing in the Name field, a list of matching places with their addresses appears below it. Only a click on a suggestion fills in Street, Postal code, City, State and Country — the search never fills a field on its own. Details you have already entered make the suggestions more precise.
No suitable suggestion? Then simply type the address yourself; close the list with Esc or by clicking next to it. Once you have accepted a suggestion the search stops offering more — anything you correct afterwards stays as it is.
Duplicate Check: If an accommodation with the same name and city already exists, a notification will appear to prevent duplicate entries.
Click
The new accommodation appears in the list; the Type column shows its types.
To add an accommodation to an individual
Filtering the list: Above the list on the left you'll find ‘Type:’, set to all. Pick a type to see, say, only campsites; a search term you've typed stays in place. Next to it is the radius search.
Parking space straight from a venue: In a venue's edit window, the
Note: The
Note: You can generate and print a spreadsheet based on the accommodation list within the Artist Platform
by selecting
Import Option: If you're migrating from a previous software, your existing accommodations can be imported into J.SHOW upon request.
To delete an accommodation:
Go to
An 'Edit accommodation' window will appear.
Click
On the
Click on the stars next to a Venue or Accommodation to open a rating form.
Assign a star rating and optionally add a comment.
The average rating and the number of ratings are updated instantly (no page reload required). Ratings from other platforms are visible anonymously — only the platform name is shown.
Ratings are also included in the CSV export of the Venue and Accommodation lists.
Inside an Event
Click on the
You’ll be redirected to the respective list, where you can search for the desired entry.
If it doesn't exist yet, click
Fill out the relevant information and click
The entry will be automatically applied to the current Event,
and will also be saved to the corresponding list — making it available across other Events and Platforms.
Address Suggestions: When adding a Venue, an Accommodation or a Partner, a suggestion list appears for the name you type. A click on a suggestion fills in the address fields; without that click everything stays exactly as you entered it.
No suitable suggestion? Then type the address yourself — the list disappears with Esc or a click next to it, and after you accept a suggestion your corrections stay in place.
Duplicate Warning: If an entry with the same Name and City already exists, a notification will appear to prevent duplicates.
In the
Above the list, enter a postcode or town under ‘Radius:’ and pick the radius next to it: 10, 25, 50, 100 or 200 km (default 25 km). Press Enter or change the radius, and the list only shows entries within that radius – also combined with a search term and, for accommodations, with the ‘Type:’ filter.
The first time, J.SHOW works out where the entries are, based on postcode, town and country; while that runs you'll see ‘Locating entries … N left’ next to it, and the list then reloads. Entries without an address that can be found never appear in a radius. If an entry's postcode, town or country changes, it is located again the next time.
The chosen radius stays active while you scroll or search the list.
Note: The radius search is available in the desktop version of the Artist and the Agency Platform.
Any Venue, Accommodation, or Partner added from within an Event is automatically saved to the Global Database — and, if part of an Agency, also becomes available to all linked Artist Platforms.
When editing a Venue, Accommodation, or Partner inside an Event, checking the ‘Update dataset globally’ option will also update this entry in the Global Database.
Note: Other Events using the same entry will remain unaffected — they will retain the original version unless manually updated.
Note: For Vehicles, checking ‘Update dataset globally’ will apply the changes to all Events — past and future — that still use the exact same vehicle entry as before the update.
If you're migrating from another system, your existing Venue, Accommodation, or Partner database can be imported into J.SHOW upon request. Contact support to coordinate your import.
To download a spreadsheet of existing entries, go to
To delete an entry from the Global Database:
Go to the appropriate tab (e.g.
Click
To create a new 'Event' of any kind on an Artist Platform:
Go to
Click
A 'Select the Date' window will appear.
Choose the desired Event date from the Calendar.
The
Straight from a calendar day: It's quicker from the
Desktop: On a touch device using the desktop view there is no hover — the button is shown faded, but always visible.
Mobile: The mobile calendar view does not have this button. Create the Event there as usual via
To edit the 'Basic Information' box, click on
To edit an Event Date, click the
A field labeled
If you don't uncheck the box, the note will be displayed in the 'Basic Information' box in the Event Overview.
Creating Time Ranges: If you've been booked for a festival but are not yet certain of the exact Event Date, use the
Note: In the event list, the date will display as a time period—starting from the earliest to the latest selected date—even if some days in between are skipped.
Once the final date is confirmed, click the
Important: For the most efficient use of the J.SHOW App, please create a separate Event for each day of a Tour—even for days such as travel or tear-down days.
The
Splitting a time range into separate Events: If an Event has additional days added via
The new Events take over everything from the Event — venue, partners, contact persons, schedules, catering, accommodations including the rooming, vehicles, travel party, visibilities, guest list settings, planning status and website details. Finances (contract, percentage deal, deductions, additional costs) stay with the original Event only, so the fee is not multiplied; guest list entries and comments are not copied.
If you have multiple shows on the same day, add a separate Event for every show and use the
The times will then determine the order of Events in the event list.
Note: An Event's time zone automatically follows the selected venue — even if you switch the venue later.
If an Event has no time zone of its own — typically a day off without a venue in the middle of a tour — it inherits the one from the last preceding Event, as long as the tour continues: if another Event follows, the inherited zone applies across breaks of up to two weeks; directly after an Event it applies even without a following Event. Otherwise your Platform's time zone applies again. A rest day in Tokyo therefore stays in Tokyo instead of jumping home for a day. Canceled Events, ideas and options do not pass their time zone on.
Correct time zones are important for calendar syncs and iCal feeds.
Time difference: If the Event is in a different time zone than the day before, the Basic Information shows a badge next to the date with the clock shift (e.g.
Select the
Then select the
If you set the Event status to
Note: TBA affects the 'Event list for website' feature. Once the Event is publicized, it will automatically appear on your website if that integration is enabled.
Status and Default Color Code in Event Title and event list
Effectively naming an Event
TIP: Conveniently toggle between different Events by using the left and right arrows of your keyboard.
A date is entered the same way everywhere — one field instead of three separate boxes for day, month and year, in the desktop view as well as the mobile one. Before, entry behaved differently depending on where you were: sometimes it overwrote and jumped on, sometimes it appended, sometimes you needed the tab key.
At the bottom of the 'Basic information' box you track how far an Event has been prepared. Every selection colors the edge of its field, so you see the state at a glance.
Below them you find your own planning status fields, if you have created any (see Planning status fields) — each only for the Event types it is switched on for.
When you set Planning to
In the mobile view, Planning, Stage rider, Hospitality Rider and your own fields are also in the Basic information.
Note: Admin and Agency see and set the planning status. Tourmanagement can do so when the option
To streamline your advancing process, you can conveniently edit multiple Events all at once.
Go to
An 'Edit Multiple' window will appear.
Click
Then click
You will now be redirected back to the 'Edit Multiple' interface.
For each section you wish to edit (e.g. Title, Venue, Event Type), make your changes and click
Note: Once a section has identical information across all selected Events, it will be underlined in green for easy reference.
The Change Log shows platform-wide who changed what, and when: Events created, moved, edited, or deleted — as well as changes to the travel party. Every entry names the person and the time.
Desktop: The log appears as its own box on the start page. It is visible to all permission levels — each person only sees the entries that match their permissions.
The title of an entry (e.g.
Click the magnifier icon in the box title to open the search:
Who added whom to an Event's Travel party, and when, can also be traced through the log.
That an Event was deleted is visible to everyone who was allowed to see that Event – including Tourmanagement, Crew+, Crew and Guest.
Last edited, per box: In the Event view, every box (Basic information, schedules, catering, other info, accommodation, getting there, travel back, venue, partner, contact persons, custom fields …) has a small
The
Restoring earlier versions: Schedules 1–3, catering, other info and custom fields 1–3 keep their earlier versions – every save that changes something stores one, including via templates, the API or the AI Assistant. Open the box with and click
The last 30 versions per box are kept; the content from before recording started is labelled “Version before recording started”. Versions are available on desktop and mobile for Admin, Agency and Tourmanagement – Tourmanagement only sees versions that were visible to Tourmanagement at the time.
If you are migrating from another touring software, J.SHOW supports bulk import of your existing Event data.
What gets imported:
Ideally, send us your export as a CSV. If that's not possible, any other format is fine too.
The import process automatically matches imported venues and promoters against your existing databases to prevent duplicate entries. New venues and promoters are created as needed.
Note: Event imports are performed by the J.SHOW support team to ensure data integrity. Contact support@j.show to coordinate your import — please include the export files you'd like to migrate.
The one-time migration of your data when switching to J.SHOW is free of charge.
Tour Blocks are named time periods in your calendar — they serve both to group events (e.g. tour legs, festival runs) and to block out time when no shows should be booked (e.g. vacation, studio time, breaks).
There are two ways to create a Tour Block:
➀ From the Events Page:
Go to
The Calendar opens in block creation mode. Click on a date to set the start of the block.
Click on a second date to set the end.
Enter a name (e.g. "European Leg", "Festival Run") and click
➁ From the Calendar:
If you are already in the
Select start and end dates by clicking in the Calendar, enter a name and click
Tour Blocks are visually separated in the event list. In the Map View, however, they do not delimit the tour routes — a new line begins there as soon as more than one day lies between two consecutive stops.
In the event list every entry sits at its own date: a block's start on its first day, its end on its last day, each event on its day. A block that lies within another one (e.g. a rehearsal during a tour) therefore appears at the right place between the tour events, and both blocks are drawn as parallel lines. An event you explicitly assigned to a block but that lies outside the block's period is shown at the start or end of its block.
Note: Every permission level can open the
"No Tour" Option: When creating or editing a Tour Block, you can enable the
Automatic Assignment: Events without a block assignment are automatically sorted into matching Tour Blocks in chronological order if their date falls within the block's timespan. These automatically assigned events are displayed more subtly than manually assigned ones.
Who can see Tour Blocks: People with Admin, Agency or Artist permission always see Tour Blocks. Tourmanagement sees them if the option 'People with tourmanagement permission can see and add Blocks' is enabled under
Who can create and edit Tour Blocks: Admin, Agency, Artist and — with the first option enabled — Tourmanagement may create and edit blocks. The second option, 'Everyone can see the Blocks', grants viewing only, not editing. Admin and Agency edit all Tour Blocks; Artist and Tourmanagement only the blocks they created themselves. Assigning events to a block — the
Tour Blocks in the calendar subscription: Your personal subscription (the 'Your events from this platform' box on the
Whether you want to print Daysheets for multiple Events or create Text or CSV lists with or without Setlists:
Go to
An ’Export’ window will appear.
Choose from the listed options as mentioned above
Whether you're planning the details, booking venues and partners, or managing your crew—J.SHOW keeps every event fully dialed.
When you click on an 'Event' in the event list, you’ll land on the
Got a bunch of open venue requests and aren't sure which order makes the most sense for the tour? AI Tour Routing computes a sensible order from your open availabilities — with a map and total kilometers.
How to reach Routing: In the event list, click
Note: The availabilities tool that feeds this (collecting venue availabilities from partners) is available to Admin and Agency without PRO — see Venue Avails.
Who can route: Admin, Agency, and Tourmanagement can create routings. People with Artist permission see saved drafts but cannot compute one.
In the
Pick the availabilities that should feed into the tour.
A sheet of the type Several events is marked 'Bulk request' — it is enough for a routing on its own; otherwise you need at least two sheets. Days on which one of your own events falls (see Your own events block days) drop out, as do cells that have already become an event.
Switch to the
Set your conditions — such as a start and end point per block — and let the AI compute a sensible order.
Tour conditions: In the 'Tour conditions' box you set fixed limits that every suggested tour must respect. Each field is optional — empty means no limit:
'Max. shows per week', 'Max. shows on consecutive days', 'Max. nights away from home base (per tour block)', 'Max. days off in a row away from home', 'Max. km between two shows', 'Min. km between two shows', 'Max. km travel to the first show', 'Max. km drive home after the last show' and 'Max. shows per city'.
'Min. km between two shows' is a lower limit: two consecutive shows of a tour block should be at least this far apart, for instance so that the audiences don't overlap. What counts is the driving distance between the two shows, as with 'Max. km between two shows'. If the minimum is above the maximum, the form points this out – no tour can then keep to both limits at once. Two shows in a row at the same venue, such as two nights in the same house, do not count as a leg.
'Max. shows per city' limits how many new shows are planned in the same city. Fixed events don't count — a city with a fixed event stays open for a new show.
If the band stays somewhere between two tour blocks instead of going home, that is one trip: nights away from home base and days off away from home are counted across the stopover.
Under 'Shows only on these weekdays', untick the days on which no show should be played. With all days ticked there is no restriction.
J.SHOW checks every variant against these limits. Each variant shows under 'Your requirements' what is met (✓), what is not (✗, with the days concerned) and what cannot be checked automatically (○). J.SHOW remembers the values you last used for the next routing.
Anything that can't be expressed as a fixed limit still goes into 'Your instruction to the AI (optional)' as free text.
Steering preferred venues: In the field
A ★ on a single day (set in the sheet's cell, see Using the grid) works like a ★ on the venue, just for that day. It does not create a separate show.
If bulk requests are included, 'Events per bulk request' sets the maximum number of events to come out of one bulk request. Empty = as many as fit sensibly — never two on the same day.
Your own events with a venue in the period — and up to two days before or after it — feed into the calculation as fixed events. They are stops of the tour like any other: the routing plans the shows around them, a trip may begin or end with a fixed event and may even consist of fixed events only. Every fixed event appears in every variant, is marked 'fixed event' and counts towards the kilometres, the off days and the tour conditions.
Radius clause: If an existing event has an active radius clause, the routing does not schedule any availability whose day falls within the protection period (Protection from to Protection until, or the event day if none is set) and whose venue lies within the protected radius (as the crow flies). Canceled events don't count. Above the variants, 'Not scheduled because of a radius clause' lists which days and venues dropped out — with the protecting event, the distance and the radius. If nothing is left as a result, J.SHOW tells you that the available dates fall under the radius clause of existing events.
You get one or more variants, each with a map and total kilometers, so you can compare the routes directly.
Once you've decided on a variant, you have these options:
Put on hold: The variant's stops are entered in the sheets as your options; the sheets stay open, and the venues are notified.
Apply routing: The computed routing is applied to your events; sheets of the type “One event” are closed in the process.
Save as draft: You store the routing to reopen and continue editing it later.
Print as PDF: You get the routing including the map as a PDF.
With bulk requests, every selected stop becomes its own event, and the buttons are named differently:
Create as idea — events with status idea; the venues aren't notified.
Create as option — events with status option; the venues are notified.
Confirm — confirmed events; the venues are notified, and the sheets stay open.
You choose per variant which stops are created (all / none). Stops from sheets of the type “One event” are handled as before. If a stop has since been booked, blocked by another event or already turned into an event, J.SHOW doesn't create it and tells you how many there were.
To add a Venue to a specific Event:
Create a New Event or select the relevant Event from the event list under
Click the
From here, you have two options:
➀ Select an existing Venue from the venue list. Once selected, the Venue will be linked to your Event.
Note: If no Venues have been added yet, the venue list will appear empty.
➁ Click
For a full breakdown on how to create a new Venue entry, please refer to the Managing Venues, Accommodations & Partners section.
Once saved, you’ll be redirected back to the Event Overview with the newly created Venue applied.
Note: The Venue will also be saved in the Global Database for future use across all Events and Platforms.
To make changes to an Event’s assigned Venue:
Click the
A ‘Venue’ window will appear.
Make the necessary changes and click
Note: At the bottom of the window, you can choose whether to apply changes only to this Event, or check
Note: All members of the travel party assigned to this Event will be able to view the selected Venue information.
To add 'Venue Specs' to a specific Event:
Select the relevant Event from the event list under
Click the
A 'Venue Specs: [Venue Name]' window will appear.
Fill out the relevant information (e.g. capacity, stage dimensions, etc.) and click
Note: A single Venue can have multiple capacity options for different configurations (e.g. standing, seated, partial blackout).
Click
Then select the appropriate capacity for this specific show using the dropdown menu
Dropdown options:
Note: Any Custom Capacity added via
Note: If you want to apply the changes made to a Venue to the Venue Database, check
Note: Under
To add a Partner to a specific Event:
Select the relevant Event from the event list under
Click the
From here, you have two options:
➀ Select an existing Partner from the partner list. Once selected, the Partner will be linked to your Event.
Note: If no Partners have been added yet, the partner list will appear empty.
➁ Click
For a full breakdown on how to create a new Partner entry, please refer to the Managing Venues, Accommodations and Partners section.
Important: From the ‘Type:’ dropdown menu, select the relevant Partner Category. This will rename the
Once saved, you’ll be redirected back to the Event Overview with the newly created Partner applied.
Note: The Partner will also be stored in the Global Database for future use across all Events and Platforms.
Up to two additional Partners can be added per Event. After assigning the first Partner, empty slots for Partner 2 and Partner 3 appear on the desktop with a search button. On mobile devices, Partner 2 and 3 are available in the mobile event form.
Contact persons from all assigned Partners appear in the Event’s contact person dropdowns. Contacts are displayed with the company name in brackets to facilitate identification.
A contact's job title: In the Partner window, every contact — the first one and every further one — has a Job title field (e.g. Managing Director or Head of Booking). Unlike the function with a specific artist, it applies across the board. The contact list shows it after the name,
Partner suggestion: When a partner slot is empty, J.SHOW automatically suggests the most recently used partner for the same city and event type. The suggestion appears directly below the empty partner slot and can be accepted with a click — no detour via the partner list. This feature is available on Desktop and mobile.
To make changes to an Event’s assigned Partner:
Click the
A ‘Partner’ window will appear.
Make the necessary changes and click
Note: At the bottom of the window, you can choose whether to apply changes only to this Event or check
Override Partner Type per Event: The
To add a variety of Contact Persons (CP) to an Event
Select the relevant ‘Event’ from the event list in
Hit the
Fill out relevant CP information.
Note: If you click the
For example, in the CP Venue section, contacts linked specifically to the Venue will be available, while in CP Other, you’ll see contacts from both the Venue and any assigned Partners.
Check
To add additional Contact Persons:
Click the
You can once again select any pre-assigned contact persons from the dropdown for efficiency, or manually input the necessary information.
Note: Only 'CP Other' has the option of choosing visibility for certain permission groups.
Under
A vCard button is displayed next to each Contact Person, provided an email address or phone number is available and visibility permissions are met. This allows you to download the contact details (name, function, email, phone, company name) as a .vcf file and import them directly into your address book.
To add a detailed Schedule of the Event, you have two options:
➀ Adding a Schedule from within the Event
Select the relevant ‘Event’ from the event list in
Hit the
A ‘Schedule’ window will pop up.
Name the Title of the Schedule next to
Note: For a complete overview of all available formatting options, please visit the Formatting a Textbox section.
Select who this ‘Schedule’ is visible for and
➁ Adding a Schedule from a Template
Please visit Apply Event Overview Template to Events for detailed instructions.
To print the Schedule:
Go to
A PDF of the Schedule will be automatically generated.
To add an additional personalized box in the Event Overview (e.g. Interview appointment, etc.)
Select the relevant ‘Event’ from the event list in
Hit the
A 'Custom Field' window will appear.
Name the box ('Title:') and provide any relevant information.
Note: For a complete overview of all available formatting options, please visit the Formatting a Textbox section.
Choose who can see this personalized box in their Event Overview and click
If a field only has a title, only people who may edit it can see it. Everyone else sees it once it has content.
To add Basic Travel Information (e.g. Venue, Accommodation, Homebase, distance, driving time):
Select the relevant Event from the event list in
Click the
In the window that opens, fill in/select the relevant
Use the
Note: The venue or accommodation location, if provided for the next Event, will be automatic options in the ‘Next Event’ or ‘Onward Journey’ window, in addition to the ‘Homebase’.
At the very top of the Departure, Next Event or Onward Journey window, “Journey after the event” sets what follows the Event:
If there are several events on the destination day, the “Destination event” field appears below it. There you choose which event the journey goes to; the suggested locations below (venue, accommodation) adjust immediately. If you choose nothing, the first event of the day applies. If there is exactly one event on the destination day, it stays fixed in the window as before.
Click
Location Suggestions:
Homebase is the J.SHOW concept term for an artist's default home location — usually the home or rehearsal address from which arrivals are planned and distances are calculated. Once a homebase is set, J.SHOW automatically suggests it as the starting point in the 'Arrival', 'Departure', and 'Next Event' fields.
To set the homebase of an artist:
Go to
To provide detailed travel information for Arrival, Departure, or Onward Journey:
Select the relevant Event from the event list via
Click the
At the bottom of the window, click
From then on, this part of the journey is planned individually: instead of one shared entry for the whole travel party, you create separate travel entries.
You can now enter personalized travel details for individual members or sub-groups of the travel party — including departure and arrival times, transportation mode (e.g.
For individual arrivals, use the radio buttons under From to choose the starting point: the text field — prefilled with the Homebase, freely editable — or, if there is a previous event, its
For an individual onward journey, you choose the destination under To the same way: the text field with the Homebase, or the
Google Maps automatically calculates the distance based on your selection.
Click SELECT under 'Vehicle' to assign a vehicle that has already been added to this Event — including its passengers.
Adding people: In the travel entry,
Stops: If a nightliner or van picks people up or drops them off along the way, add this to the travel entry. Below the auto calc you'll find
If stops have a location,
At the bottom of the window you decide who may see the travel entry: under “visible for Admin, Agency and …”, tick the permission levels
If you tick “only visible to people who are part of this "Arrival" (and TM)” (or “… "Departure" …”), only that rule applies: the level checkboxes are grayed out. Their selection is kept and applies again as soon as you untick it.
If an entry is not visible to everyone, editors see a short code of the allowed levels next to the icon, e.g. (TM, A); (-) means: only the people listed. The setting applies in the Event view on desktop and mobile, in the Daysheet and in the global search.
Click
Person Grouping:
Consecutive travel entries with identical persons are visually grouped in the overview. The "Who" field is shown only once, with intermediate steps separated by lighter dividers — keeping the display clear even with complex travel plans.
Copying Travel Plans:
You can duplicate a vehicle plan from one leg of the journey to another:
When copying, departure and arrival swap places: the return flight starts where the outbound flight landed — the arrival terminal (or platform) of one direction becomes the departure terminal (or platform) of the other.
Stops are carried over in reverse order: gets on and gets off swap places, and times are dropped.
Resetting:
To return to the basic window, go to the Event’s
Special Note on Vehicle Syncing:
If the travel party changes between legs (e.g. someone joins or leaves a vehicle), enable
For example, a group of three may arrive together for the first show but add a fourth person to the same car for the rest of the tour.
Quickly and conveniently add Flight Information for all Advanced Arrivals, Departures and Onward Journeys.
At the bottom of the Arrival, Departure or Onward Journey window, click
In the travel entry, select
All you need to fill in is the LH 123 or DLH123 — both IATA and ICAO codes are automatically recognized)
J.SHOW recognizes the flight number and retrieves current flight data via the FlightAware AeroAPI. The following fields are auto-filled:
If multiple flights with the same flight number exist on that day (e.g. codeshare connections), a selection list is displayed.
Besides the terminal at the departure airport, J.SHOW also fills in the terminal at the arrival airport where known. Every travel entry has two fields for arrival, departure and onward journey:
If the flight schedule itself has no terminal, J.SHOW suggests the departure and arrival terminal from the most recent flights with the same flight number on the same route — but only if those flights clearly used the same terminal. The suggestion is filled into the field and can be changed before saving. At airports without terminal information, the field stays empty.
Real-Time Flight Tracking
On the day of travel, the flight status is automatically updated in real time in the
The status is color-coded: green for active flights (scheduled, in flight, landed) and red for canceled flights.
Terminal from live data: If the live data on the day of travel report a terminal that differs from the one entered — or none has been entered yet — J.SHOW writes the live terminal into the travel entry, separately for departure and arrival. The Event Overview, the form and the day sheet then all show the same. Spellings such as "Terminal 5", "T5" and "5" count as the same and do not trigger a change.
There are two ways to add Catering Info:
➀ Add Catering Info directly in the Event Overview:
Select the relevant Event from the event list via
Click the
A 'Catering' window will open.
Select one of the available options:
No Catering / Inhouse / Buyout: e.g. 20 € p.p. / By Order / Tour caterer
Use
Note: For formatting options, see the Formatting a Textbox section.
➁ Apply Catering Info via General Template:
Visit the section Apply Event Overview Template to Events for detailed instructions.
Note: Once Catering Information is added and people have been added to the travel party, a summary of all Dietary Preferences (based on their profile data) will automatically appear in the Catering box. This meal summary is collapsed by default and only shows its header line (
Visibility: The 'Catering' box is only visible to users with Admin, Agency, or Tourmanagement permissions — or to users with a 'Catering' Function assigned in the travel party.
In addition, the Catering window has visibility checkboxes that let you decide which permission levels are allowed to see the catering field — analogous to Schedule and Other. This makes it possible, for example, to hide sensitive catering information (prices, deals) from certain permission levels. The setting is available both on Desktop and in the mobile view, and it is automatically carried over when applying event-type templates.
To add an accommodation to a specific Event:
Select the relevant Event from the event list under
Click the
From here, you have two options:
➀ Select an existing accommodation from the list. Once selected, the accommodation will be linked to your Event.
Note: If no accommodations have been created yet, the list will appear empty.
➁ Click
For a full breakdown on how to create a new accommodation, please refer to the Accommodations and Their Types section.
In addition to general contact and location info, you can include, depending on the type of accommodation:
Once saved, you’ll be redirected back to the Event Overview with the newly created accommodation applied.
Note: The accommodation will also be stored in the Global Database for future use across all Events and Platforms.
To add General Accommodation Notes in a specific Event:
Before any accommodation has been assigned, click the
This field can be used to enter custom information such as "private accommodation," "no hotel available," or "to be booked"—anything you want to provide more detailed context.
Note: if you click the
You can still add additional Accommodation boxes afterward by clicking on the
However, custom text fields are only available in the first Accommodation box (the one with the icon), not in the additional boxes that only display a icon.
Once Accommodation 4 is filled, another
The additional accommodations from Accommodation 5 onwards work just like the first four: you can edit them, set who they are for, restrict visibility to the people entered in rooms, add Rooming, calculate the distance to the venue via
They appear wherever the first four accommodations appear — in the shared Event view, in the Daysheet (selectable individually as Accommodation 5, Accommodation 6 …), in the rooming lists and in the offline view. When you duplicate an Event, they are copied along with their rooms.
Mobile and App platform: the additional Accommodation box appears in the mobile Event view as well; use the
To edit an Event’s assigned accommodation:
Click the
An 'Accommodation' window will appear — make the necessary changes and click
Note: At the bottom of the window, you can check
Note: To restrict visibility of an accommodation’s details to only those travel party members assigned to a room there, check
Note: Click on
The same accommodation can be where people sleep at one event and just a bus parking space at the next. That's why you set how it is used at the event itself – not in the list of accommodations.
Click
The change is saved right away. The box is then named after how the accommodation is used: Accommodation, Dayroom or Parking space – and so are the window title and the remove button (‘remove dayroom from this event’ or ‘remove parking space from this event’).
Default: If an accommodation is only Nightliner parking or Campsite, it automatically counts as a Parking space at the event, anything else as an Overnight stay. If you put a different accommodation into this slot, its default applies again.
The details appear wherever the box appears – in the Event view on desktop and mobile, in the shared event link, in the Daysheet and in the offline view. When you duplicate an Event, the usage is carried over. The rooming icon () only exists for an overnight stay.
Mobile and App platform: the ‘Usage:’ selection is also part of the edit window in the mobile Event view; the parking space details appear below it.
Note: The usage can be changed by everyone allowed to edit the Event – Admin, Agency and Tourmanagement.
To add Rooming Information for each accommodation:
Click the
A Rooming for accommodation "Accommodation name" window will appear.
You can now enter detailed rooming information, including the number and size of each bedroom via the dropdown menu.
Here are the examples of room types and their intended occupancy:
From here, you have two options:
➀ Click
Note: This function is also available for multi-day accommodation bookings. It fills only the rooms of the day currently open — afterwards you can copy the assignment to the other days via
➁ Manually assign rooms by clicking the
Note: If the same Rooming setup is needed across multiple Events, click
Saving a rooming list as a template: In the Rooming window, click
Note: Admin, Agency and Tourmanagement see the button on desktop. A new template can only be created while there are fewer than 9 Overview Templates.
Click the
Note: Ensure the travel party has been selected; otherwise, the travel party list will appear empty.
Note: Rooming is shown on the Event even when the accommodation itself has not been decided yet — handy during tour planning, no placeholder accommodation needed. This applies on desktop, on mobile, and in the shared event link.
How the printed list looks is set in the drop-down window of the
One printout instead of two: the multi-day list now shows the
If the same accommodation is booked for multiple consecutive days, the Rooming window (click on
Note: To quickly preview rooming assignments directly in the Event Overview, click the
Note: For a multi-day booking, the Accommodation box also shows the booking period (
To apply the accommodation information to all relevant days of a particular reservation:
Click the
An 'Accommodation' window will appear.
Check
Miscellaneous Accommodation Infos:
You can enter separate breakfast times for weekdays and weekends.
If no breakfast is provided on certain days, you can either leave the fields blank or enter “N/A.”
To automatically calculate the distance between the accommodation and the Venue after a Venue has been selected for the Event, click on
You can also manually enter the distance from the accommodation to the nearest train station and to the city center/downtown.
To add additional details — such as the reservation number, cancellation deadline, contact person, PIN code, booked through, and booked for — click
To print a PDF or CSV for the current day’s rooming:
Click
To print a complete rooming list covering all days at this accommodation, select
Note: All versions include guest names, room assignments, check-in/out times, and dates.
Note: When exporting a multi-day rooming list as a PDF or CSV, any person assigned to the same accommodation in multiple, non-continuous time blocks (with gaps in between) will appear in as many separate rows as there are booking blocks. This indicates distinct check-in periods for each time block.
In the 'Basic Information' box at the top left of the Event Overview, you can set the processing state of a Show via the
When many Shows are running in parallel, the first column of the event list instantly tells you which Show still needs advancing, which one is fully prepared, and which one is completely finished.
Important: Once the status is set to "Completed", all empty fields in the Event will be hidden.
This helps keep the layout cleaner for Admins, Agencies, and Tour Managers once planning is complete.
If the
To print the Daysheet, go to
As long as the status has not been set to
The font size of the Daysheet can be adjusted by Admin and Agency either through the Daysheet
Preview at the top right of the bar or via
Sometimes a single Daysheet should include a field that you've globally hidden — or vice versa. Instead of changing the global settings, you can now override which fields appear on the Daysheet on a per-Event basis.
Open the Daysheet Preview as described above. In the top right, click
A window opens listing every Daysheet field, grouped into General, Arrival, Addresses, Contact Persons, Event, Accommodation, Venue Specs and Other.
Fields that are currently shown are pre-checked. Fields that are suppressed by your global Daysheet settings or simply have no content appear dimmed — you can still click them to force them on for this Event.
You can go even finer within the Arrival and Contact Persons groups: individual arrival/onward-travel positions and individual additional contact persons can be shown or hidden separately. The preview updates instantly after every change.
Note: The selection only applies to this single Event. The defaults for all Events remain controlled via
Mobile: The
Mobile: When you tap
The Daysheet Preview offers a language dropdown in the top right. Use it to print a Daysheet in a language other than your platform language — handy when the crew comes from several countries. The dropdown lists every language J.SHOW currently supports, so you can output the Daysheet in any of them.
Whether you're building from a fixed core team, managing rotating crew, or mixing both — Templates and the Crewbooking tool work hand in hand to streamline your workflow and make the booking process as efficient as possible.
To create a core group or pre-filter a list of desired crew members for a specific Event or an entire Tour:
Go to
Click
Click
All selected people will now appear in the travel party list.
To rename the Template, click
To delete the Template, click
Note: Once created, this Travel Party Template will appear in the dropdown menu under
You have three options for applying a travel party setup to multiple Events:
➀ Copy Travel Party Without a Template
If you've manually built a travel party inside an Event, you can apply this exact setup to other Events without creating a Template.
In the
Select all target Events and click
Note: This method is ideal for quick repetition of an existing setup — no template required.
➁ From the Template Section
Go to
Choose whether to
Check all relevant Events in the event list.
Click
➂ Applying Template from Within an Event
Go to
Go to
Choose the travel party Template you want to apply to this Event.
Decide whether to
Changes will be applied immediately.
To define exactly which functions — and how many of each — are required for each specific Type of Event (e.g. Show vs Festival vs Tour):
Go to
From the dropdown menu, select the type and number of people required for each position within the respective Event Types.
Under the
If any required positions are unfilled, those will be highlighted in red to alert you that someone is missing.
You can then adjust the travel party to ensure all necessary positions are covered — making it easy to prepare every Event with full team coverage.
To manually add Artists, Crew, Tour Managers, or any other team members to the Travel Party of a specific Event:
Select the relevant Event from the event list under
Go to
A list will appear showing all available People from your people list.
Select the individuals you want to include in the travel party.
Click
Mobile: In the mobile travel party, you can also tap several people to select them at once — a pinned button adds them all in one step. People who are already booked appear grayed out.
Adding people to multiple Events: Under
Adding people without access: Add guests or companions who have no profile of their own via
If the same person comes along often, tick “Remember for future events”. For every further Event they are then offered at the top of the window under “Saved manual entries”: select them, the fields are filled in, click
The icon next to the selection opens the saved entries. Use the ✕ to the left of a name to remove it from the list — Events the person is already listed on stay unchanged.
Note: Manual input is available on desktop for Admin, Agency and Tourmanagement. Saved entries apply to the whole Platform.
Once planning is done, you can close the travel party and the vehicles of an Event separately — so nobody changes anything there by accident.
Go to
For the vehicles, click
The heading then shows a lock and “Closed on … by …”. While it is closed, nobody gets buttons for adding, loading templates or editing. Anyone allowed to make changes first clicks
Mobile: The same buttons are available in the mobile travel party and the Event's vehicles.
Admin and Agency can close, reopen and change them. Tourmanagement can only do so if
Note: Anyone who may not change a closed section can't change it via
J.SHOW offers a
To activate the Passive Function for a specific person:
Navigate to
In the
Note: Once a person is marked as 'passive' and appears
For a full breakdown on how to upload files for specific members of the travel party, please refer to the Uploading Files section.
Go to
In the window, Hide Contact Data (Email / Phone) lets you leave out email and phone for individual people or everyone.
If needed, enable Catering info per person (diet, allergies, special requirements) and click
The PDF always shows the number of people at the top. With the catering checkbox, a column per person with diet, allergies and special requirements is added, plus a summary of dietary requirements below the list.
Visibility: Only Admin, Agency, Tourmanagement and people with the Catering function see the catering checkbox.
You can email the whole travel party directly from J.SHOW — and each person automatically gets their own files attached, e.g. a flight ticket or voucher.
Go to
The “Email the travel party” window appears.
Enter a Subject and Message.
Under General Attachments, upload files that everyone receives. They stay in the window after sending and go out to everyone again with the next email — that is why they are shown large and bold with a paperclip, and the confirmation before sending lists them once more. Remove anything that should not go out again beforehand with the red ✕ next to it.
Keep Attach each person's own files from the travel party enabled so each person also receives the files you uploaded for them in the travel party (see personal files for travel party members). The files are listed under each name in the recipient list; if you untick it, they are hidden there and not attached.
Under Recipients, everyone with an email address is preselected. Use
Note: The attachments of one email may add up to at most 18 MB. If they are larger, that email is not sent and is reported as “Not sent”.
Note: The Send History of recent sends is shown at the bottom of the window.
Visibility: Available to Admin, Agency and Tourmanagement — tour managers if they are in the travel party themselves or may edit all events. Desktop only.
Whether you're staffing a full Tour or filling individual positions for a one-off Show, the Crewbooking tool gives Admins and Agencies full control. See who’s available, assign positions per Event, and keep everything flowing—fast and friction-free.
The Crewbooking tool can only be activated with an Admin or Agency Permission Level.
To do so, go to
Visibility & Access Based on Permission Levels:
Once the Crewbooking tool is activated, a Crew Member can go to
Important: If a Crew Member has already confirmed availability for a different Event on another Artist Platform for the same date, a pop-up warning will appear.
This alert notifies them of the
This helps prevent double bookings and gives Crew Members full visibility over their schedule in one place.
When a crew member selects 'I might be available', a
➀ Under
➁ Under
Note: As a last-resort workaround, Admins or Agency Personnel can submit a Crew Member's availability on their behalf by
navigating to
Transparency First: If someone else changes your availability, you will receive an automatic email notification letting you know who made the change and for which Event.
If you've been booked for a specific Event, you will now see a blue mark
under
Crewbooking tool notifications when activated:
With request availability you can follow up deliberately in the Crewbooking tool: tick events and people, send. Behind each name you see for how many of the upcoming events nothing has been entered yet — pre-selected are exactly the people with something open. Recipients are only people with an active Crewbooking tool; anyone using the app also gets a push message.
With an active Crewbooking tool, you can decide yourself that nobody books you for an Event before you have marked 'I am available' for it.
Desktop and mobile: Open your profile (see Editing Your Profile). Right below 'use crewbooking tool', tick 'Only let people book me after I have marked “I am available” myself'. The setting is saved right away and applies to this platform.
While booking protection is on:
The option is only offered if the Crewbooking tool is active for you — without it you could never report 'I am available' and would not be bookable at all.
For Admins, Agencies and Tourmanagement: When adding people to the travel party, a lock appears behind the name of such a person. If you try to book them anyway, they are not added. Instead, a window opens listing everyone who was not booked for this reason. With 'Send reminder' you ask them to enter their availability for exactly this Event — by email and, if they use the app, by push as well.
Admins and/or Agency users can confirm Crew Members for specific Events using several methods:
➀ Go to
In the dropdown Function / Template, select the relevant Function.
You will now see the availability of people with this Function across all listed Events.
Conveniently book your Crew or mark that a Person was definitely not booked for a specific Event.
➁ Go to
In the dropdown Function / Template, select the relevant Template.
This will display the availability of all crew members included in that Travel Party Template — regardless of whether their Crewbooking tool is activated — across all listed Events.
Conveniently book your Crew or mark that a Person was definitely not booked for a specific Event.
➂ Go to Event Overview >
You will see all available people for this specific Event, indicated by the green checkmark
on the left-hand side.
Unavailable people are marked with , and unsure people with .
Click the blue checkmark to automatically add the corresponding Person to the travel party.
Important: If a person has several functions in their Profile, this is the only way to add them to the Event with two assigned functions.
Days booked: Below the table in
Note: If
Note: People with an active Crewbooking tool can always see all Events in the event list — at least all Event types that are enabled for them.
However, if the Platform’s
If the Crewbooking tool is activated, users may receive notifications for:
These notifications are sent via email and additionally as app push notifications when the person is logged into the J.SHOW app.
Bundled emails: If several availabilities of one person are changed in quick succession, J.SHOW sends one tidy summary email listing all affected Events instead of many single emails — once no further change has been made for about five minutes.
Push notifications for the Crewbooking tool can be globally enabled or disabled under
Note: For a detailed breakdown of Crew Booking notifications, please refer to the Crewbooking tool section.
If a crew member is needed only for specific Event Types, below the option
Note: If the Platform's
When a user with an active crewbooking tool switches via
Under
Note: This option used to live under
The
On the Dashboard, crew members see their pending conditions with a status badge.
The
The following details are shown:
The crew member accepts the conditions with
The overview (
The Status column shows
Clicking a row opens that person's conditions. Under
Emails: When conditions are sent, a personalized introduction is generated containing the sender's name and the name of the crew member's function.
The
Note: People who have opted into the Crew Register always have access to the Global Crew Register, regardless of permission level.
In the Profile Settings, you can activate the checkbox
Next to the contact details, the list shows the columns Languages spoken and Qualifications, just as people have entered them in their profile (see Languages and qualifications). For a qualification only its name appears, without proof or expiry date; expired qualifications are not shown at all. Above the list you can filter by Function, Language (only languages someone in the register speaks are offered) and Qualifications: part of the name is enough there, then click
There are several ways to add Vehicles — but most commonly, new Vehicles are added directly within a specific Event.
Once added, the Vehicle is automatically saved to the global Vehicle Database for future use.
Note: Vehicles can only be added in Artist Platforms, not in the Agency Database.
To add Vehicles inside a specific Event:
Go to
You now have two options:
➀ Add a New Vehicle
Click
Enter all relevant details, such as Label (required), Vehicle type, Driver, License plate, Number of available seats, Bed availability (if applicable), General comments, etc.
Click
Note: The Vehicle will automatically be saved to the global Vehicle Database.
➁ Select an Existing Vehicle
If Vehicles have already been added to the global database, you can choose one from the vehicle list.
To assign passengers to a Vehicle:
Click
Check all travel party members on the list traveling in this Vehicle.
Click
Passenger names will now appear below the Vehicle information.
Who is missing? Below an event's vehicles, J.SHOW shows two summary lines:
The number is shown in brackets. The lines only appear when there is something to report, and only for Admin, Agency and Tourmanagement — on desktop, mobile and in the focus view. Passive members visible to Admin/Agency only are not counted as missing.
Once all Vehicles have been added to the Event, you can apply the same setup to other Events.
In the
Select all Events from the event list where you'd like to copy the current fleet (including passengers).
Click
Note: When copying Vehicles from one Event to another — either via APPLY TO EVENTS or when loading a Vehicle Template into an Event — you’ll be asked whether to
The Vehicle(s) will now appear in the VEHICLES tab of the Event.
Note: You can close an Event's vehicles so nobody changes them by accident — see Closing the travel party and vehicles.
For Tours or recurring setups, you can create a fleet of Vehicles using Vehicle Templates — a pre-set group of Vehicles (often with assigned passengers) that can be reused across multiple Events.
The most common way is to create Vehicles directly inside an Event, assign passengers, and then apply this setup to other Events using
Alternatively, you can build reusable templates in advance: Go to
Click
To assign passengers inside a Vehicle Template:
After adding a Vehicle, click
This is especially useful for Tours with consistent transportation arrangements.
Note: If certain people get off early or join later, you can make individual adjustments inside each Event.
To apply a Vehicle Template to Events, you have two options:
➀ From the Template Section
Go to
Select all relevant Events and click
➁ From the Event Itself
Click on
A ‘Choose a Template’ window will appear, listing all available Templates.
Choose whether to
Passenger assignments from the Template will be carried over and remain editable within the Event.
To add Vehicles directly to the database (less common method):
Go to
A new 'Add New Vehicle' window will appear.
Enter the relevant information such as Vehicle type, License Plate, Number of Seats, etc.
Click
The Vehicle will now appear in the vehicle list.
Need to upload train tickets for one person or share a full festival schedule with the whole crew?
Whether it's personal or general, J.SHOW makes file uploads fast, flexible, and freakishly efficient.
Note: Files can only be uploaded by Admin, Agency, or Tourmanagement (if granted permission), except on the Dashboard under 'personal Files'.
Go to
A 'Upload File: [Name]' window will appear.
Choose a file or drag-and-drop it inside.
Click
These files will be visible to the respective person under
Go to
A 'Upload File: [Name]' window will appear.
Choose a file or drag-and-drop it inside (e.g., train tickets, passes, etc.).
Click
This file will be visible only to this specific person under EVENT OVERVIEW > 'Files for you' — a box that appears once a file has been uploaded for them.
A vCard button is displayed next to each travel party member, provided an email address or phone number is available and visibility permissions are met. This allows you to download the contact details (name, function, email, phone, company name) as a .vcf file and import them directly into your address book.
Mobile: Every person under
Go to
A 'Upload File: [Event Date]' window will appear.
Choose a file or drag-and-drop it inside.
Choose who this file is visible to (by default, it will be visible to everyone).
Click
The file will now appear in the 'Files' box of the Event Overview for all users with permission to view it.
Note: If a file is uploaded for a specific functional category (e.g. Lighting, Sound), it will appear collapsed in the 'Files' box of all other crew members outside that function — keeping their view clean and uncluttered.
If someone without J.SHOW access needs a file from an event — the venue's technical team, the hotel or the driver, for example —, send them a link with an expiry date. Anyone with the link can open the file without logging in until it expires.
Desktop: Go to
Mobile: In the event view, the link icon sits in front of the file name in the files. In the app it may appear at the top of the file preview instead.
The “Share link” window opens and creates the link right away. Under Valid for, choose 1 day, 7 days (preselected) or 30 days; below it you can see until when the link works. Changing the duration creates a new link.
Anyone who can see the file in the event can share it — including files stored for all events or for all events of an event type that show up there. Once it has expired, the link no longer opens the file; if it's needed for longer, simply create a new one.
Crew Members can only upload personal files in one place:
Go to
A 'Upload File: [Name]' window will appear.
Choose a file or drag-and-drop it inside (e.g., passport copies.).
Click
The file will now be visible to the uploader in the 'Personal Files' box on their
For Admin, Agency, and Tourmanagement with the appropriate permission, these files will also be accessible under
Alongside the central
A tab bar at the top of the start page shows all visible Dashboards. The first tab
To create a new Dashboard:
Desktop: In the tab bar at the top right, click
Mobile: Swipe the tab bar left and tap
Enter a name in the Name field (e.g. “Production”, “Marketing”, “Tour 2026”); if you leave it empty, the Dashboard gets a numbered default name. Under Visible to you set Read and Write for each permission level — Admin, Agency, Tourmanagement and Artist are preset with write access, Crew+ with read access. Under Departments with access you can give access to entire departments (see Permissions). Create sets up the Dashboard and opens it. You can rename it at any time later via the pencil icon.
Note: Admins and the agency can always create Dashboards. For Tourmanagement, Crew+ and Crew there is one switch each under
A desk you have set up can be saved as a template and applied to a new one later, instead of creating the fields again every time. The button is called
The template's fields are added along with their content, tasks and files; existing ones stay. Access settings are taken from the template. Not included: the conversation and deadlines that have already passed.
Note: A desk without any fields cannot be saved as a template — there would be nothing to carry over.
Each additional Dashboard consists of the Conversation and any number of fields that you add yourself.
Built in:
Adding fields:
Click
With
To change a field's name (e.g. “Briefing”, “Contracts”, “Venue contacts”), click the name at the top of the field. The ✕ in the field header deletes a field. Whoever created the Dashboard can reorder the fields via drag & drop using the handle to the left of the name.
Taking over a partner from the Partner Database:
Next to
Type at least two characters into the search field (Name, city or type) and pick the partner from the results. Below it, the partner's contact persons appear, all ticked – untick the ones who should not go onto the field.
Click
Note: The field is a copy. Later changes to the partner don't reach it, but you can freely add to the field. Admin, Agency and Tourmanagement see the button if they are allowed to edit the Dashboard; on an archived Dashboard it is missing.
Who can see or edit a Dashboard is controlled on two levels: per Dashboard as a whole and additionally per field. So a “Contracts” field can be restricted to Admin and Agency while the conversation stays open to the whole team.
The
Below the group-level settings you can add individual people and set their rights one by one — to grant access for someone on an otherwise restricted Dashboard, or to specifically exclude someone.
Users with read-only access see the Dashboard without edit icons, but can still check off to-dos and post in the conversation. Individual file fields can additionally be restricted per file — uploader and timestamp are recorded.
A Dashboard can also belong to entire departments, such as sound or lighting. Anyone whose profile has a function from one of the selected departments sees the Dashboard — including people who join later. If People from these departments may also edit is ticked, they may also write. You choose the departments when creating the Dashboard and change them later in the
Dashboards update in the background while several people work at the same time. A presence bar at the top shows the initials of everyone currently viewing the Dashboard. Click on an initial to see the full name and which field that person is editing right now.
When someone is editing a text field, a subtle editing hint appears on that field — so you avoid overwriting each other by accident. Conversation and to-dos also update live, no need to refresh.
A new post in a Dashboard's conversation notifies everyone who may read the Dashboard — through their permission level, their department or as a member. Anyone who is excluded receives no notification.
Once a Dashboard is no longer actively used, you can archive it — it disappears from the tab bar but all its content stays intact. Archived Dashboards show up at the bottom of the start Dashboard under Archived Dashboards. Click to open and use
To remove a Dashboard permanently, use
J.SHOW offers two ways to communicate directly with others on the Artist Platform:
To send general messages through the Platform:
Go to
Click inside the box to begin typing. Once active, you'll see options for who to Notify with your message.
You can also tag specific people by typing @FirstNameLastName.
Click
It will appear below, along with the date and time it was sent.
To send messages related to specific Events:
Go to
Click inside the box to begin typing. Once active, you’ll see options to choose who to Notify with your message.
You can also tag specific people by typing @FirstNameLastName.
Click
It will then appear below, along with the date and time it was sent.
A summary of all Event-specific messages will also appear on the
Note: By default, Event-specific Conversation messages will notify all users in the Travel Party for that Event, as well as anyone with Admin or Agency permissions.
This can be customized under
You can now react to a single message and reply to it directly — in the event conversation, in the general conversation and on a Dashboard.
Reacting: A round smiley symbol with a plus sits under every message. Tap it to open the picker with six characters; tap again to close it. Your reaction then appears as a small chip under the message. If your character is already there, another tap takes it back.
Replying: Tapping Reply puts a strip Replying to above the input field, showing the beginning of the original message. Your reply then sits indented directly under that message, even if other people have written in the meantime. Replies to a reply stay flat in the same thread, so no nested levels build up.
Who hears about it: A reaction only reaches the person who wrote the message, and only if they have conversation notifications switched on and haven't muted the conversation for themselves. Reacting to your own message triggers nothing, and neither does taking a reaction back. The notification hub shows it either way, whether or not a push went to a phone.
If a conversation gets too noisy, you can mute it just for yourself – the conversation of a single event, of a Dashboard, or the general conversation on the
On the right of the header of the 'Conversation' or 'General Conversation' box there is a bell. Clicking it mutes the conversation: the bell is then crossed out, with Muted next to it. Another click switches the notifications back on.
Desktop, Mobile and App platform: The bell is in the same place everywhere – on the event in the 'Conversation' box, on a Dashboard in the header of the conversation.
While a conversation is muted, you get no push notification and no email for new messages there. You can still read and write, and new messages show up as unread as usual in the conversation and in the notification hub.
When sending a message in the Conversation of an Event or in General Conversations, you can choose which group(s) should receive a notification:
You can directly mention someone using
Mentions don't only work in Conversations, but in practically every free-text field: Schedule 1–3, Other, Catering, Custom fields 1–3, Comment, Announcements, To-dos (on the Event and on a Dashboard) as well as in the fields of a Dashboard.
Type an
The list appears in multi-line text fields. It is not available in single-line input fields.
Whoever is mentioned finds it in the notification hub under
When your own name appears as @FirstnameLastname in a text – in conversations, text fields, to-dos, on the Dashboard or in the notification hub – it is highlighted in color, so you can see at a glance where you are being addressed.
Two more points, so nothing catches you out:
Only new names are reported. Anyone who was already in the text gets no second notice the next time you save. And whoever saves does not mention themselves.
Visibility applies. Anyone who is not allowed to see a field according to the visibility settings, or who cannot open the Event at all, is not addressed in it either — otherwise the preview would give away the content of a hidden field.
There are many types of notifications in J.SHOW — from Event changes to messages, Crew Booking updates, reminders, and more. These can be triggered by the system, by other users, or by profile preferences.
Under
Note: If you're not logged into the App, you'll receive all notifications by email. Once logged in, they will be delivered as App Push notifications instead.
In your personal Profile, you can toggle whether you want to receive notifications for:
Since August 2026 there are more switches there — and email and app push can be decided separately. The two columns sit side by side in a table: a tick on the left controls the email, one on the right the push. Before, both hung on a single switch, so anyone who wanted fewer emails lost the push as well.
Desktop and mobile: open your profile and click 'Notifications via email or App-Push'. The settings now live in a window of their own instead of in the middle of the profile form.
App platform: tap the menu — Notifications is a card of its own there, between the accounts and 'Subscribe to the calendar'. It applies to all your accounts at once.
You can decide separately about:
Admins and agency users find a second block below it, Notifications for management — messages that are not about you but about something someone else did (for example 'when someone submits their availability').
'Booking protection' is not in this window but in your profile, right below 'use crewbooking tool' — see Providing Availability via Crewbooking Tool.
Note: Even if a person disables message notifications, they will still be notified when mentioned by
Note: For a detailed breakdown of Profile Setting notifications, please refer to the User Profile section.
Less urgent notifications are typically sent by
Urgent notifications are sent via
The notification hub is where everything that is waiting for you comes together: due to-dos, contracts, settlements, open invoices, guest list requests, unanswered conditions, unread messages, and everything that has gone out to you by push or email. Instead of clicking through every Event one by one, you see at a glance what is still open.
Three round buttons sit side by side in the bottom right corner. From left to right they are: Notification hub (bell), global search (magnifier) and Kira (question mark).
Artist Platform (desktop and mobile): Click the bell — the panel slides in from the right.
Agency Platform: The same bell in the same place.
App: Also in the bottom right corner, in both the desktop and the mobile view.
If the bell carries a red dot with a number, something urgent is waiting: overdue deadlines, items due today, and mentions. This also includes everything that has gone out to you by push or email. Hidden and already read entries are not counted. If nothing is open, the panel reports
Note for the mobile view: On a phone, the hub only shows what can actually be opened on mobile. Contracts, settlements, open settlement items, invoices and venue avails do not appear there — for those topics, switch to the desktop.
At the top there are topic tabs:
Below that you can narrow things down further:
Urgency:
Artists: If you look after several Platforms, chips with the artist names appear. On an Artist Platform that artist is preselected; in the agency and in the App the selection is set to
Platforms: The header shows
Deadlines appear
Everything that reached you by push or email is listed here as well — so nothing gets lost if you swiped a message away on your phone. This includes, among others: a new Event, a short-notice Event change, a status change, a deleted Event, your booking for an Event or its cancellation, changed availabilities, confirmed, declined or changed guest list requests, new conditions and the replies to them, completed to-dos and to-dos assigned to you, new messages in the general Conversation, on a Dashboard and on the contract, as well as venue suggestions and availability confirmations.
An entry disappears as soon as you open the place it belongs to — or when you click it directly in the hub. After that it remains available for
What does not end up in this tab: password emails, email confirmations, anything to do with subscription, trial and PRO, and mass emails to guests. Nor things that already have their own area in the hub — a guest list request is listed under
A lot of it you don't even have to open:
This works for Events on other Platforms too — your rights there are checked again with every click. Completed items stay in place with a strikethrough until the next load, so you can see what you have just worked through.
In the App the same direct actions are available — with one exception: invoices and advance invoices cannot be changed there.
Anything you're not interested in right now can be hidden with the X at the right edge of the line. If there is more than one entry under a heading, Hide all clears the whole group in one go.
At the bottom edge you get them back with Show hidden (N); clicking the restore arrow in the line brings that single entry back.
The hub draws its Platforms from four sources: the same email address on other Platforms, your other accounts, an agency login, and your work as a member of an agency.
Only the overview is combined, not the permissions. What you can see and do on a Platform is still decided solely by your Profile there — checked afresh with every request. Anyone who is a guest on a Platform stays a guest there, even if they are an admin on their own Platform.
Clicking an entry from another Platform takes you straight there — logged in, without having to log in again.
The global search finds everything in your data from a single field: Events, venues, partners, contacts, accommodations, people, guest list entries, Dashboards, as well as notes and texts. And it doesn't only search the Platform you happen to be on, but all the ones you have access to.
The magnifier button sits in the bottom right corner, in the middle between the notification hub and Kira. The search window opens in the center of the screen, with the cursor already in the field.
On a computer: Also by keystroke — S opens the search, Cmd/Ctrl + K opens and closes it (in the App only S). While you are typing in an input field, the keys do nothing.
On a phone: via the button. There are no keyboard shortcuts there.
Close it with Esc, by clicking next to the window, or with the shortcut again.
J.SHOW starts searching from the second character. The results are grouped by type, in a fixed order:
Several words are combined with AND. For notes & texts, what is on the related event also counts – title, venue, city and the year: “soundcheck paris” finds the soundcheck line in the schedule of the Paris event. At least one of the words has to be in the text itself. If the artist name is part of your search term, it is automatically ignored on that artist's own Platform — so “jolle berlin” only searches for “berlin” there.
Mentions are found in both spellings:
Not searched are files and documents, songs and setlists, contracts, settlements and invoices, as well as venue avails.
Each line shows the title, for Events the artist, and underneath the date, city and venue. If phone numbers or email addresses are stored, they appear on the right as small buttons — one click dials or writes directly, without leaving the search.
Use the arrow keys to move through the list, Enter opens the highlighted result. With nothing selected, Enter opens the first one. If a result is on another Platform, one click takes you there logged in.
If the search finds nothing, it simply says
On a phone, master data forms and person Profiles cannot be jumped to directly; those lines are not clickable. The phone and email buttons work all the same.
The search uses the same reach and the same Platform selection as the notification hub. So whatever you deselect there in the header under
Here too: your permission level is checked separately for each Platform. You only find what you are allowed to see there.
In the agency, the search additionally covers the Dashboards of the Artist Platforms you look after. The agency's own master data appears only once, and not again for every artist.
There are four different types of Calendar Subscriptions available in J.SHOW — each with a unique .ics link:
Universal Calendar Link (All Platforms)
Shows all Events you've been booked for across all Artist Platforms associated with the email address you're logged in with.
Artist Platform Link (Personal)
Shows only the Events you've been booked for on this specific Artist Platform.
Artist Platform Link (All Visible Events)
Shows all Events you have access to on this specific Platform — even if you're not yet booked.
To subscribe to any of the above Calendars:
Go to
Click .ics link.
You can paste this link into your preferred calendar application (Google Calendar, Apple Calendar, etc.). This will create a live subscription, keeping your calendar up-to-date as changes are made in J.SHOW.
Note: If needed, refer to your calendar app’s help section for how to subscribe to external calendars using a URL.
Agency Platform Link
Under
Add to Apple Calendar on Mac:
Open the Calendar app on your Mac.
In the menu bar, click File > New Calendar Subscription.
Paste the copied .ics link and click Subscribe.
Adjust settings if desired (e.g. auto-refresh), then click OK.
Add to Apple Calendar on iPhone:
Log in to the J.SHOW App.
Open the menu, expand 'Subscribe to the calendar' and click
Your iPhone asks whether you want to subscribe to the calendar and shows the subscription URL.
Click on
Add to Google Calendar:
Go to Google Calendar in a browser.
On the left side, click the + next to Other calendars and choose From URL.
Paste the .ics link and click Add calendar.
Note: You must be logged into your Google Account for this to work.
Tip: The calendar is read-only — any updates on the Platform will automatically sync to your calendar based on refresh settings.
Note: You will find the schedule of each Event inside the Notes of the respective Calendar Entry.
Not every event has to end up in your calendar. Events with certain statuses can be kept out of the subscription — usually Idea and Option, which only take up space as long as nothing is agreed.
Your own subscription: the setting is called
An address several people subscribe to: there it reads
Each crew member automatically receives a personal calendar feed that contains only the Events they are booked for. This feed is generated individually per user and updates automatically as travel party assignments change.
The crew calendar feed includes:
Note: The crew calendar is a personal link — do not share it, as it provides access to your individual schedule.
Not booked on a date yet, but you already know it is going to happen? You can still add it to your personal calendar subscription.
Open the date and activate the checkbox ‘Event in my subscribed calendar’. It only appears on future dates you are not booked on.
If the crewbooking tool is active for you, this can also happen automatically:
All future dates where you selected ‘I am available’ are added to your calendar subscription automatically — the option ‘Automatically add events marked “I am available” to my calendar subscription’ is enabled by default. You can switch it off at any time in the ‘Subscribe to the calendar’ box on the
App platform: The option is also available in the app: below ‘logged in as’, tap
Note: These entries are marked as tentative in your calendar and carry the addition ‘(not booked)’ in the title. As soon as you actually get booked, the entry automatically turns into a regular, confirmed calendar event.
From last-minute +1s to full backstage chaos control — master, manage, and customize your Guest list like a pro with J.SHOW.
Note: The
As the contact person, the guest list now names the person who is listed in the travel party of this event with tour management as their active function. Anyone who merely carries that function in general, but is not assigned on that day, no longer appears.
To add people to the Guest list of an Event:
Select the relevant Event from the event list under
Go to
An 'Add' window will appear.
Fill in relevant information such as first name, last name, invited by, etc.
Note: If
Click
The Guest will now appear in the guest list.
Underneath the name in the
The two answer different questions:
When both are the same person the second line is left out, because the same name would otherwise sit twice under one another. The information appears in all three views: the table on desktop, the list on your phone and the CSV export, where it is a column of its own.
By default, Artists and Crew+ can add and edit Guests.
People with Crew and Guest permission have no Guest list permissions.
To allow Artists and Crew+ to submit Guest requests only:
Go to
In the 'Add & edit guest list' box, select that Artists and Crew+ are allowed to 'request only'
To allow people with Crew and Guest permission to submit Guest requests:
Go to
In the 'Add & edit guest list' box, check "Crew and Guest are allowed to request"
To make a Guest request:
Go to the respective Event Overview >
A 'Make a Request' window will appear.
Fill out First and Last Name, number of tickets, and an optional comment.
Click
You will see a note that the request was sent and will be reviewed by an Admin.
Once someone reacts, you'll receive an email notification.
The requested name will appear in orange italics in the guest list.
Once approved, the name will appear in normal formatting.
Note: You can edit a Guest request even after it has been submitted.
To approve or decline a request:
Go to the respective Event Overview >
You will see a
Click
Click
There are a couple of different places to tweak and refine Guest list Settings and permissions.
➀ In the Event Overview, go to
A 'Settings' window will appear.
In the
In the
In the
In the
In the
At the very top of the window, 'There is no guest list for this event' lets you explicitly mark the Event as having no Guest list — for a private event, for example. That makes clear that no guests are planned, rather than that nobody has been added yet. The mark applies to the whole Event, including its additional lists. It can only be set while the Guest list is empty; otherwise the checkbox is grayed out and you need to remove all entries first.
Instead of the list, the note There is no guest list for this event is then shown — on desktop, on mobile, in the offline view and in the shared link. Adding guests, additional lists, moving, locking, CSV, PDF and sending are no longer offered. Click 'Re-enable guest list' right below the note (or untick the box in the Settings) to lift the mark at any time.
Mobile: You'll find the checkbox under
Here, you can also add another Guest list by clicking
A new 'Settings' window will appear, with an additional 'Label' box that allows you to name the new Guest list.
Note: The visibility of a Guest list can only be edited for additional GLs.
Note: Once at least one additional Guest list exists, the original Guest list can also be renamed.
Note: If an Event has several guest lists, Admin, Agency and Tourmanagement also see
Click
➁ Go to
Mobile: Tap the hamburger menu in the top right corner, then Settings, and choose
In the
Deactivate the Guest list completely.
Enable the "Comment" field.
Enable the "Access" field.
Enforce First and Last Name (if unchecked, it is sufficient to enter either first name, last name, or company name).
In the
You can also decide whether "Crew" and "Guest" are allowed to request.
Tourmanagement may change this box too. Apart from it, Tourmanagement only sees the PDF boxes here; all other boxes remain reserved for Admin and Agency.
In the
Also, Select which GL Pass Options are available (Aftershow, Backstage, Photo, or custom).
In the
Everyone / Admin, Agency, Tour Manager, and Artist / Only users with edit permission
In the
In the
You can choose anyone who may edit every guest list on the platform: Admin, Agency and – if Tourmanagement may edit all Events – Tourmanagement.
New guests are collected into one email per Event, sent once nobody has added anything there for 10 minutes. Nobody is notified about their own entries. Entries from desktop, mobile, the app and the AI assistant all count. Entries on an additional list with restricted visibility only reach people who may see that list.
If the box is empty, nobody is notified. The notification is sent by email only.
In the
In the
Not use price categories
Use price categories from the Template
Use price categories from the Event
In the
On top of the overall limit you can set a separate maximum for each access type — ten aftershow passes and five for the photo pit, for example. The field sits in the event's settings window right next to the pass type. Leave it empty and that type has no limit. Every additional guest list keeps its own maxima.
With the setting
Areas let you split the guest list spatially — independent of the price categories and at no extra cost: the feature is available on all platforms.
In the Event Overview, open
To the right of each area you can set a quota (tickets) — per area and guest list. The quota works just like the overall limit when someone adds an entry: once an area is picked, the
When adding a guest, pick the area via the
If every entry should be assigned to an area, enable Area required when adding entries in the
Note: The requirement only applies while the event has at least one area. Existing entries without an area are only affected the next time they are edited.
As soon as areas exist, the Area column appears in the guest list table, in the CSV export, and on the printout; the occupancy
Tip: Areas you need for many Events can be set up once under
Before you print the guest list, export it as CSV or send it, it gets locked. A locked list takes no new entries and no requests — from anyone, including the app and the AI assistant. Clicking
Desktop: In the Event Overview, click
Once the list is locked,
Next to the
Mobile: For Events from today onwards,
On the day of the show, the Guest list turns into a check-in list: you tick off arriving guests right there and keep a real-time overview of who's already in.
Requirement: The door counter only appears when today is the show day and the Guest list is closed (lock icon). Before that, and on any other day, you see the Guest list as usual without the counter.
Mobile: Open the Event's
App platform: The app takes you into the same mobile Guest list on your phone — the door counter works there identically.
Desktop: The door counter also works in the desktop Guest list — a checkbox appears in front of each entry under the same conditions (show day, Guest list closed), with the same window.
How many are already in? On the show day, the top of the list shows for each category how many seats have been checked off — e.g. Tickets: 23 of 58 checked off, followed by the same figure for every pass in use. Seats are counted, not entries: an entry with four tickets counts as four. Open requests are not counted. The figure updates with every tick right away — even offline — and picks up ticks set on another device.
Desktop: The counter sits above the table.
Mobile: The counter sits at the top, below the list title — also in the check-in link without login.
In the 'How many to check off now?' window, you enter how many people are coming in right now — not how many are in altogether. That way nobody has to do the maths at the second check-in, possibly on another device:
For each category (
If only one category still has open seats, a single tap on the number is enough: it is checked off immediately and the window closes. With several categories, first pick the number in each, then confirm with 'Check off'. Tapping the same number again clears the selection.
If more than ten seats are open in a category, choose the number with −/+ and confirm with 'Check off'.
Checked off too many by mistake? Use '−1' next to the status to take back one seat of that category.
Check-in link without login: You can also let people without a J.SHOW account handle the door. Share the encrypted link to the Event and release the
The mass email feature allows you to contact all guests on a guest list at once via email.
This feature is available on Desktop under
Enter a Subject and Message. Text can be formatted with bold, italic, underline and line breaks.
Use the {NAME} placeholder in the subject or message body to automatically address each recipient by name.
Attachments: You can upload general attachments that are sent to all recipients. Additionally, individual attachments per recipient can be uploaded directly in the guest list table.
General attachments stay in the window after sending and go out to every recipient again with the next mass email. So that you don't miss them, they are shown large and bold with a paperclip, and the confirmation before sending lists them once more (“General attachments – sent to every recipient”). Remove anything that should not go out again beforehand with the red ✕ next to it.
Below the message you see the recipients, each with a checkbox — all of them ticked to begin with. Use
Click
Click
The Send History shows all previous mass emails with date, subject, sender, number of recipients, number of errors, and number of attachments. Only the guests the email actually went to count as recipients.
Every Event has its own dedicated
Note: By default, To Do Lists are private to the creator and only available to users with a registered Profile.
Only Admin and Agency users can choose to make To-Do Items visible to other Admins or Agency users.
However, visibility can also be enabled for users with Tourmanagement permission under
To add To Do Items in the Event Overview:
Select the relevant Event from the event list under
Click the
Choose whether the To Do item should be 'visible for Admin & Agency' or 'only visible for you'.
Note: Without Admin or Agency permissions, this option is not visible, as you can only create To Do items for yourself.
Enter your task in the
Once the To Do item is overdue, it will be highlighted in red in both your Dashboard and the Event Overview To Do boxes. A will also appear next to the Event in the event list.
To add a personalized
In the 'To Do' window, click on
A 'To Do Email Notification & Calendar Entry' window will appear.
Click
Then, optionally, set a Deadline for each To Do item and add as many reminders before and after as needed (e.g. 20 days before, 7 days before, 2 days before, 3 days after, etc.).
From the day of the reminder, J.SHOW sends it every day until the task is done.
All due tasks of a person arrive in one daily email. If a task has several reminders, it still appears there only once.
To mark a task as complete, check the box next to the item in the
To edit a task, click the
To remove the deadline from a To Do item, click the
To 'Notify' a specific person once the To Do item is completed, click
A To Do item can be assigned to one or more responsible people. That way everyone can see at a glance who is taking care of a task — and the person is notified without you having to write to them separately.
Open the 'To Do' window (new or existing item) and type a name into the 'Responsible' field right below the deadline. Matching people are suggested; one click adds them. You can add as many people as you like and remove them again with the ✕ on their tag.
Desktop: in the To Do window of the Event Overview and in the focus view.
Mobile and App platform: in the to-do form of the mobile Event view.
Dashboard: To Do items on a Dashboard and in its fields have the 'Responsible' field as well.
Who can assign: on an Event, everyone who manages general To Do items — Admin, Agency and, if enabled under
Who can be assigned: everyone who is allowed to see the Event or the Dashboard — except guests. A To Do item that is 'only visible for you' cannot be assigned to anyone.
Responsible people see the To Do item even if their permission level would not normally show general To Do items, and they can check it off. Editing and deleting stays with those who could do so before. In every list, a bold line Responsible: with the names appears below the text and the deadline — your own name is highlighted in color. If you assign someone who would not otherwise see the item, the note 'also visible to:' with their names appears below the visibility option.
What the responsible person receives:
If you assign yourself, nobody is notified. Whoever assigns is automatically added under 'Notify When the Task Is Completed' and learns when the task has been checked off (only with a personal profile).
Note: The assignment email and push follow the same personal switches as the deadline reminders ('when a to-do deadline is approaching', see the Profile section). The Notification hub entry is always created.
Dashboard: in the 'To-dos in events' box you can switch between 'show all' · 'assigned to me'. The filter appears as soon as at least one open item is assigned to you and you see general To Do items anyway.
With
To add items to the 'To Do' Template box:
Go to
Select the relevant general Template or create a new one by clicking
Click the
A 'To Do' window will appear.
Choose whether the To Do item will be 'visible for Admin & Agency' or 'only visible for you' (this option is only available for Admin / Agency / Tourmanagement with permission).
Name the To Do item in the
Set a
To send email reminders, click
A 'To Do Email Notification & Calendar Entry' window will appear.
Click
Then set a Deadline for each To Do item and add as many reminders before and after as needed.
Click
To notify specific people when the task is completed, click
Click
Responsible people in templates: In a template's 'To Do' window you can also add people in the 'Responsible' field below the deadline. Nobody is notified inside the template itself — the notification goes out only when the template is applied to an Event. Copying or duplicating an Event also carries the responsible people over.
To apply a To Do Template to relevant Events, you have two options:
➀ Go to
Check 'To Do' to apply this category (and any others) to the Events in question.
Click on
Check all relevant Events in the event list.
Click on
➁ Go to
Go to
Choose the Event Overview Template that contains the To Do List you want to apply to this Event.
Check 'To Do' to apply this category (and any others) to the Event.
Click
If you are logged in via an Agency account (without a personal profile), any text entered in the Private Note box (in the Event Overview) will be
visible to all Agency employees — since there's no individual user to associate privacy with.
If the artist platform belongs to an agency and you are logged in with your own profile whose email address also has an employee account at the agency, the Private Note window shows two fields:
Both texts then appear one below the other in the Private Note box. People who only work on the artist platform and have no access to the agency do not see the shared note.
If you open the event via the agency platform and have no own profile on the artist platform, there is only the shared field. If you do have an own profile there with the same email address as your employee account (or you own the agency), you are also logged in with that profile when you switch over from the agency platform and see both fields.
To add a Private Note inside an Event:
Go to
Click the
You can now add your personal note — visible only to you (if logged in through your own registered profile).
Note: For formatting options, refer to the Formatting a Textbox section.
Creating the perfect Setlist has never been this easy.
With J.SHOW, you can effortlessly pool songs, drag and drop your favorites, and build show-ready Setlists in just a few clicks.
Note: The
First, add any
To add Custom Fields:
Go to
Click the
Alternatively: In a specific Event, click the
A 'Create Field' window will appear.
Enter a
Your new Field will now be available in the 'Create Song' window, as well as in the Formatting Templates.
Then, create a
To add entries to the Song Database:
Go to
Click the
Alternatively: In a specific Event, click the
A 'Create Song' window will appear with standard fields (Title, Duration, Composition Number, Composer, Note) and any added custom categories.
If GEMA Fields are enabled under
Fill in all relevant information and click
Repeat these steps to build your full Song Pool.
You can also add
To add a Show Segment to the Pool:
Go to
Click the
Alternatively: In a specific Event, click the
A 'Create Announcement / Note' window will appear.
Enter a
Then enter the Duration, note text, or any relevant custom fields, and click
The new segment will now appear in your Notes box.
To create a Setlist for a Show:
Select the relevant Event from the event list under
Click the
An 'Edit Setlist' window will appear.
You can either (1) manually add Songs and Announcements / Show Segments from the Song Pool, or
(2) click
Changes are saved automatically.
To manually add Songs and Announcements / Show Segments from the pool:
Click the
Or: grab the
Use
Use
To save this Setlist for future use, click
Note: Setlists can also be created and edited on mobile devices.
If you've already entered a Setlist but it isn't locked in yet, you can flag it as work in progress — just like the Schedule.
In the 'Edit Setlist' window, check
A
Who can set it: Admin, Agency, Tourmanagement and Artist can both set and see the marker, on desktop and mobile alike.
Alternatively, create a
J.SHOW asks before deleting. For a song the prompt also names the consequence: a deleted song disappears from every setlist it appears in. When a song is removed from a setlist, the crew is notified — just as when adding or reordering.
To apply a Setlist Template, you have two options.
➀ Apply a Template to Multiple Shows
Go to
Check all relevant Events you want to apply the Setlist to in the event list.
Click on
➁ Apply a Template from Within a Show
Go to
Hit the
Click on
Choose which Setlist Template you want to apply to the Event in question.
Changes will be automatically applied.
You can customize and print tailored Setlists for different functions (e.g. lighting techs, musicians, monitor engineers, sound technicians) using Formatting Templates in the 'Edit Setlist' window. These templates let you define which fields are displayed for each function or team.
Go to
Click the
Alternatively: In a specific Event, click the
A 'Create Formatting Template' window will appear.
Enter a
The 'Edit Formatting Template' window will appear.
Select which fields to include in the printout from the
General: show field names, include the total playing time,
Type: pick the
Header: with
Changes are saved automatically.
To print, click the
Note: If you wish to edit or remove a Formatting Template from the list, hit the
To preview a Setlist printout using a customized Formatting Template:
Go to
Navigate through the Formatting Template drop-down menu in the top right corner to see the preview.
To print a Setlist using a customized Formatting Template:
Go to
Choose the desired Formatting Template from the list.
A PDF-file will be generated in a new window.
Formatting Templates let you control exactly which fields are shown when printing or exporting a Setlist.
For example, if you're creating a Setlist for the Artist, you can customize the template to include only the most relevant info for them.
This ensures that every PDF or CSV export contains the right details for the right person or function.
To customize a Formatting Template for PDF or CSV printout:
Go to the respective Event Overview > click on
An 'Edit Setlist' window will appear.
Click on
An 'Edit Formatting Template' window will open.
Choose which fields and information to include under 'Add fields:'
To exclude fields, click
You can also adjust Alignment, Borders, Font Size, and other layout settings.
To print a Formatting Template as a PDF or CSV:
Go to the respective Event Overview > click on
The 'Edit Setlist' window will appear.
Click on either
The printout will open in a separate tab.
This chapter covers a range of additional features and tools available on the Artist Platform.
If a venue and/or promoter imposes a Radius Clause to avoid competing Events,
this is how you can check whether your other Events fall within the stipulated limits:
Go to
You’ll see three options:
Note: Events that are not Show Dates will automatically be ignored.
Note: Once a Radius Clause is active, you will be instantly notified if another Event violates its conditions.
A warning will also appear inside the specific Event that violates the Radius Clause, flagging the conflict directly in the Event Overview.
Additionally, any violating Event will show a
Admin and Agency can dismiss a single conflict in the warning with
In addition to protecting the clause against competing performances, you can enable a separate Announcement Protection. It prevents already-announced shows from your own environment from conflicting with the protected show during a certain period — even if the shows themselves fall outside the regular protection window.
In the 'Radius Clause' field (while the radius clause is active), enable the checkbox
Then fill in the two date fields:
Violations of the announcement protection are marked in the event overview and in the event list with the label
For a visual overview of all shows and possible violations:
Go to
Markers shown in red indicate violations. The map overlay displays the radius clause as readable flowing text with concrete dates — for example: "Within a radius of 150 km no events from 30.03.26 to 02.05.26 and no announcements from 30.03.26 to 05.05.26".
With the Radius Clause Checker you can also check the other way round: enter a city, a show date and optionally your own announcement date to see whether existing shows with an active radius clause would cover this combination. Radius and periods are read from the existing radius clause settings of the respective shows. The tooltip above the matches dynamically updates to the dates you entered.
Platform note: The full Announcement Protection configuration and the Radius Clause Checker are available on the Artist platform on Desktop. The mobile Artist version, the Agency platform and the App platform display the new labels ("Protection from" / "Protection until") — the detailed Announcement Protection configuration happens on Desktop in the Artist platform.
Don’t let the spotlight go to waste!
With the Announcements / Upcoming Shows feature, you can remind Artists to promote future gigs in the area while they're on stage for this Event.
To add Upcoming Events to the 'Announcements / Upcoming Shows' box:
Go to
Click the
A 'Announcements / Upcoming Shows' window will appear.
Check the box 'Automatically view announced events'.
Set the timeframe and radius within which upcoming Events should be shown.
Optionally, add a custom announcement in the text box and format it as explained in the Formatting section.
Click
All Events that match the selected criteria — along with any custom announcement — will now appear in the 'Announcements / Upcoming Shows' box for the Artist to see.
Note: Only Events that have already been announced (i.e., made public) will be displayed.
Default for new Events:
Under
Every Event created from then on takes over these values — also via the AI assistant, the import or an avail sheet. Existing Events stay unchanged; a duplicated Event keeps the setting of its original. For event types without a show (e.g. rehearsal, travel day) the box is not shown anyway.
Note: Admin and Agency can change this default.
To remove an Event from the 'Announcements / Upcoming Shows' box:
Click on the next to the Event.
It will move to the 'Hidden Events' section, accessible via the
To Unhide it, click the next to the Hidden Event.
It will then be displayed again in the 'Announcements / Upcoming Shows' box.
To create a digital Badge for your Crew Members:
Go to
You can either use the default background image, or upload your own in the 'Upload New Background Image' box by selecting a file (max 5MB) and clicking
In the 'Layout' box, you can configure the appearance of the badge:
In the 'Own Security Seal' box, you can upload a Custom Seal in .gif format.
Click
Note: A custom seal can be uploaded or deleted by Admin, Agency and Tourmanagement — like all other Badge settings. To remove an existing seal, use
Note: All changes will be automatically displayed in the preview window.
Note: Once a badge is in use, the AAA (All Areas Access) badge icon is always displayed in the App for easy access — even in offline mode.
With just a few clicks, you can seamlessly integrate all your public Tour Dates from J.SHOW into your personal Artist and/or Agency website.
Whether you're showcasing tour dates, promoting festival slots, or listing upcoming shows, J.SHOW generates an embeddable code that keeps your site updated in real-time—no extra work needed.
Effortless. Automatic. Always up to date.
To enable the 'Event list for website' feature in the Event Overview:
Go to
Note: Once this is enabled, the 'Event list for website' box will be available in the Event Overview for individual adjustments.
Then, choose whether you want the complete display (Country – City – Venue/Title*) or a minimal version (City / Title*).
(*Title will only appear when the "use instead of city / venue" option is activated in the Event’s Basic Information box.)
Optionally, enable the checkbox
You’ll also find the 'Instructions for installation' button — a simple 3-step guide for embedding the feature on your site:
➀ Paste the provided code where you want the tour dates to appear on your website.
➁ Paste the second code snippet within the <head> section of your site.
➂ (Optional) Customize the code from step 2 to match your site’s style.
Data protection for your website:
The guide opens via the 'Instructions for installation' button. Below the three steps, the same window contains a 'Data protection' section. It describes what the embedded event list does technically when someone opens your website: it loads two files from your J.SHOW address, sets no cookies and stores nothing in your visitors' browsers. Only the details every page request carries are processed (including IP address, time, browser and language setting), on servers in Germany. Ticket links only pass data to the ticket provider once a visitor clicks them.
Underneath you find the 'Template for your privacy policy': a ready-made text with your platform address already filled in. Click into the text field to select the whole text, copy it and paste it into your website's privacy policy. 'J.SHOW privacy policy' takes you to our own privacy policy.
Editing Website Display per Event:
Go to
Click the
A 'Event list for website' window will open, showing the date and weekday at the top.
Add up to three Ticket Links (Name + URL) and indicate if any are Sold Out.
Only a complete web address is saved. J.SHOW adds https:// to an address without it; anything else (such as a sentence or “box office”) is rejected by the form with a note.
Add up to two Support Acts.
Choose whether to
Note: The options Publish Now, Publish on Future Date, and Not Public are directly linked to the selections made in the Basic Information box of the Event, i.e. Announced, TBA and Not Public.
Click
Click
Note: The 'Event list for website' box will only appear for Events that are actual Shows. Other Event Types (e.g. Rehearsal, Travel Day) will not be shown on the website.
Note: If the
However, if you’ve selected a specific Event Date in the 'Basic Information' window and later want to display only the actual performance day, you can now use the
If you set an Event to
Inside the 'Event list for website' window you'll find a
Note: Past Events are hidden automatically anyway — fill this field in only if an Event should disappear before its actual show date.
Sometimes the website embed should show something different from the master record — a relocation, a different promoter name, a special URL. Inside the 'Event list for website' window you can now override these values per Event, without touching the master record:
Venue — Country, City and Name can be overridden per Event. Country is now a dropdown with ISO codes.
Partner — Name and Website can be overridden per Event.
Postponed / Relocated — two flags you can toggle manually whenever an Event has been moved to another date or to a different venue.
Click the
Note: These per-Event overrides only affect the website embed and the API. The master records for venues and partners stay untouched. Available on the desktop version.
With J.SHOW, you can easily share as many (or as few) details as needed about specific Events across different Artist Platforms.
You can even generate a sharable link to give access to outside parties who aren’t part of the platform.
Whether you're coordinating across multiple Artists or giving a venue tech crew access to the latest specs, J.SHOW keeps it simple, secure, and seamless.
To share / integrate a specific Event into another J.SHOW Artist Platform (as Support Act):
Go to
A 'Share' window will appear.
Click on
A 'Share Event with the Platform of Support / Feature' window will appear.
Enter the J.SHOW domain of the Artist Platform you want to share the Event with.
Select the categories of information you wish to share.
Click the to finish.
You’ll be redirected back to the 'Share' window.
Click the again to finalize.
The Event will now appear in the event list of the other Artist Platform, complete with all selected details.
Once Platform A has shared an Event with Platform B:
Platform B will receive a notification in the event list stating: “This platform has been granted access to Events from another platform. They appear in this list and are marked with a + symbol. Click on any of these Events to add them to your own platform.”
Once Platform B clicks on one of these Events, the + symbol will disappear, and the Event Title will include ‘SUPRT’ followed by the name of Platform A.
Platform B can now independently add their own Travel Party, schedules, and notes inside the shared Event. They will only see the specific categories that Platform A has made accessible for this Event.
Both Platforms will have their own travel party, as well as separate input fields for scheduling and event-related information. Platform B can also control visibility settings for their own crew members regarding which shared data from Platform A is accessible.
Note: While neither Platform can see the individual crew members of the other, the
If Platform A withdraws the sharing (it removes Platform B again in the 'Share' window or deletes its Event), the Event stays on Platform B — with everything Platform B entered itself, such as the fee, travel party, schedules and comments.
From the moment the sharing is withdrawn, it shows nothing from Platform A except its name — the venue, partner and all other details are its own. During the following night it is unlinked: it no longer takes anything from Platform A. It keeps the venue, partner, contact persons, status and, as its name, the band name of Platform A once, as Platform B last saw them — wherever these fields were still empty on Platform B. Whatever Platform A had shared only through the ticks is dropped.
The admins of Platform B get an email about it, and at the top of the Event's 'Basic information' window a note is shown to Admin and Agency (also on mobile). You can keep the Event or delete it;
If Platform A is deleted entirely, the sharing ends in the same way. The note and the email then say 'Sharing ended'; the email is only sent for Events that are still upcoming.
To generate a shareable link with an external party outside of J.SHOW:
Go to
A 'Share' window will appear.
Click on
A 'Encrypted Link to This Event' window will appear.
You’ll find the link at the top of this window.
Select the categories of information you wish to share. The link itself stays the same, but whenever it's accessed, it will always reflect the categories currently set to visible.
On desktop you can replace the link in the same window if it should no longer be valid: click
Click
Click the to close the window.
You’ll be redirected back to the 'Share' window.
Click the again to finalize.
Here's a complete breakdown of all manual formatting options available inside J.SHOW textboxes.
*ABC* → Bold text__ABC__ → Underlined text**ABC** → Italic text~~ABC~~ → [small]ABC[/small] → Smaller text[big]ABC[/big] → Larger text[center]ABC[/center] → Centered text
If you want one of these characters to stay just a character, put a backslash in front of it: \*, \_, \~, \[, \-. The backslash itself is not printed. That way a name starting with an asterisk stays intact instead of turning the following text bold.
To create
To
Input Example:
Arrival -//- 12:00 PM
---
Lunch -//- 2:30 PM
|
Rendered Example:
|
You can also create interactive links:
[maps]Street 1, City 23456, Country[/maps] → creates a direct map link — Google Maps, or Apple Maps on iPhone and iPad if you chose it (see app menu)[tel]+1234567890[/tel] → creates a clickable phone number[mail]email@email.com[/mail] → opens default email program to write to the addressThese formatting options are available in most large textboxes across the Platform: Schedules, Custom Fields, Other Fields, Catering, and the temporary Accommodation text field (only visible when no accommodation has been selected).
Addresses and numbers become clickable by themselves. If you write a phone number, an email address or a web address starting with www. in a text, it automatically turns into a link in the display – even without [tel] or [mail]. Tapping the number starts the call on a phone, tapping the email address opens your email program.
This works in the Conversation on the event and in the general conversation, in the Private Note, in Comment, Catering, Other and the Custom fields, for Accommodation and Venue, for Arrival and Departure, and on a Dashboard in the text fields, to-dos and the conversation – on desktop, on mobile, in the app platform and in the shared event view.
Anything starting with +, 00 or 0 counts as a phone number. Dates, times, amounts, postal codes, IBANs and invoice numbers stay plain text.
[tel] and [mail].For events taking place within the next 14 days, J.SHOW automatically displays a weather forecast in the Event Overview — provided the venue has coordinates assigned.
The weather display includes:
Weather data is retrieved via the Open-Meteo API and automatically cached to ensure fast loading times.
Note: By default, temperature is displayed in °C. Under
Kira is J.SHOW's free support chat. It is available on the Artist Platform, the Agency Platform, and in the App, helping you with questions about using the platform. Kira answers questions and helps out — it doesn't change anything in your platform itself.
Desktop: Click the floating
Mobile and App Platform: Tap the same round
Ask your question — Kira can answer questions about the platform, help with problems, and record bug reports or feature requests.
Your chat history is kept within the same browser or within the app — whether you're on the Artist or Agency Platform, Kira remembers your conversation.
To start a new chat, click
At the top of the chat window you'll find two tabs side by side: Support (that's Kira) and Assistant.
In short: Kira explains and helps, the Assistant gets things done. If you ask Kira to enter something, it points you to the Assistant — and conversely, the Assistant points you back to Kira for support or login questions.
The Assistant tab only appears if it has been enabled for you (by default for people with admin, agency or tour management rights). More on that in the next chapter: AI Assistant.
If you ask Kira where to find something, it doesn't just describe the way — it shows you. Matching its answer, it draws a colored frame around the spot it means and slightly dims the rest of the page, so your eye lands there straight away. If the area is off screen, the page scrolls there gently.
You don't have to click anything or switch anything on for this. Just ask as you normally would, for example “where do I enter the schedule?” or “where do I find the guest list?”.
If Kira names several spots, each one gets a small number, in the order it mentions them.
The chat window and the three round buttons in the bottom right corner always stay bright — Kira doesn't put itself in the dark.
The highlight disappears as soon as you click anywhere or press Esc. It covers nothing and blocks no input.
If the spot you're after is on another page, Kira remembers the highlight: as soon as you get there it is applied, and the chat window opens with Kira's explanation. This reminder is valid for half an hour and triggers exactly once.
Kira can point to the menu items, the tabs and boxes inside an Event, the tools of the event list and the buttons in the bottom right corner — on the Artist Platform, the Agency Platform and in the App. It also finds custom boxes and renamed custom fields, because every area announces itself with its visible heading.
And here in the manual Kira does the same: ask a question and the page jumps to the section that holds the answer and highlights it. You don't have to go looking for it.
Besides Kira there is a help window with the Tutorials – short explainer videos on the individual features – and this manual. The tutorials open in the language you have set in J.SHOW.
Desktop: Click
Mobile: Tap the hamburger menu at the top right and then
App platform: In the menu, Tutorials sits directly above User Guide.
Agency Platform: Here too, the bar at the bottom has
Agency Platform: Right next to it is
The AI Assistant is a separate tab next to Kira in the same chat window. On request, it creates or edits data directly in your platform — such as events, venues, schedules, or deals. Unlike Kira support, the Assistant requires activation and is visible to admins only by default.
You give the Assistant work in three ways: directly in the chat, by email, or via AI file analysis on an event. For support or login questions, the Assistant sends you back to the Support tab.
The Assistant maintains almost everything that belongs to an event. You tell it in plain language what should happen — it creates or edits the data. An overview, grouped by area:
The most direct way is the Assistant tab in the chat window: type your instruction in plain language and send it.
When you open it, the Assistant greets you like this: "Tell me what to take care of – create events, fill in details, keep venues up to date. Feel free to attach a file, too."
Just phrase it freely, for example "Create an event on Sep 12 at Columbiahalle Berlin". You can also attach a file to your instruction — the Assistant reads it as well and processes it together with your text.
Whether the Assistant enters changes directly or proposes them first depends on the configured mode (see Propose or Apply Directly). In propose mode, it replies with "I've prepared the changes as a proposal for you" — you then find them in the show overview on the affected event, ready to confirm.
The Assistant maintains your events without any typing in the platform — straight from your email inbox. Every platform has its own trigger address in the form
Write an instruction directly to this address, or simply add it to CC of your emails with promoters, venues, or hotels.
It reads along and enters the content automatically: events, venues, schedules, accommodations, and more.
You configure the trigger address and the authorized senders under Activation & Authorization.
Platform note: Setup happens in the platform settings (see below); advancing by email itself works from any inbox.
Upload a document to an event and let the Assistant enter the content for you — contracts, daysheets, hotel lists, and the like.
Desktop & Mobile: Open the file upload on the event and enable the option
Optionally, you can note in an instruction field what the Assistant should focus on — for example "only enter stage dimensions, capacity, and load-in".
If you keep giving the AI the same instruction, save it once as a default instruction under
The Assistant understands images, PDFs, Office documents, and text formats (including ODP presentations). While it reads, an animated hint appears on the document.
If there is no suggested change, the “Analysis complete” window shows the result, now in the app as well.
You decide whether the Assistant proposes changes first (you confirm them) or enters them directly. The mode can be set separately for email advancing and for file analysis (see Activation & Authorization).
In propose mode, a panel "Assistant's proposal" appears on the affected event:
Each proposed item is listed individually and can be selected or deselected.
With
The panel works on desktop and mobile. Selection fields appear as dropdowns with the real terms of your platform, the travel party as deselectable people chips.
If you have closed the panel, reopen it with the "Assistant's proposal" button — on a computer it appears in every tab of the event as long as the proposal is open.
If something isn't right about a proposal that has just been prepared, simply tell the Assistant (e.g. “add the company for all three”). As long as nothing from it has been applied or deselected yet, it creates a corrected version and the old proposal disappears — you don't need to reject it for that.
If your production has fixed habits, you don't have to repeat them to the Assistant with every request: under
An example: "Don't adopt the details about the venue's sound equipment — our own sound equipment travels with us." Write the rules in plain language (up to 2,000 characters) and save them.
The difference from the default instruction of the AI File Analysis: that one only pre-fills the instruction field on file upload and can be changed per file. Your own rules, by contrast, apply permanently and on every route.
An explicit instruction in a single request takes precedence over your rules. And they don't extend what the Assistant is allowed to do — permissions and safeguards stay as they are.
All AI features — Assistant, email advancing, file analysis, and tour routing — run on a shared AI quota measured in credits. It refills automatically every month.
With PRO, the included quota is twice as large.
Need more? Buy credit packages under
The Credits history right inside the quota box lists your latest AI jobs: type (assistant instruction, file analysis, e-mail advancing, tour routing), time, and credits used — including whether they came from free credits or purchased credits. Click
Note: When the balance is used up, the
If the balance only runs out during a file analysis, the file stays saved, and a note appears on it saying that it was not analyzed. As soon as credits are available again, you restart the analysis from this note.
Kira knows the credit balance: if it is used up, she says so — instead of promising a handover to the Assistant that can no longer run. A goodwill credit appears in the credit history. If you switch on auto top-up without having stored a payment method, the reason is now shown in the settings; likewise, mails rejected at the gate become visible there.
The Assistant and email advancing are set up in the platform settings — visible to admins only.
Desktop: Go to
By default, “Everyone with Admin, Agency or Tourmanagement rights + the people enabled below” is selected: everyone with admin, agency or tour management rights may use the Assistant, plus the people you release individually. With “Only the people enabled below” you restrict access exclusively to these released people. This does not apply to email advancing: there the Assistant only processes emails from the authorized senders entered.
The Assistant can only do what the triggering person may do in the web interface: Tourmanagement e.g. cannot publish to the website, set a radius clause or edit the contract – and without “Tourmanagement may edit all events” only on events of its own travel party. Contract and deal are set by Admin and Agency only. Artist, Crew+, Crew and Guest cannot change event data through it that the interface denies them.
Note: When the Assistant enters something, the editor shown is always the person who triggered the action — the crew is notified just like with a web change.
Templates act as the foundational logic layer of your tour setup — enabling scalable, repeatable workflows across Events by standardizing schedules, crew, travel, and accommodations with a single source of truth.
To create a general 'Event Overview Template' that include Schedules, Catering, Rooming, To Do's, Contact Persons and Custom Infos:
Go to
To rename the default 'TEMPLATE #', click on
A 'Rename’ window will appear where you can assign a new Title for this Template, e.g. FESTIVALS 2025.
To empty a template, click
Note: You can create up to 9 Event Overview Templates per Platform
To create a 'Schedule' within an Event Overview Template:
Hit the
A 'Schedule' window will appear.
Name the Title of the Schedule next to
Note: For a complete overview of all available formatting options, please visit the Formatting a Textbox section.
Select who this ‘Schedule’ is visible for and
Note: You can create up to 3 Schedules per Template. If you're creating different Schedules — for example, one for the Crew and one general Festival Schedule — make sure to select the correct visibility permissions for each, so that only the intended group can access them.
To add 'Catering' Info:
Hit the
A 'Catering' window will appear.
Select and fill in all relevant information using the formatting tools provided.
Note: For a complete overview of all available formatting options, please visit the
Formatting a Textbox section.
Use
Click
To add Custom Information:
Click the
An 'Custom Field' window will appear.
Name the Title of the Custom Field next to
Fill in all relevant information using the formatting tools provided.
Note: For a complete overview of all available formatting options, please visit the
Formatting a Textbox section.
Select who should have visibility for this section and click
For a full breakdown on how to create a To Do List Template and apply it to individual Events, please visit the To Do List section.
Note: If you apply the To-Do section of an Event Overview Template to an Event, its To-Dos are added to the existing ones — existing To-Dos stay, and a To-Do with the same text is not created twice.
To create a detailed 'Rooming List':
Click the
A 'Rooming for accommodation' window will appear.
You can now select the number and size of each bedroom via the dropdown menu.
Here are the examples of room types and their intended occupancy:
Manually assign rooms by clicking the
Click
Note: If you apply a Rooming Template and don’t see any names listed yet, check whether the corresponding people have been added to the Event’s travel party. As soon as they are, their names will automatically appear in the pre-assigned rooms.
The box initially shows Accommodation 1 to Accommodation 4. As soon as Accommodation 4 has rooms, Accommodation 5 appears below it; after each further accommodation with rooms the next one is added, up to Accommodation 20. When the template is applied, these rooms are carried over as well — see additional accommodations.
To add a 'Contact Persons':
Click the
A 'CP Other' window will appear.
Fill out the Function (e.g. technical director, tour manager, tour assistant, etc.), Name, Email, and/or Phone.
Select who should have visibility for this section and click
Should you require any additional or miscellaneous information to be available at a glance, use the
To add an 'Other' Template:
Click the
Fill in all relevant information using the formatting tools provided.
Note: For a complete overview of all available formatting options, please visit the Formatting a Textbox section.
Select who should have visibility for this section and click
Note: When applying an Event Overview Template to a specific Event, you don’t have to apply the entire Template. Each section — such as To-Dos, Schedule, or Rooming — can be applied individually.
Empty fields: Sections that are empty in the template are listed with an (empty) label and are not ticked. A template never clears a field on the Event — if you want to clear something, do it directly in the Event. A schedule that only has a title also counts as empty. A custom field with only a title, on the other hand, is applied: it goes into a slot without a title or content and replaces nothing. If none is free, the window says so.
To apply the ‘Event Overview Template’ to relevant Events, you have two options:
➀ From the Template Section:
Go to
Choose which categories (e.g. Schedule, Catering, To Do, etc.) you would like to apply to the Events in question
Click on
Check all relevant Events in the event list
Click on
➁ From within the Event:
Go to
Go to
Choose the General Template you want to apply to this Event
Choose which categories (e.g. Schedule, Catering, To Do, etc.) you would like to apply to the Event
in question and click
If the Event already has content: Empty sections are simply filled, and if the Event already has exactly the same content, nothing happens. If it has something different, “Already filled in on this event:” appears below the section with the choice
Custom fields are matched by title: a template field goes into the Event's custom field with the same title, otherwise into an unused one. If none is left, “No custom field left on this event:” appears — choose
If you apply the template to several Events via
You can save the data of an existing Event directly as a new template — available for all 5 template types: Overview, Travel Party, Vehicles, Contract, and Finances.
In the desired Event, go to the respective tab (e.g.
Click
Note: The button only appears if fewer than 9 templates of that type exist.
For a full breakdown on how to seamlessly create and manage the travel party — including how to build
For a full breakdown on how to add Vehicles and create Vehicle Templates, please visit the
For a full breakdown on how to create Song Pools and build Setlists using Templates, please visit the Setlists section.
Easily create dedicated Templates for different Types of Events — such as Tours, Festivals, Travel Days, Set Up, and more — and link them directly to those Event Types.
Once linked, the associated Template will be automatically applied every time you create a new Event of that Type — with Schedules, Rooming, Catering, Contact Persons (CPs), and more already pre-filled. No more repetitive admin. Just pure efficiency.
To link Templates to specific Event Types:
Create a dedicated Template (if you haven’t already) under
Go to
Use the dropdown menu in each Category column to link every Event Type with its relevant Templates.
Your changes will be saved automatically.
Example: If you want all Tour Events to automatically use your General Overview and Vehicle Templates, select those Templates from the dropdown menus in the corresponding rows.
Note: Templates are only applied automatically when creating a new Event. Existing Events remain unchanged by default.
However, if you change or enter the Event Type later under 'Basic Information' of an existing Event, a checkbox will appear allowing you to
If many of your Events need the same guest list areas (hall, box, balcony …), create them once as a template. Every new Event then gets them automatically.
To set up the template:
Go to
Enter a name in the
Under Applies to you see every event type that is a show — all ticked to begin with. Untick the event types the area should not apply to. An event type you create later that is a show gets the area automatically. Event types without a show (such as Travel, Set Up, Tear Down or Off Day) have no guest list and are not offered.
If every entry should be assigned to an area, tick Area required when adding entries below the areas. It applies to the whole template and is passed on to the main list of every Event that gets areas from it.
When is the template applied? When you create an Event and — if you apply the templates — when you change its event type, just like the other event type templates. It only ever adds: an area with the same name that the Event already has is not created twice, and existing areas, including their entries and quotas, stay as they are.
To add an area to existing Events:
Click
This covers Events from today onwards with one of the ticked event types. Events that already have the area, canceled Events and Events without a guest list stay unchanged. Once no Event is missing it, it reads All upcoming events of these event types already have this area.
In addition to Planning, Stage rider and Hospitality Rider, you can create as many status fields of your own as you need — for example for parking, merch or a radio license. They appear in the Event right below the Basic information, in the Focus View and as selectable columns in the CSV export of the event list.
To create a field:
Go to
Enter a Description. Optionally add a Short label (up to 5 characters) — it is used as the column header in the focus table. Leave it empty to use the first four letters of the name.
Under Options, define the values and pick a color for each (green, yellow, orange, red, blue or gray). A new field comes with OK, open and n/a as suggestions; use the empty rows for more values and remove single values with delete.
Under Show for these event types, tick the Event types the field should appear for. Event types without a show (such as day off or travel day) start unticked.
Click
In the overview, the arrows change the order in which the fields appear in the Event, and the pencil icon opens a field for editing.
Note: Deleting a field removes the values set for it on all Events.
Note: Admin and Agency can create and edit fields. Who may set the values on an Event is described under Planning status.
When inviting a new Person to an Artist Platform, you’ll be asked to select the appropriate Access Rights/Permission Level for that individual.
To change a Profile's
If you're logged in to the Artist Platform, your email address and Access Rights/Permission Level are displayed in the bottom left corner.
On the Artist Platform, you can preview how the Platform appears for different Access Rights by selecting a level from the list in the lower left corner.
Note: To display certain functions, you must be a member of the travel party itself.
Dashboard Permissions
Controls what users see on the Dashboard.
The table below shows only Dashboard-related permissions — controlling who can view specific fields and sections on the Dashboard itself.
| VIEW / EDIT (If not specified, permission includes both) |
Admin | Agency | TM | Artist | Crew+ | Crew | Guest |
| DASHBOARD Tab | |||||||
| General Files / Rider VIEW | |||||||
| General Files / Rider EDIT | |||||||
| Subscribe to the calendar | |||||||
| Personal Files | |||||||
| General Conversation | |||||||
| Event Changes History VIEW | |||||||
| Guest list requests | ➊ | ➊ | |||||
| Conversations | |||||||
| Sales Statistics PRO |
➊ Only visible if 'add and edit' is checked under SETTINGS > GUEST LISTS
Events Permissions
Controls access to the global event list and all tour-wide overviews.
The table below determines who can view the complete list of Events across the platform — including general overviews, pre-sale insights, and the full event list.
| VIEW / EDIT | Admin | Agency | TM | Artist | Crew+ | Crew | Guest |
| EVENTS | |||||||
| EVENT OVERVIEW | ➊➋ | ➊ | ➊ | ➌ | |||
| MAP | ➊ | ➊ | ➊ | ➌ | |||
| CALENDAR | |||||||
| BLOCKS | ➍ | ➍ | ➍ | ➍ | |||
| CREATE NEW EVENT | ➏ | ||||||
| Event list | ➎ | ➎ | ➎ | ➎ | |||
| PRESALES PRO |
➊ By default, all events are visible. To restrict visibility to members of the travel party only, enable the option "Visibility of Events" under SETTINGS > PERMISSIONS.
➋ By default, events can only be edited if part of the travel party. To allow editing of all events, activate "Tourmanagement may edit all events" under "Permissions for Tourmanagement" in SETTINGS > PERMISSIONS (only possible if "Visibility of Events" is not enabled).
➌ Events are only visible if the user is part of the travel party. Editing is not possible.
➍ By default, not visible. Visibility and/or adding of Blocks can be activated under "Blocks" in SETTINGS > PERMISSIONS. The Calendar itself is available to every permission level — showing only the Events that level is allowed to open. Blocks appear in it only if they are visible to that permission level; Plan mode in the Event list depends on this as well.
➎ If visibility is restricted to members of the travel party, and you're not included, the event list will still be visible (but not editable) if the Crewbooking tool is enabled for your profile — allowing you to still indicate your availability.
➏ Disabled by default. Can be enabled under "Permissions for Tourmanagement" in SETTINGS > PERMISSIONS. When enabled, Tourmanagement can create new Events and duplicate existing Events.
Manages access to details within individual Events.
The table below defines what users can see and edit inside a specific Event — including show details, crew assignments, internal notes, and more.
| VIEW / EDIT (If not specified, permission includes both) |
Admin | Agency | TM | Artist | Crew+ | Crew | Guest |
| EVENT OVERVIEW VIEW | ➊ | ➊ | ➊ | ➌ | |||
| EVENT OVERVIEW EDIT | ➋ | ||||||
| Basic Information VIEW | |||||||
| Basic Information EDIT | ➒ | ➒ | ➋ | ||||
| To Do | |||||||
| Private Note | |||||||
| GUEST LIST VIEW | ➑ | ➑ | ➑ | ➑ | ➑ | ||
| GUEST LIST ENTRY | ➍➎ | ➍➎ | ➎ | ➎ | |||
| GUEST LIST SETTINGS | ➓ | ➓ | ➓ | ||||
| TRAVEL PARTY VIEW | |||||||
| TRAVEL PARTY EDIT | |||||||
| VEHICLES VIEW | |||||||
| VEHICLES EDIT | |||||||
| CONTRACT PRO | ➏ | ➏ | |||||
| EXPENSES PRO | ➏ | ➏ | |||||
| PRESALES PRO | ➐ | ➐ | ➐ | ➐ |
➊ By default, all events are visible. To restrict visibility to members of the travel party only, enable the option "Visibility of Events" under SETTINGS > PERMISSIONS.
➋ By default, events can only be edited if the user is part of the travel party. To allow full edit access, enable "Tourmanagement may edit all events" under "Permissions for Tourmanagement" in SETTINGS > PERMISSIONS (only possible if "Visibility of Events" is not enabled).
➌ Events are only visible if the user is part of the travel party.
➍ Can ‘add and edit’ guest list entries only if enabled under SETTINGS > GUEST LISTS > Add & edit guest list.
➎ Can ‘request only’ if enabled under SETTINGS > GUEST LISTS
➏ PRO feature – only visible if enabled under SETTINGS > PERMISSIONS (‘visible for artists’ or ‘visible to the respective Tourmanagement’).
➐ Only visible if enabled under SETTINGS > TICKETS > Display ticket sales in event overview.
➑ Visibility of the entire Guest list can be managed under SETTINGS > GUEST LISTS > "Visibility of Guest list".
➒ Event rescheduling, duplication, and deletion only possible with this permission.
➓ Can edit the Guest list settings for the event (only Admin, Agency, and TM — TM only with edit rights for the event).
People Permissions
Covers everything related to managing users and team members.
This includes permission to invite, confirm, or edit people on the platform — whether they’re Artists, Crew, Guests, or people with any other permission level.
| VIEW / EDIT | Admin | Agency | TM | Artist | Crew+ | Crew | Guest |
| PEOPLE Tab | |||||||
| OVERVIEW | |||||||
| CREW BOOKING | ➋ | ➌ | ➌ | ➌ | |||
| ADD NEW PERSON | ➊ | ||||||
| EXPORT | ➋ | ||||||
| GLOBAL | ➍ | ➍ | |||||
| FILES | ➋ |
➊ Only if the option “Tourmanagement is not allowed to invite or edit people” is not selected under SETTINGS > PERMISSIONS > “Permissions for Tourmanagement”
➋ Only if “Tourmanagement may edit all events” is enabled under SETTINGS > PERMISSIONS > “Permissions for Tourmanagement”
➌ Only if the Crewbooking tool is activated for the respective profile
➍ Only if the person has activated the Global Crew Register in their profile
Templates Permissions
Controls who can view, create, or modify templates.
| VIEW / EDIT | Admin | Agency | TM | Artist | Crew+ | Crew | Guest |
| TEMPLATES Tab | |||||||
| SETLIST | |||||||
| OVERVIEW | |||||||
| TRAVEL PARTY | |||||||
| VEHICLES | |||||||
| EVENT TYPES | |||||||
| GUEST LIST | |||||||
| CONTRACT PRO | |||||||
| FINANCES PRO |
Miscellaneous Permissions
Controls access to secondary but essential production tabs like Vehicles, Venues, Accommodations, and Finance.
| VIEW / EDIT | Admin | Agency | TM | Artist | Crew+ | Crew | Guest |
| VEHICLES Tab | |||||||
| VENUES Tab | |||||||
| PARTNERS Tab | |||||||
| ACCOMMODATIONS Tab | |||||||
| PEOPLE > BOOKING LIST | ➋ | ||||||
| FINANCES Tab PRO | ➊ |
➊ Only visible when the option is activated under SETTINGS > PERMISSIONS.
➋ Only when “Tourmanagement may edit all events” is enabled under SETTINGS > PERMISSIONS.
Settings Permissions
Manages access to Platform-wide configuration options.
These settings control who can edit system defaults, permissions, and other foundational elements under the
| VIEW / EDIT | Admin | Agency | TM | Artist | Crew+ | Crew | Guest |
| SETTINGS Tab | |||||||
| PERMISSIONS | |||||||
| Visibility Venue Information | |||||||
| Technical Contacts | |||||||
| Birthdays | |||||||
| Visibility of Events | |||||||
| Permissions for Tourmanagement | |||||||
| To Do | |||||||
| Blocks | |||||||
| Announcements | |||||||
| PEOPLE | |||||||
| Conditions | |||||||
| GUEST LIST | |||||||
| Layout PDF | |||||||
| General | |||||||
| Visibility of Guest list | |||||||
| Add & edit guest list | |||||||
| Aftershow / Backstage / Photo | |||||||
| Limit | |||||||
| Price Categories PRO | |||||||
| DAYSHEET | |||||||
| BADGE | |||||||
| LAYOUT | |||||||
| NOTIFICATIONS | |||||||
| TICKETS PRO | |||||||
| CONTRACTS PRO | |||||||
| FINANCES PRO | |||||||
| PLATFORM | |||||||
| Cancel Platform |
In the box
People with
People with
For
Note for tour management: If visibility is restricted for
Users with the Crewbooking tool enabled can still view the entire List of Events to mark their availability. If their permission level is restricted, they can only open Event Details if they are included in the travel party. Optionally, events with status Idea or Option can be hidden entirely from people with the crewbooking tool.
If visibility is restricted for at least one level, the Event Overview shows
The
Some of the platform settings can also be changed in the mobile view — the ones whose features can be used on a phone as well.
Mobile: Tap the hamburger menu in the top right corner, then Settings. Use the bar at the top to switch between
Below it you find the same boxes as on desktop, and they save the same way. People for the guest list notifications are picked from a list right on your phone.
Who sees what: Admin and Agency see all four sections. Tourmanagement sees
Under
Choose which Profile fields are additionally mandatory. Each of the three fields has its own checkbox:
Note: First name and email are always required.
Enable the feature to display your public tour dates on an external website. Choose between a Standard or Minimalist display format. See Embedding Your Event List on Your Website for details.
Create and manage API tokens for programmatic access to your platform data. The documentation is available under api/index.php on your platform.
You can create multiple API keys per platform — for example, one per integrated system (website, mobile app, internal service). Each key can be renamed, shown/hidden, copied or deleted separately.
Desktop (Artist platform): Go to
Desktop (Agency platform): Go to
Click
Next to each key there are three actions: Show/hide, Copy and Delete. Existing single-string keys are detected automatically and migrated to the new format on the first change — existing integrations keep working without any adjustment.
The API returns extra fields per Event so you can fine-tune what is visible when on your website or in your own integrations:
The API generally returns all upcoming Events — your consumer decides whether a given Event is shown, based on these status fields.
By default, only published and TBA Events are returned. If a key should also see unpublished Events, you can enable that per API key:
Click the
Note: This setting is per key — existing keys keep their previous behaviour. The tba and tbaDate fields are kept for backwards compatibility but are superseded by publishStatus and releaseStart.
On the Agency platform, API keys and the settings window with the
The API can now no longer just read — it can also create and edit data. Writable are: events, venues, accommodations, promoters/partners, catering, setlist, vehicles, guest list, deal/finances, and file attachments.
Write access is enabled per API key individually:
Click the
Enable
In addition there is the checkbox
Note: This checkbox exists on the Artist platform only. The Agency API can write as well — but only into the artist platforms you tick one by one in the
For natural-language data entry (without the API), see AI Assistant.
Under
Configuration options include:
Besides light and dark there is the setting
Under
Choose who receives notifications:
For deleted events there is a second question next to who gets told: whether anyone should be told at all. The checkbox
Events with the status idea, option or not yet confirmed are then deleted silently — no email and no entry in the notification center.
The checkbox comes on top of the chosen recipient group, it does not replace it — the three recipient circles above rule each other out, this one works in addition.
Moving or deleting several events one after another no longer sets off a separate email for every single step. The messages are collected per recipient and sent as one email.
It goes out once nothing has happened to that person for ten minutes. So the time is quiet, not a fixed window: as long as you keep working, the collected email waits for you.
The notification hub is not affected — every change still shows up there straight away. Only the email sending is bundled.
Under
In the
In the
With
With
Travel party blocks: The Builder also offers these blocks:
Tip: A template that contains only the Travel Party Catering block gives you a PDF for the caterer.
Note: These blocks exist only in the Builder. The classic daysheet and your existing templates stay unchanged. Passive members visible to Admin/Agency only are not listed in the Travel Party block — no matter who creates the daysheet. The block thus counts like the travel party in the event. Those of them who eat with the group still count in the Travel Party Catering block.
Note: The Builder is available to Admin, Agency, and Tourmanagement.
Under
Under
Under
Key options include:
Under
Alongside the fixed expense categories, you can create your own — right next to the VAT section under
Click
Use
Your own categories are available everywhere the fixed ones are: when recording expenses, in the VAT and cost-coverage assignment, in settlements, the PDF and CSV export, and in the reports. A deactivated category disappears from the dropdowns but stays visible on past expenses — nothing gets lost.
Under
You can configure multiple
Go to
When creating an invoice, advance invoice, or commission/expense invoice, select the desired billing entity via the dropdown in the form. Billing entities are displayed as colored badges in the invoice list.
If your platform is linked to an agency, the Agency Billing Entity is also available, using the agency's company details.
If you invoice under several companies, you usually send their invoices from their address too. The mail server therefore belongs to the billing entity, not to the platform.
Go to
In the Custom mail server block, choose between J.SHOW email and Custom mail server.
Enter: Sender name, Sender email, SMTP Server, Port, Encryption, Username, Password.
Click Test connection before switching the account on — the test uses exactly the account that will send later.
On the Agency Platform the same block exists for the agency itself.
Availability: The DATEV integration is only active for platforms based in Germany.
Under
When using multiple
J.SHOW offers extensive export capabilities across the platform. Whether you need spreadsheets, PDFs, or accounting-compatible files — here's an overview of all available export options.
Export your Event data by going to
Note: A calendar subscription is not an export, so it is not in this window. You find the subscription address on the
Note: The older button "Event list as CSV (with setlist)" has been removed. Setlist exports now run exclusively through the setlist module (see Setlists & GEMA Exports).
Export your team directory from
The CSV export includes:
Note: Sensitive data (passwords, internal comments) is automatically excluded. The export is GDPR-compliant.
Export your databases from the respective tabs:
All database exports are in CSV format.
Export setlists as CSV files containing position, title, duration, work number, composer, notes, and any custom fields you've defined.
Print formatted Setlists using your customized Formatting Templates. Each template can include different fields for different functions (e.g. musicians, lighting, sound).
For GEMA-compliant copyright reporting, two specialized Excel (XLSX) exports are available:
You can also reach both exports from the Setlist box of the Event via
You can preset two entries in the header of G3.1 for all events: under
Export pre-sale ticket data as a CSV file with all ticketing information.
Generate a comprehensive PDF report of presale activity with:
Generate detailed XLSX workbooks with multiple sheets: Revenue, Actual Expenses, Planned Expenses, and Profit — grouped by Settlement Package.
Export financial data in DATEV-compatible CSV format for seamless transfer to your accounting software. Requires DATEV to be configured under Settings.
Generate and print contracts and invoices as PDF documents from within individual Events:
Print Daysheets and Itineraries for individual Events or in bulk:
Batch printing is available to Admin, Agency and Tourmanagement. Tourmanagement gets exactly the events it is allowed to open anyway.
The content of Daysheets is configurable under Itinerary & Daysheet Settings.
All exported PDF and spreadsheet files can follow your custom naming conventions. Configure file name patterns under
{ARTIST} — Artist name{TYPE} — Document type{DATE} — Full date{DATE_YM} — Year and month{TITLE} — Event or document title{TEMPLATE} — Template name (for setlists)Customizable file names are available for: Guest Lists, Daysheets (including Schedule and Custom field), Setlists, Room Lists, Calendars, Contracts, Invoices, Prepayment Invoices, Settlements, Artist Settlements, Presale Exports, and Financial Exports.
The patterns for guest lists and daysheets are under
The PRO Version of J.SHOW allows you to fully manage the financial side of a tour — from initial contract setup to final artist billing. Below is the recommended step-by-step flow for setting up, tracking, and settling a tour using the PRO tools:
Go to
This is where you define all key financial details:
This contract forms the agreement between the Agency (or Artist) and the Local Partner. Contracts between Agency and Artist are not handled inside J.SHOW.
See section: Contract
Go to
Update weekly sales per ticketing system.
See section: Tracking Weekly Presales
Go to
Enter all planned and confirmed costs per Event, or apply a Finance Template.
See section: Expenses
Go to
Group multiple Events together (e.g. for a tour). The system will now calculate:
See section: Finance
Close the presale, finalize all expenses, and print the financial breakdown.
You can now issue invoices to:
By default:
The PRO area (contracts, expenses, financial figures, quota) is always visible to users with Admin or Agency permission rights.
The Presale box in the Event Overview is controlled independently through its own visibility setting.
Enabling additional permission levels:
Go to
In the same box you will also find
To fully hide PRO content from a specific person:
Go to their
Tip: In the event list view, clicking the left-side columns opens the Event Overview — while the right-side columns take you directly to the CONTRACT section.
The
Each sheet is a grid of up to four venues (main venue + up to three alternatives, as stored on the event) × all date options of the event (main date and date alternatives). Each cell shows separately what the venue reports for that day and what you have agreed with it — you comment directly in the sheet, and once you have agreed, you apply the confirmation as an event with a single click.
How to reach it: Open Routing from the event list and switch to the
For a sheet to be useful, the event should have a main venue and optionally further venue alternatives as well as date alternatives (alternative days) if needed.
Go to
If no sheet exists yet, J.SHOW first asks: 'What kind of sheet do you need?'
'+ One event' — find the venue and date for exactly this event. Applying the confirmations turns it into the event and closes the sheet.
'+ Several events (bulk request)' — for one partner, region or tour leg: every confirmation creates its own event, and the sheet stays open.
The sheet starts with the current venue alternatives and date options of the event. In the 'Type of sheet' box you can switch the type as long as no event has been created from the sheet yet.
You can add more date options directly in the sheet via
Picking several days in the calendar:
Deleting several days at once: In the sheet's title row, click
Whole date ranges at once:
Managing venues: Via
Preferred venues: Use the star (★) next to a venue's name to mark it as a
At the top of the sheet you'll find the public link — copy it with
Enter one or more email addresses of the partner in the Contact person email field (confirm each with
Click
In the Notify field, you store email addresses of your internal colleagues who should be informed as soon as the partner changes anything in the sheet. The suggestion list is drawn automatically from all admin and agency users of your platform. Replies to this email go to the partner — to the first address the sheet was sent to.
Each cell of the grid represents a venue × day combination and shows two things separately: the color says what the venue reports, the badge in the cell what you have agreed with it. A legend below the sheet explains every value in one sentence.
What the venue reports — 'What's available on this day?'
What you have with the venue — clicking the cell opens the window for it:
The top of the window always shows what the venue currently reports and where the tour would stand. If the tour holds a claim on a day the venue reports as Unavailable, a ⚠ conflict note points this out — nothing is changed, you decide.
Option deadline: An option can carry a deadline ('Option valid until'). The cell shows it as “until DD.MM.”, and once it has passed as ⚠ Deadline passed. The option still stays in place until someone changes it.
Entering on behalf of the venue: If a report came by email or phone, click
★ single day: In a cell's window you can tick 'Prefer this day in routing'. The day gets a star and works in tour routing like a ★ on the venue — just for that one day. The star is only visible to you; the partner doesn't see it.
Quick entry: The
Swapping axes: By default, the dates run vertically and the venues sit on top.
Each cell can optionally carry a comment, which is shown inside the cell as an info hint. In addition, there is a general comment area below the grid — here you can exchange free-form messages.
The sheet refreshes itself every few seconds as long as you have it open in the foreground. When you switch tabs, live polling pauses and resumes immediately when you come back. Cell statuses and comments save without a page reload — you can keep clicking right away.
Alongside a venue's maximum capacity you can record, for this enquiry, the size you are actually planning for that day — via Plan capacity on the venue's row. The table then shows the planned figure next to the maximum.
You can pick the venue's standard capacity, its seated variant, any further named capacity stored there — or type a figure of your own. A
The local partner can enter the figure from their own view as well; the table then marks it
If one of your platform's own events already falls on a day, the tour isn't available there — in every open sheet and in tour routing. J.SHOW reads this fresh from your events every time you open the sheet; there is nothing to enter.
Which events block? You set this for the whole platform under
The partner opens the link in their browser — no login, on a smartphone too. On first access, they enter their name, so you can see in notifications who made the change. After that, they see the same sheet as you do and click a cell: at the top they report under 'What's available on this day?', below that they enter under 'For [artist name]' what the tour gets — Option for the tour (with a deadline 'Option valid until'), Confirmed or No option for the tour. All internal comments that are not explicitly marked as partner-visible stay hidden from them, and so do your stars.
What the partner may enter: They can always report what's available on a day. Whether they may also Enter options for the tour and Confirm bookings is set for the whole platform under
The language of the partner page follows the browser automatically; using the parameter
Once you close the sheet or the event is locked in the contract, the partner page only shows a short notice that the sheet is no longer active.
So you don't receive an email for every single cell change, J.SHOW bundles changes as a digest and sends them out together — in both directions:
Each recipient only sees changes they did not make themselves. Changes are only sent after a short quiet period — keeping the inbox tidy.
Each summary email lists one line per change: date · venue · what happened — for example a deadline that was set or changed, a deleted option, a confirmed booking request or a released day. If there are many changes, the first 20 are included.
Request booking is the only change that doesn't wait for the summary email: the person handling it at the venue immediately gets a separate high-priority email.
Deadline reminders: If an option carries a deadline, the addresses under 'Notify' get a reminder two days before it expires and one more email once it has passed — exactly once per cell and stage. Setting a new deadline starts over. Nothing is released automatically: the option stays until you decide.
As soon as at least one cell is set to Confirmed (whether by the partner or by you internally), the Confirmations block appears at the top of the sheet with a summary and the green button
Type “One event” — on click the following happens:
A closed sheet can be reopened at any time (
Type “Several events (bulk request)”: Each confirmation without an event becomes its own event, and the partner is notified. The sheet stays open, other confirmations stay in place, and the link for the venues stays active. The cell then shows 'Event' with its status as a link. New events take over the planned capacity from the sheet.
When you are done with the bulk request, click
Once an event has been created from a cell, the two stay linked. If something then changes on the event, J.SHOW updates the cell by itself — and the venue learns about it via the summary email:
If you have set the cell differently by hand, it stays that way — it is only updated when something changes on the event. Conversely, a partner's entry never changes your event.
When you are on the
Master overview: Next to the filters you switch between
Use the
Nothing is edited in the master overview: clicking a cell opens the sheet it belongs to.
Tip: From the open availabilities, AI Tour Routing can compute a sensible tour order.
Note: If you want to apply the same contract structure across multiple Events, use the steps below to create a Contract Template under
Once you’ve created an Event and entered the venue/partner details (e.g. total capacity), go to
If a partner's address has changed since the event was created, 'Refresh address from partner' fetches today's details. The button takes the data from the partner library rather than from the event's frozen snapshot. Careful: lines you edited by hand here are overwritten — J.SHOW asks first. The same button exists for the invoice recipient.
The contract head also shows the partner's VAT ID, provided it is stored in the partner library.
Start by defining the Contracting Party (usually between Agency/Artist and the local Promoter).
Click
A ‘Contract’ window will open.
In the text field, you can enter something like: “The Agency provides the following production to the Contracting Partner under the terms outlined below.”
If a venue is already selected, its address, the Act/Artist, and other details will be auto-filled.
You can also add information like Door Time, Start Time, Intermission, End Time, Slot Length, etc.
Click the
A window titled "Income Calculation: Price Categories & Production Kills / Blocked Seats" will appear.
At the top, you'll see the Total Capacity according to the venue information.
Click
A 'Add Price Category' window will appear.
Define price groups, for example:
Click
All created price categories will now appear in the table.
Add as many categories as needed.
Click
Enter the number of seats lost per price category (e.g. FOH loses 50 in Standard, so Final Sale Capacity = 3950).
Add categories like Guest list — e.g. VIP Guest list = 25, so Final Sale Capacity = 475.
The system will now calculate the projected income per price category using ticket base price and final sale capacity.
In our example:
Set
The
Presale capacity (e.g. 4425 tickets)
Tot. Income (net) (e.g. $124,875)
Ø-Price (net) (e.g. $28.22)
The ’Income Calculation’ box now shows your projected earnings for a sold-out show — offering a reliable planning foundation.
There you see Presale capacity, Max Net Income and Ø-Price (net). If ticket fees go to net income in the Distribution of ticket fee revenue box, Tot. Income (net), Max Net Income and Ø-Price (net) include that share — projected to the full presale capacity, as in the ’Current Presales’ box and in the settlement. Without such fees, only the ticket price counts.
Click the
A window titled 'Ticket Pricing will appear.
This is where you define the final ticket price, including all additional fees such as:
Click
A 'Ticket Pricing: Fee' window will open.
Enter the Description, the Fee Amount, and Currency.
Check if the fee should also apply to Box Office (B.O.) tickets.
For example, you might add a $1.80 booking/service fee per ticket that also applies to the Box Office.
Add as many fees as necessary.
Once added, you will see a complete table displaying:
You can directly type in the Box Office price per category within the table (e.g. Standard B.O. = $30, VIP B.O. = $65).
In this example, the calculated Final Presale Prices are:
This step ensures a clear overview of all fees included in your public ticket pricing — both online and at the door.
Click
A window titled 'Add Ticket System' will appear.
Enter the Name of the ticket system (e.g. Ticketmaster), then click
A new window titled 'Ticket System Price Table: [Name]' will now appear.
This table displays all Price Categories alongside their:
Note: If needed, you can manually adjust fees for each ticket type — ideal when different platforms use different fee structures.
Click
Disable an individual fee: Per ticket system, each individual fee can be switched off with a checkbox —
In the
Click the
Your new ticketing system will now appear as a separate box in the
A summary of all presale allocations and calculated values is available in the 'Current Presales' box.
Add as many Ticket Systems as necessary.
If you sell the tickets yourselves rather than through the promoter, tick
For some ticket systems the sales figures can be fetched automatically instead of being typed in by hand. You need two details on the ticket system for that: the identifier of the event and an access token.
You enter the access under
Note: Only the number of tickets sold per day is taken over. Names, addresses and email addresses of ticket buyers are neither fetched nor stored.
To define the financial
Changing the revenue share and guarantee headings:
The revenue share heading, for example "Agency revenue share" or "Artist revenue share", is not a fixed choice but text. You can change it for each event, for instance to "Revenue share after costs".
To do so, click
Your title then appears in the contract, on screen and in the PDF, and on the invoice, where it replaces the words "Revenue share" in the "Performance Fee" line: "Performance Fee (Guarantee versus Revenue share)" becomes "Performance Fee (Guarantee versus Revenue share after costs)". This also applies to an invoice that has already been created; a finalized invoice no longer changes. The settlement for the event keeps the default wording. For linked events with a shared contract, the title applies to the whole contract.
In some cases, part of the net income must be deducted before any revenue split is calculated — for example, to cover fixed production costs or other agreed-upon expenses. These deductions can be entered here.
Click
In the pop-up window:
Each defined item will be deducted from the net income before the percentage split is applied. This adjusted amount is what will be used for the split.
To define exactly how the ticket service fees are split between the Artist and the local Partner:
Click
Ticket fees and the Booking Fee: A share for Act / Artist / Agency is additional revenue on top of the performance fee. No Booking Fee is calculated on it, and no commission on third-party money packages. In the third-party money settlement it appears as “Additional Revenue w/o Commission”.
To make the fee count, enter its share under
Note: This only works while the revenue share applies. With a guarantee only, or while the guarantee is higher than the revenue share, the performance fee does not rise, and the artist receives nothing from this share.
Exception: With the basis
To define any additional costs or buyouts such as hotel, catering, GEMA, KSK, stage tech, press, etc.
Click
Click
Below the deal, the contract view shows a separate card "Other revenue & additional costs". The card consolidates all relevant additional income items (such as ticket fee shares for artist, agency and promoter) as well as the expected additional costs in a single overview. Values are displayed both for the current state (based on the ticket sales already entered) and as a forecast — broken down per recipient or cost type (fixed amount, approximate, per ticket, percentage).
Note: The forecast values are calculated automatically from the contract and the configured pre-sale data — no additional configuration is required.
All sections from §5 (Payment Method) to §15 (Final Provisions) are customizable text fields.
Note: Only fields that have been filled out will appear in the final contract PDF, and they will be numbered dynamically as individual paragraphs (e.g. §1, §2, §3...).
Empty sections are skipped automatically and do not receive a paragraph number.
Since many contracts use the same clauses repeatedly, text field templates can be created under
These templates can include pre-formatted standard language across all text field sections.
Formatting Rules:
(#) creates a new paragraph with numbering (e.g. 1)
(##) creates a sub-paragraph (e.g. 1.1)
(#) restarts main paragraph (e.g. 2), etc.
The following sections are included:
If you already know you won’t be using certain sections of the contract, you can hide them entirely to keep things tidy.
Go to
Uncheck any sections that don’t apply to your typical contracts.
Unchecked fields will no longer appear in the Contract interface or final PDF unless reactivated.
Below the Payment method, you can keep a Due date list in the contract — with the same kind of rows as on the invoice: a percentage or a fixed amount, due on a fixed date or a set number of days before or after the Event.
Click + Add due date to add a row. The rows appear in the contract view and in the contract PDF, below the free text.
When you create a new invoice for this Event, the payment terms from the contract are already filled in (relative due dates are converted based on the event date) — instead of the one default row. Invoices that have already been saved stay unchanged.
To print the final Contract PDF:
Navigate to Event Overview >
Click on
To change the title in the Contract per individual Event:
Go to Event Overview >
In the ‘Contract Title’ field, enter your custom title (e.g. “Engagement Contract”).
Click the
To define which financial tables to include in the final contract PDF.
Go to
Check all applicable sections you want to print (Income Calculation, Ticket Pricing, Financial Details, Service Overview).
Optional setting: Check “For ticket fees in %, additionally print the actual amount”
This will include a calculated actual dollar amount alongside percentage-based fees in the PDF.
To globally change the title or named parties in the Contract:
Go to
In the ‘Labels in the contract’ box, enter your desired title in the ‘Contract title’ field (e.g. “Show Agreement” or “Performance Contract”).
Specify the names of the Partner, Artist, and Agency — along with the name of a legal representative.
To define which additional information appears in the contract:
Under
You can customize the appearance of your contracts by uploading graphics for the header and footer.
Go to
In the 'Upload Header' and 'Upload Footer' boxes, click
Click
Below the uploaded image you can see whether it fits the area of the PDF. If it is too tall, the PDF scales it down until it is fully visible instead of cutting it off; with Align you then choose whether it sits left, center or right. How tall an image may be at most for the full width is shown below the field. This applies to contracts and settlements.
Additionally, you can create a formatted text footer using the editable text field in the 'Footer' box.
You can also upload a signature graphic via the 'Upload Signature' box (follow the same steps as for header and footer).
The uploaded signature will appear automatically in the designated signature field on the contract.
Note: The uploaded signature image is not a digital signature in the legal sense. For legally binding digital signatures, DocuSign can be connected under
To create a new Contract Template:
Navigate to
You’ll see a blank contract layout where you can pre-fill any of the above sections (click on either
Templates are ideal for recurring contract setups, ensuring consistency and saving time.
Note: When applying a Contract Template to an Event, all pre-defined Text Fields will automatically populate the Contract.
However, any Tables (and newly created categories within them) included in the Template must be manually added inside the respective tables in the Contract after the Template has been applied. Simply click on
There are two ways to apply a Contract Template to a specific Event:
➀ From the Template Section:
Go to
Click
Then click
➁ From within the Event:
Go to
A Choose a Template window will appear.
Select your desired Contract Template from the list.
A warning will prompt you to confirm before overwriting any existing contract content.
Click
You can use placeholders in the text fields of your Contract Template. These are automatically replaced with the actual values of the respective Event when the contract is printed.
Click the
System Placeholders (marked in blue) — replaced automatically:
{date}, {showdate}, {showday} — date and weekday of the show{artist} — name of the artist / band{promoter} — promoter{agency} — agency name (agency platform only){venue}, {city} — venue and city{guarantee}, {currency} — guarantee and currency{doors}, {showtime}, {end}, {duration} — doors, showtime, end, duration{slot}, {title} — slot and event titleCustom Placeholders (marked in red):
You can also create your own placeholders by wrapping any text in curly braces — e.g. {Promoter Name}. These are not replaced automatically but serve as reminders to fill in manually when printing the contract.
You can link multiple Events (e.g. for a double show, residencies, or multi-night runs) in order to combine their contract and billing documents.
This feature allows for streamlined handling of deals where several shows run under a shared agreement.
Go to
Click on the
In the 'Contract' window you will find the box
Select the relevant Event from the event list. Repeat the step to add more Events to the same contract.
Once linked:
Every linked Event keeps its own Venue. In the contract editor, the venue field always edits the venue of the currently opened Event — not a shared one.
When two or more Events are linked, the printed contract shows a compact schedule list directly under the artist line, with one row per Event: date (with short weekday, e.g. Mon/Tue/Wed), venue inline, and capacity. The capacity column disappears automatically when no capacity is set on any of the linked Events. Times, slot and other deal details continue to be taken once from the main Event below the schedule.
The linked-events list in the contract editor is shown in full width across both columns, with one row per Event: × to remove the link, the date (click to jump to that Event's contract editor) and a venue preview.
By default, a group of linked events receives one joint settlement, invoice, and payout. Alternatively, you can switch to separate billing per contract: one shared contract with shared contract texts — but all financial content (guarantee, share, additional costs, fees …) is recorded separately and settled individually for each event.
Open the 'Contract' window and activate the option
A badge next to the
With separate billing, each event is closed and settled individually — including its own fee and share forecast per event.
If linked events already have invoices, J.SHOW points this out and asks for confirmation when you switch back to joint billing. The invoices stay with their event and keep using that event's own financial data.
Transferring financial data: Use
In the printed contract, the
Items of several events on one invoice: With separate billing, the invoice editing window lets you pick up items of the other linked events under
One deposit invoice for several events: Even with separate billing, not every event needs its own deposit invoice. In the deposit invoice editing window you can also pick the items of the other linked events, each with its date. The events do have to use the same currency.
Advance payments per event: With separate settlement, each linked event has its own “Advance Payments” area under
With the Deal Memo you can send the key facts of a deal as a personalized email directly from the contract view — to the promoter, the venue or internal recipients. Texts, signature and attachments can be pre-defined in templates so sending only takes a few clicks.
Desktop: Go to
Mobile / App / Agency platform: The Deal Memo is currently only available on Desktop of the Artist platform.
After clicking
Deal Memo: {artist} - {venue}, {city} ({showdate})) and can be overwritten per sending.{artist}, {venue}, {city}, {showdate}, {deal}). Placeholders can be inserted via the
With
The Deal Memo can be sent either via the J.SHOW email infrastructure (Mailgun) or via your own SMTP server. Your own mail server is recommended when the memo should go out under your own company domain.
Desktop: Go to
Choose between
If you pick your own mail server, fill in Sender Name, Sender Email, Reply-To, SMTP Server, Port, Encryption, Username and Password. Use
In the Signature field, set the signature text that is automatically appended to every Deal Memo email.
Subject, message body and attachments are maintained in separate Deal Memo templates. Each contract template can store subject and message in all supported languages. The version sent is the one in the language selected in the contract's 'Language' box — the inserted placeholders such as weekday, deal description and percentages also appear in that language, whichever language you are using J.SHOW in. The same applies to the cover letter when sending via DocuSign.
Desktop: Go to
Pick the language from the dropdown, enter the Subject and Message, and use the quick buttons to insert placeholders. In the
Note: When sending, the language configured in the deal template selection or in the contract is used automatically.
J.SHOW is integrated with DocuSign, so contracts can be signed digitally and legally binding directly from the platform.
To send a contract for digital signing:
Go to
In the window that opens, add the recipients (artist, venue, agency or any other party). For each recipient, enter name and email; you can also define the signing order.
Use the
Enter an email subject (default: "Contract for signing") and click
To track signing status:
The contract section shows the current status: Created, Sent, Delivered, Signed, Declined or Voided. Per recipient, the individual status is shown together with the timestamp.
With
Use
To connect DocuSign to your platform:
Go to
Note: The
Cover message to the recipients: The send window has the Message to recipients field. The text appears in the email from DocuSign together with the link to the contract — for example a note on how to forward the contract if you are not signing yourself. The field is prefilled with your template and can be changed for every dispatch.
You create the template under
In the cover message you can use the same placeholders as in the Deal Memo, for example {artist}, {title}, {showdate}, {venue} and {city}. They are replaced with the event's details as soon as the send window opens — so you see and edit the finished text.
Connection expired? If a saved DocuSign connection can no longer be used, the contract shows the red message ‘The connection to DocuSign has expired. Please reconnect DocuSign.’ instead of the DocuSign dispatch – for a connection of your Artist Platform together with the
Platform note: The DocuSign dispatch is currently available on the Artist platform on Desktop.
Alongside DocuSign, J.SHOW supports Box Sign as a second e-signature provider. Both providers can be connected in parallel — you decide per contract which one to dispatch through.
To connect Box Sign to your platform:
Go to
To send a contract via Box Sign:
Go to
You sign first, then the contract automatically goes to the recipients.
You track the status (sent, viewed, signed) just like with DocuSign, right in the contract section of the event.
Platform note: Box Sign is a PRO feature; connecting is done by Admin or Agency.
Once you've created an Event and added the venue information — including total capacity and other relevant details — you're ready to navigate to the
For a full breakdown, please visit Income Calculations in the Contract section.
For a full breakdown, please visit Ticket Pricing in the Contract section.
For a full breakdown, please visit Ticket Systems in the Contract section.
Before entering any weekly numbers, set your cutoff weekday for tracking new sales data:
Go to
In the 'Presale' box, define the field “New number of sales every” by selecting a weekday (default: Monday).
Once this is set, navigate to
The Event you created above with an active Ticketing System will now appear in the presale list.
This is where you can manually update weekly ticket sales per system.
The presale list only shows events that are announced – or that, as tba, have reached their publication time. If an event should appear there before it is publicly announced, tick the Show in presales overview anyway box on the event:
Desktop:
The event then appears in the presale list and in the presale exports (PDF report and Excel/CSV). On your website, in the calendar and in the announcements it stays hidden – there the status in the Basic information still decides.
With
For each event, you'll see:
You can also directly adjust the quota or capacity per ticket system inside the presale list.
To make sure your ticket system appears here, the Presale must be activated:
Check Presale Active.
If this box is unchecked, the ticket system will not be visible in the presale list.
If you're working with a new ticket system, a bordered 'PRESALE' button will appear inside the newly generated 'TS: [Ticket System]' box.
Click the 'PRESALE' button to enter past sales data.
A window titled 'Enter Presale: [Ticket System]' will appear.
Click
You can now enter the total number of tickets sold up until the end of the previous week.
Click
From this point onward, the 'PRESALE' button will only allow entry of current sales data.
Note: A smaller number to the right of 'tickets sold' will indicate the weekly difference from the previous entry.
For supported ticket systems, J.SHOW can automatically fetch presale data at regular intervals — eliminating the need for manual weekly entry.
Automatic imports are available for select ticketing partners. Contact support@j.show to check if your ticket system supports automated data sync.
Under
Navigate to
Here, you'll see a prediction for how many tickets will be sold by show day — displayed either as a percentage or with a label like 'Sold Out'.
The forecast evaluates your existing presale entries and projects them to show day using a damped trend model (Holt's exponential smoothing).
It works from the weekly increases across your entire recorded presale history — not a fixed time window. The detected trend is dampened a little more with each additional week, so a strong on-sale spike is not extrapolated unchecked over months.
The forecast never falls below your current sales figure and is capped at capacity. If sales are currently flat, it matches your current figure exactly — J.SHOW then expects no further growth. If your last entry is more than two weeks old, it continues with the average of the last four recorded weeks.
For a visual representation of overall presales progress:
Go to
You'll find:
To export weekly Presale Updates:
Go to
A window titled 'Export' will appear with the following options:
Click on
A window titled 'Export presale' will appear.
Click
In the 'New Export Set' window, enter a description (e.g. Tour Name: Enlightenment Is Overrated) and click
Select all relevant Events from the event list and click
A window titled 'Export Presale' will appear with your newly created Export Set available for selection.
Click the export set. The 'Presale report preview' window opens with the finished report. Check it there and click
This PDF includes:
To customize the Layout of how Events are grouped in the PDF:
Return to
Click on
In the 'Edit Export Set' window, click
In the 'Section' window, enter a Description and choose under 'Basis' either 'Date range' with a Beginning and an End, or 'Block' (see below).
Click
When you re-download the Export Set, Events will be grouped accordingly (default grouping = quarterly).
When Events are older than three weeks and still part of an Export Set, they will be grouped by month in the PDF.
To adjust this behavior, go to
and set:
Section based on a tour block: In the 'Section' window you enter a Description and choose under 'Basis' how the section is formed:
'Date range' — you set a Beginning and an End (as described above).
'Block' — you pick one of your tour blocks. If you leave the description empty, the block's name is used.
All Events assigned to the block are then automatically part of the Export Set — including those you assign to the block later. You no longer need to add them by hand, and when the block gets longer, the section grows with it; no new section is needed. In the 'Edit Export Set' window, the number of Events is followed by how many of them are included automatically, and in the list of Sections such a section is marked Block.
To take out a single Event of the block, click
Color Codes in the Export PDF:
Blue = Sold Out
Green = Recently changed (e.g., updated info, quota adjusted, postponed)
To define how long a change is marked green, go to:
and set:
If you do not want an Event to appear color-coded (e.g. blue for sold out) in the exported PDF, you can manually reset its status:
In
Click the dropdown, choose any option from the list, then reselect the empty/default option at the top.
This removes the color status and resets the Event’s export appearance back to default black text.
Note: This is useful if there was an error in the Event status, e.g. sold out, but want to neutralize that label in the PDF output.
You can further customize the PDF output in the 'Export Presale PDF' box, by checking these options:
In the presale list
You can manually write internal comments for each Ticket System that will appear in the Export PDF:
Go to
To manually mark a Ticket System as sold out:
Click on the dropdown menu in the presale list and select
By default, canceled Events appear crossed-out only once in the next PDF Export. Opening the preview does not count as an export.
If you'd like them to be printed in every export, select:
This chapter covers all financial tools available with J.SHOW PRO — from tracking expenses and forecasting profits, to generating partner and artist settlements.
To manually add Expenses for an Event:
Go to
Inside the 'Planned Expenses' box, click
The total sum of all Planned Expenses will appear at the bottom of the box (e.g. $450).
Having a quote or receipt read: Instead of filling in the line by hand, you can upload a quote, a cost estimate or a receipt. J.SHOW reads the file and suggests planned expenses from it.
Desktop: In the 'Planned Expenses' box, click
An “Import from quote” window shows what would be created: category, description and net amount per line. If the quote is broken down by trade (e.g. lighting, sound, transport), one line is created per trade; a discount is spread proportionally. If the receipt shows several tax rates, one line is created per rate.
Under “Optional items – not included in the total” you'll find optional and alternative items; they are not ticked. Under “Notes from the quote – not imported” you'll find, for example, payment terms or costs without a fixed figure.
Tick what you want to take over and click 'apply'. The file is then attached to the new lines. With 'cancel', nothing is created.
If you upload the file to an existing planned expense, J.SHOW only fills in the fields there that are still empty.
For a quote in a foreign currency, the net amount is converted into the platform's currency; the original amount is added to the description. If the conversion fails, the amount stays empty and you enter it yourself.
If the file cannot be read, it is still saved as a new, empty planned expense.
To confirm a cost has actually occurred:
Click
This will move it to the 'Actual Expenses' box on the right, where you can now enter:
The Actual Expenses total will update automatically.
Having a receipt read: You don't have to type up a receipt. If you upload a photo or a PDF, J.SHOW reads the supplier, description, date, invoice number, amount, tax rate and category and enters them into the expense. The receipt is attached to the line.
Desktop: In the 'Actual Expenses' box, click
Mobile: On the event under
If the receipt shows several tax rates (e.g. a hotel with accommodation and breakfast), a separate expense is created per rate. J.SHOW converts a receipt in a foreign currency into the platform's currency; if that fails, “Currency conversion failed” appears — then check the amount yourself.
If the receipt cannot be read, it is still saved as a new expense; you then enter the amount and details yourself.
Cost type: Besides the category, every planned and actual expense has a Cost type field with
The agency bears
When you move a planned expense to the actual expenses, its cost type comes along.
Mobile: On the event under
If you work with several
The rows can be put into an order of your own: grab a row by the handle on the left and drag it up or down. The new order is saved immediately and applies to everyone who sees the event.
The same works in the
The rows also sit a little further apart than before, which makes dragging easier to hit and longer descriptions easier to read.
The expenses can be output as a PDF — with the 'Expenses as PDF' button below an Event's expenses and in both button bars of the Settlement Package (manual package and monthly package). Only people with full access to the expenses see the button.
A small window asks two things, both preset to everything:
With 'Create PDF', the PDF opens in a new tab. It shows one table per kind (planned, actual) with the total and subtotals per cost type. In the settlement package it is broken down into general expenses and individual Events, with an overall block. The selected filter is shown in the header; if a filter is applied, the PDF points out that the totals only cover the items shown. The order follows the list (your own order or the most recently chosen sorting).
To see a chart comparing Planned vs. Actual spending:
Go to
Pie and bar charts will appear, clearly visualizing costs across categories.
To avoid entering the same expenses for each Event manually, create a
Go to
In the 'Planned Expenses' box, click
Add as many categories as needed — e.g. Travel, Staff, Production, etc.
Click
Select all Events where this template should be applied.
Click
Note: Applying a template will add its contents to existing Planned Expenses — not replace them.
A
Go to
Click
Give it a Name, e.g. “Tour: Enlightenment is Overrated.”
Click
Select all relevant Events from the event list, then click
If an Event is in its automatic monthly package and that package is locked by a finalized commission/expense invoice, it stays there. After saving, the package shows how many Events were not added for this reason.
The same applies the other way round: if an Event you remove from the package would fall into such a locked monthly package, it stays in the package; after saving, the package shows how many Events were not removed for this reason. A package with such Events cannot be deleted. The Events of a locked monthly package themselves can no longer be changed in fee, deal, additional costs and expenses; you can still move the date.
A commission/expense invoice that has been transferred to DATEV but not yet finalized also locks its package. Changes are then only possible via a credit note and a new invoice.
Your new package will now appear in
Click on
You’ll now see a breakdown of Planned Expenses per Event.
To enter expenses that are not tied to individual Events, use the "General [Settlement Package]" box.
This is ideal for overarching costs such as:
To finalize any costs, click
Adding whole blocks to the package
If you are settling a tour, you don't have to tick its events one by one. Open the package, click
If you tick a block, all its events go into the package, and next to the block it says “All events in this block belong to the package – including ones added later”. Click
As long as the block is ticked, the package follows it: if you later put an event into the block, it is automatically in the package; if you take it out of the block, it also leaves the package. The block's events are ticked and dimmed in the list — you cannot untick them individually. To take one out, untick the block or take the event out of the block.
The header of the package lists the linked blocks under “Linked blocks”.
Moving settled packages out of the way
Once a package is fully settled, open it and click
Settled packages are behind the
Your
Go to
This view combines all artist deals per Event with presale income projections and additional earnings (e.g. production subsidies).
See the sections Presales and Contract to understand how these values are generated.
To exclude specific income sources from an artist settlement, please refer to the Exclude Revenue section.
Go to
You’ll see three values:
These allow you to simulate different scenarios and understand your potential net profit per tour or package.
The
Go to
Choose the year at the top. You can pick every year that has Events, plus the current year.
Every settlement package of the year gets its own row — the automatic monthly packages as well as your manual packages. Below the name you see the period and the number of Events; clicking the name opens the package's
For Revenue, Expenses and Profit you see the Current value and the Forecast (see Forecasting Profit). The figure shown in bold is the one that goes into the projection: the current figures for played packages, the forecast for upcoming ones. The Total row adds up all packages.
Below that you find the Projection for the year: Played plus Upcoming (forecast) makes the Full year — broken down into revenue, expenses, Booking Fee, Withholding tax, fees, subsidies and profit. Withholding tax, fees, subsidies sums up everything besides revenue, expenses and booking fee that goes into the profit: the deducted withholding tax plus fees and production cost subsidies paid to the artist.
Note: Like the whole
If someone outside the show settlement gets a share of the tickets sold — an author, for example, who receives a fixed amount per ticket sold —, you settle this under
Go to
Click
Creating a settlement
Click
If a figure is wrong, overwrite it right in the table. A Reason for correction field then appears below it — without a reason the self-billing invoice cannot be created. The document shows the reason together with the original value. An event that doesn't belong in it moves to the Excluded list with exclude and comes back with include again.
Events whose sale is not closed yet are listed below under Still open – sales not closed (will be included in a later settlement). Nothing is ever settled on a forecast. Canceled events, ideas, options and events without a price category don't count.
Below the table you see the subtotal, the VAT and the Amount credited. Click
Sending and canceling self-billing invoices
Each participant shows their self-billing invoices in a list — with number, date, service period, number of events and the net and gross amount. Next to each one you'll find Preview, PDF, Spreadsheet (a CSV file for Excel), send by email and cancel.
send by email opens a window with recipient, subject and message, prefilled with the participant's details; the PDF is attached. With Copy to me you get a blind copy yourself. Afterwards the list shows when the document was sent.
cancel creates a cancellation document with its own number that reverses the original completely. The events are then free again and can be settled anew.
Number range
Self-billing invoices have their own number range, separate from your invoices. Click {nr} stands for the sequential number and {jahr} for the year of the document — if the format contains {jahr}, numbering restarts at 1 every year. Under Next sequential number you can continue an existing number range; a number that has already been used is not possible. Next self-billing invoice shows what the next number will look like.
Note:
Once a show is sold out — or after the show date — you can generate the Settlement for the local partner.
Go to the relevant Event >
A ‘Close Sale’ window will appear.
If the Presale section has been updated, the table (including all ticket systems and box office categories) will already be pre-filled.
Make any necessary changes and click
If not a single ticket was sold at the box office, the settlement leaves out the box office block. To show it anyway, tick
Once closed, the button label will change from
Note: You can undo this step at any time by clicking on
Next, in the
A ‘Settlement preview’ window will appear with a preview of the PDF.
The generated PDF will include:
Click
Advance Invoices
To create an Advance Invoice:
Go to the relevant
A ‘Invoices’ window will appear.
Click on
An ‘Edit Advance Invoice’ window will appear with most fields pre-filled.
You can now add Invoice Items by clicking
Each item must be filled out manually with the desired amounts.
Adding a free line item
If you need a line for this one invoice only, click
To finalize an Advance Invoice once a payment has been made:
Go to
The payment is added automatically to the 'Advance Payments' box in the
If the Advance Invoice is paid in several instalments, set the status to
Note: To update the payment date, click the
Note: If 'External Payment Tracking' is switched on, the invoice list has no status column — the amounts of the Advance Invoice then appear under 'Advance Payments' regardless of whether they have been paid.
To download a PDF of all Advance Payments, click on the
Invoices
To create an Invoice:
Go to the relevant
A ‘Invoices’ window will appear.
Click on
An ‘Edit Invoice’ window will appear with most fields pre-filled.
Use the
You can now add Invoice Items by clicking
Setting the amount by hand: Every invoice item takes its amount from the contract or the settlement when the invoice is created and keeps it from then on (see An invoice keeps its amounts). If you need a final invoice that differs — because more came in than the guarantee, for instance — you click the amount: the text turns into an input field. The value you enter replaces the amount from the contract and is shown highlighted. An empty field takes today's amount per contract. A deposit that has already been invoiced stays deducted in full — so only the difference falls due.
You also have access to a free-text field for custom notes and payment details for both Advance and Final Invoices.
Note: If you'd like this text field to be prefilled by default, go to
Note: When you manually enter an Invoice Number on an Artist Platform, the system will recognize it and automatically continue the numbering sequence from there for all future invoices generated on that Platform.
Note: If the Invoice Number you enter is already in use in the same numbering source, it is not accepted. The message ‘Invoice number … is already in use in this numbering source. The previous number has been kept.’ appears below the field, and all other entries are saved. This applies to invoices, advance invoices, commission/expense invoices and standalone invoices, on the agency platform as well.
Note: Under
Note: For the Payment Method, in addition to standard options (e.g. bank transfer, direct debit), a custom payment method can be selected. Choose "Other payment method (custom)" from the dropdown and enter the desired description. A long description (more than about 30 characters) appears on the invoice as a separate line below the invoice header.
Note: If Print reverse charge statement is ticked and the recipient's VAT ID is missing or has no country code (e.g. ATU12345678), a red note appears below it: without it, the recipient will reject the XRechnung. This applies to every invoice with this checkbox, including the agency's standalone invoices.
Note: If XRechnung is active and cannot find a country for the recipient, the note "The recipient's country is missing or not recognisable. Without it, the recipient will reject the XRechnung." appears below the Country field. Enter the country before you send the invoice. This applies to invoices, advance invoices, commission/expense invoices and standalone invoices, on the agency platform as well.
To view and print a PDF version of either Advance or Final Invoices:
Go to the relevant
An ‘Invoices’ window will appear.
Click on
A fully rendered PDF preview window will open.
Click
An invoice keeps the amounts it was created with — fee, arrangement, additional costs, fees and additional income, including tax rate and deductions. If you change the contract or the settlement afterwards, for example the fee or the ticket numbers, the invoice no longer changes by itself. A later invoice for the same Event deducts it with exactly this amount.
If something has changed since then, the invoice list under
When you open the invoice, a box at the top says ‘The contract or settlement has changed since this invoice was created.’ For each changed item it shows what is On the invoice and what applies Today per contract, plus the Invoice amount and the Difference.
As long as the invoice has not gone out yet, you take over the new amounts with
An invoice has gone out as soon as you have downloaded its PDF or XRechnung or sent it, or once it has been exported to DATEV, reminded, (partly) paid or finalized, or its status says so. Invoices created up to 23 October 2026 always count as gone out. The invoice then stays as it is, and you bill the difference with
If something changes after an invoice has already gone out — for instance because you add tickets —, the existing invoice stays unchanged. You bill the difference with a
Enter the change, for example the missing tickets under
Open the invoice under
The new invoice is titled ‘Supplementary invoice’ unless you enter your own invoice title. The old invoice appears on it as one line ‘Already invoiced’ and is deducted.
Invoices can be sent straight from J.SHOW as a PDF attachment — with subject and text from a template, to several recipients, and optionally through your own mail server.
Open the
Open the invoice you want for editing or in the preview and click 'Email'. The “send invoice” window opens.
Recipients are pre-filled (invoice contact, otherwise the partner). choose contact adds more, or you enter a name and address by hand.
Subject and Message come from the template and can be overwritten beforehand. send a copy of this mail to me is pre-selected.
Click send.
Important: Sending finalizes the invoice; it cannot be changed afterwards.
If more than one account is stored, the Send method also appears: J.SHOW email or one of your own. Pre-selected is the one belonging to the billing entity that owns the invoice.
→ Custom Mail Server per Billing Entity
An invoice already sent shows sent on with date and time in the invoice list below the invoice number, plus the count if it was sent more than once (e.g. 2×). The same appears at the top of the send window, and the button is then called send again.
To set your default billing currency:
Go to
To change the currency for a specific Event:
Go to the Event >
Then click on
You will now see a new category called
This ensures accurate calculations in the final billing document.
Note: The
Currency Conversion on Invoices:
For invoices in a foreign currency, the summary lines (net, VAT, gross) automatically display the converted amount in the default currency in parentheses. Optionally, under
EUR Amount on Payment Receipt:
For invoices in foreign currency, an additional field appears upon payment receipt for the actual EUR amount received. This accounts for bank fees and daily exchange rate differences. The field is visible once the invoice status is set to paid or closed — for both invoices and prepayment invoices.
To apply a Withholding Tax to the Artist Fee:
Go to the Event >
Enter the percentage rate to be deducted from the fee.
As soon as a withholding tax is set for one or more shows in the settlement package, a dedicated Withholding Tax column is automatically shown in the artist settlement — with the amount retained per show and a summary line "Withholding tax amount" in the grand total. This makes it easy to see at a glance how much has been withheld.
On the invoice, the withholding tax does not reduce the fee: Total Net contains the full fee, VAT is calculated on it, and only after Total Gross and after deductions is the withholding tax taken off the amount payable. Percentage payment terms and the amount in the invoice email are based on this amount payable. This applies to invoices created from 24 October 2026; older ones keep their previous breakdown.
The withholding tax is also available as a {withholdingtax} placeholder in contract templates and Deal Memos. When a contract is printed or a Deal Memo is sent, the placeholder is automatically replaced by the configured withholding tax percentage (e.g. "30 %"). If no withholding tax is set for the respective deal, the placeholder stays empty.
Below the settlement the final total is worked out once more, step by step, so it is clear how it comes about. It names the same amount as the invoice for the same event: tax is calculated on the total, not per line. Previously the two could differ by a few cents.
For a full breakdown of how to create Settlement Packages and how they impact the Artist Settlement, please refer to the Finance section.
How expenses are shown: If
The Booking Fee can be set individually per settlement package or globally under settings. It can be calculated either as a flat percentage or as a graduated booking fee with multiple brackets.
To set a default Booking Fee across all Settlement Packages:
Go to
Enter your preferred percentage (e.g. 15%)
To change it per Settlement:
Open the
Adjust manually, then click
Individual rate for single events: In the same window, expand
The
Calculation basis: The “of” drop-down next to the percentage, in the settings and in the package, offers the basis
Ticket fees: A direct share of the fee for the artist only carries the Booking Fee with the basis
Expenses the artist paid directly: With the basis
In the artist settlement these expenses appear in the “Profit” box as their own line “Expenses paid by the artist directly”. With the basis
Once all relevant costs and income have been confirmed, you can generate a final Artist Settlement PDF to document the actual payout due.
With a graduated booking fee, the fee percentage is not applied as a single flat rate but calculated in multiple brackets per show. Each bracket applies from a specific amount upwards with its own percentage. This way, for example, smaller shows can be charged a lower and larger shows a higher commission.
Go to
A bracket editor appears with two columns: from (the amount from which the bracket applies) and Booking Fee (the percentage for that bracket).
Click
Note: As soon as the graduated booking fee is active, the flat percentage is grayed out. In the settlement and the package, the booking fee is marked with "graduated".
As an alternative to the classic booking fee, the settlement can also be run as an Revenue Split between artist and agency. Revenue is shared proportionally — separately for Fee / Tickets and Additional income.
Go to
Two input fields appear:
With the income split active, an additional section "Artist and Agency Share" appears in the artist settlement, breaking down the shares from ticket income and additional income per show and showing a total split including VAT.
Your Revenue section within each Settlement Package reflects expected earnings per Event.
To exclude specific income sources from an Artist Settlement:
Go to
Click
An ‘Exclude Revenue’ window will appear.
Here, you can deselect individual entries for:
Click
The profit calculations will adjust automatically.
You still need an overview of excluded income — whether for internal reporting or for the artist's share of that income. This is where Special Settlement Packages come in: a third package type next to manual and automatic monthly packages. In a special package you pick any excluded income items and receive a purely internal settlement with a dedicated artist share.
Desktop: Go to
Click
Once a package is selected, the following actions are available:
Platform note: Special packages are currently only available on the Artist platform on Desktop.
If your agency covers specific costs (e.g. hotel or pre-production), you can factor this into the Profit tab.
Go to
Click on
In the 'Edit Settlement Package' window, check all that apply under "Cost Covered by Agency".
For each enabled category, you can set a percentage (1–100%) to specify the share covered by the agency. For example, the agency may cover 50% of hotel costs. The default is 100%.
Click
To apply default agency coverage to all future packages:
Go to
Check for all recurring costs your agency typically absorbs (e.g. hotels, flights) and set the desired percentage for each.
To load these defaults into a specific Settlement Package:
Open
Click
and then
Partial Payments allow you to transfer funds to the Artist before the final Settlement Package is complete. This can be useful when a tour spans multiple dates and the Artist would like to receive a portion of their earnings earlier.
Note: A Partial Payment is not the same as an Advance Payment. Advance Payments are made by the promoter to you for a single show; they are listed in the show under
To access the full
Go to
To create a
Go to
Click on
An ‘Edit Partial Payment’ window will appear.
Fill in the Date, Name, and Amount.
Click
The Partial Payment will now appear in the table and will automatically be deducted from the total Artist Profit.
The artist settlement ends with a summary table "Total Event Revenue" listing all revenue per show — fee, ticket fees, special revenues and commission shares. You can hide this table whenever the settlement should only display the values that are directly relevant to the artist.
As the default for all packages:
Go to
To turn the table on or off for a single package only:
Open
In the artist settlement, an additional table "Partner Revenue" can optionally be shown at the bottom. It lists, per show, all fees and special revenues going to the partner/promoter — purely informational; the artist payout is not affected by it.
As the default for all packages:
Go to
To turn the table on or off for a single package only:
Open
The checkboxes under
The column headings in the artist settlement (Income, Expenses, Net income, Net income production) can be customized per language — handy if you want to use industry-standard or client-specific terms.
Go to
For each of the supported languages you'll find four input fields. By default they come pre-filled with the standard term in that language — simply type your preferred wording. Empty fields automatically fall back to the default label.
The customized labels appear in the online preview and in the print PDF of the artist settlement — in each case the version for the language the settlement is printed in (see Language of the document).
To print the Artist Settlement:
Go to
Click on
A 'Settlement preview' window will open.
Click on
The PDF will automatically be downloaded.
Note: The PDF is only available once the sale is closed for all events in the package (see Closing a Sale). As long as an event is still open, the preview shows a notice and, below it, the date and place of every open event. The same applies to the third-party money settlements, the commission/expense invoice and the Payment Advice.
Language of the document: At the top right of the preview window, next to
This applies to all documents of a settlement package:
J.SHOW can export your financial data in DATEV-compatible format for seamless transfer to your accounting software.
To export financial data to DATEV:
Go to
Select the date range for your export using the Quick selection (
The overview shows the total number of invoices, how many are finalized, already exported, and pending.
Click
The file is named EXTF_Buchungsstapel_…csv and follows the current DATEV format (ANSI character set), so your tax advisor can import it directly. If an invoice has a payment term, its due date is written to Belegfeld 2 (DDMMYY).
If an invoice deducts an earlier invoice for the same event, for example a supplementary invoice, the export books the invoice in full plus one counter-entry per deducted invoice, with “abzgl.” and the number of the earlier invoice in the posting text. This keeps the earlier invoice’s revenue from appearing twice in your books. Deducted advance payments get no counter-entry.
Note: By default, only finalized (festgeschrieben) invoices go into the file. If you check Also export non-finalized, the others are included too; if Auto-finalize on export is on in the DATEV settings, J.SHOW finalizes them during the export. Invoices that have already been exported are left out so nothing is posted twice — check Re-export already exported to include them again.
Note: DATEV must be configured under DATEV Settings before use. Configuration includes chart of accounts (SKR03/SKR04), consultant number, client number, and account mapping.
The Commission/Expense Invoice allows agencies to create formal invoices to their artists — for booking fees (commissions) and recharged expenses.
The invoice is automatically generated from the data of a Settlement Package and includes:
Prerequisite: The Commission/Expense Invoice is only available for third-party money packages. Go to
If the field is set to Standard, there is no Commission/Expense Invoice. The option only determines what the artist settlement looks like — the invoice itself is the same for all three.
The three Third-Party Money formats can only be selected if the platform belongs to an agency: the agency issues the invoice to the artist.
To create a Commission/Expense Invoice:
Go to
Click
Next to it is
If the package already has an invoice,
In edit mode, you can adjust: Invoice number, Date, Payment due date, Payment method (incl. custom option), Tax (Show tax / Do not show tax, plus the Print reverse charge statement tick box), Billing entity and recipient with full address details, as well as intro and closing text.
At the bottom of the window you will find
An XRechnung (XML) can also be generated (only for platforms based in Germany).
Invoices can be finalized — after which no changes are possible. Corrections are made via a credit note.
In a third-party money package, the agency collects the income in trust on the artist’s behalf. The
Go to
Click
Click
Note: Like the settlement, the payment advice is only available as a PDF once the sale is closed for all events in the package (see Closing a Sale). Until then, the preview shows a notice with the date and place of every event that is still open. Events without a show, such as off days or travel days, do not count.
If the package already has a commission/expense invoice, the advice names its number: commission and expenses are shown there and have already been deducted here.
With Standalone Invoices you can create invoices that are not tied to a specific Event — e.g. for general services, consulting fees or other charges.
To create a Standalone Invoice:
Go to
Select the Billing entity from the dropdown (if multiple are configured) and optionally choose a Recipient from the partner list.
Click Create — the invoice will be created and the editor will open.
In edit mode, you can adjust the following fields:
For every payment term you can choose how its amount is composed: as a fixed amount, as a percentage of the total, or as a per-line-item split. The last option is especially useful when the invoice has line items with different tax rates (e.g. fee at 7% + hotel buy-out at 19%) and a single payment term should only cover part of them.
To split a payment term across line items:
In edit mode, click
For every line item a row with a percent input and a live gross preview appears. Enter the share of that line item that's due for this payment term — totals including the correct VAT are calculated per line item automatically.
Per line item, the sum of all payment terms must equal 100 % (remaining amount is shown below the input). Click
Per-line-item splits work for regular invoices, advance invoices and standalone invoices. The PDF lists, per payment term, which line items are included with their net, VAT and gross amounts.
Click
Click
Invoices can be finalized — after which no changes are possible. Corrections are made via a credit note, which automatically applies the original amounts with a negative sign.
This also applies to an invoice or advance invoice that has been transferred to DATEV or sits in a batch DATEV is currently processing, even if it is not finalized: it can no longer be changed or deleted, and the top of the window shows 'This invoice has been transferred to DATEV'. Here too, corrections are made via a credit note. Canceling, finalizing, recording a payment, sending a reminder and sending the invoice remain possible.
When a credit note is created, the original invoice is automatically set to status Canceled and finalized in the same step. The
Before the credit note is created, J.SHOW asks for confirmation. If the invoice has not been sent yet, you can simply delete it instead. Once the credit note exists, the original and the credit note belong together: neither of them can be deleted anymore.
The J.SHOW App gives you mobile access to all your Artist Platforms — view upcoming Events, check Travel details, access files, and stay connected with your team on the go.
The app is available for free in the
On the Mac, J.SHOW is available as an app of its own in the App Store — it is the same listing as for iPhone and iPad (Mac from macOS 13, iPhone and iPad from iOS or iPadOS 16). What it does differently from the browser is described under The Mac App.
To login via the app, you must be registered on at least one Artist Platform.
Once you login, you will automatically have access to all platforms that are linked to this email address.
All agency employees need to register on their respective Artist Platforms to be able to access the app.
Tip: The J.SHOW App can also be installed as a Progressive Web App (PWA) directly from your browser — use your browser's "Add to Home Screen" option for an app-like experience without the App Store. Push notifications, however, do not work this way: they need the installed J.SHOW app from the App Store or Google Play — via a shortcut on your home screen these notifications come by email.
If you open J.SHOW on your phone in a browser, a full-screen message J.SHOW works best in the app points you to the app. Get the app takes you straight to the App Store or Google Play; Continue in the browser this time lets you carry on in the browser. After either button the message stays away for 7 days — on all J.SHOW platforms. It never appears inside the app itself, on a computer or on a tablet.
Nothing is sold in the J.SHOW apps for iPhone, iPad and Mac: taking out a subscription, trying or upgrading to PRO, reactivating a platform, withdrawing a cancellation and topping up AI credits are hidden there. In their place it says
The app supports up to 3 email addresses simultaneously, giving you access to all Artist Platforms linked to each account.
To add an additional account:
Tap the (J) icon or the arrow at the top of the app to open the platform menu.
Tap
To switch between accounts:
Tap the (J) icon at the top to see all platforms across all logged-in accounts.
Tap on any Artist Platform logo to switch directly to that platform.
Note: Each account switch uses a secure one-time token for authentication — you stay logged in across all accounts without needing to re-enter passwords.
If a remembered account is no longer logged in – usually because its password was changed – it no longer disappears from the list without a word: the app tells you once that this address is no longer logged in on the device. Tap
The app uses a streamlined navigation structure:
The home screen displays all upcoming Events where you are listed in the travel party, across all registered platforms. Events are shown in chronological order.
Tap on an Event to view its details.
Tap on the Artist's logo to go to the full Event list of that Artist Platform.
If you are registered on multiple platforms, use the filter button to filter the Event list by specific Artist Platforms. Your selection is remembered.
Tap the menu icon to expand the main navigation.
The menu provides access to your platforms, settings, calendar subscription, and account management.
At the very bottom of the menu is the card What's new with the latest changes to J.SHOW. Tap it to expand — older entries load as you scroll. The same checkbox sits at the top of the expanded card.
The bottom dock shows quick-access tabs for your upcoming Events, providing at-a-glance information about your next shows.
The app menu has the checkbox Show startup animation. Remove it and the app starts without the animation. The entry appears in the current Android app and in the iPhone and iPad app from version 2.0 — in the browser and in the old app it stays hidden. The Mac app does not have it: there the animation is skipped when “Reduce motion” is turned on in your Mac's accessibility settings.
On iPhone and iPad the app menu has the line Open addresses in. Choose Google Maps or Apple Maps — your choice is saved right away and applies to every address (venue, accommodation, promoter …) on all platforms of your logged-in accounts whenever you tap it on your phone or tablet. On a computer, addresses always open in Google Maps. On Android devices the line does not appear.
In the app menu, Appearance lets you choose between Same as my device, Light and Dark. The choice applies on this device to the app and to every artist platform you open there: switch under
Tapping on an Event opens the detail view with all relevant information for that show:
Tip: Swipe left or right to navigate between Events, just like using the arrow keys in the desktop version.
Stay connected with your team through the app's conversation feature:
Access Event-specific conversations directly from the Event detail view.
Add comments and notes visible to the relevant team members.
Note: Conversation notifications are delivered via push notification so you never miss important updates while on the road.
Access and download files that have been uploaded to Events or your profile:
View files attached to individual Events from the Event detail view.
Download files for viewing — files are securely accessed using time-limited authentication tokens.
Note: File downloads usually require an active internet connection. The exception is the current app for Android, iPhone and iPad: for your next three Events per platform where you are in the Travel Party, it saves the Event files for offline mode as well — the files under
Attachments open in the app in a preview instead of landing in the download folder: PDF, images, audio, video and text files are shown directly. Anything that cannot be displayed (Word, Excel or ZIP, for instance) asks first and can be opened with another app.
In the app for iPhone and iPad, two icons sit at the top right of the preview: the chain icon creates a time-limited link that lets someone without access open the file (see Share a File via Link) — it appears for files from an event's file list, not for files the app shows from its offline storage. The arrow pointing down passes on the file itself: the device's share sheet then offers saving, AirDrop, mail and more.
The app supports push notifications to keep you informed in real time:
To configure notifications:
App platform: tap the menu — Notifications is a card of its own there, between the accounts and 'Subscribe to the calendar'. It applies to all your accounts at once.
Desktop and mobile: open your profile and click 'Notifications via email or App-Push'.
Choose individually which types of notifications you want to receive via push and/or email.
The app automatically downloads all upcoming Events from every Artist Platform for convenient offline use.
What's available offline:
What requires an internet connection:
If the app detects no internet connection after 15 seconds, it automatically switches to offline mode. The app will then display the downloaded platforms.
Note: Offline data refreshes automatically every 4 minutes when connectivity is restored, or when you return to the app.
When there is no connection, the view shows the state it last loaded instead of an empty page. How old it is stands next to it —
If the connection comes back while you are in offline mode, your next tap takes you straight to the current online page — whether you tap the Event list, an Event or one of its tabs. If the connection is still too weak, the saved version opens as before, and your next taps go there without waiting until the connection holds again.
Subscribe to your Events directly from the app to sync them with your phone's calendar:
Tap the (J) icon at the top to open the platform menu.
Access the Calendar Subscription option from the menu.
Events will appear in your default calendar app (Apple Calendar, Google Calendar, etc.) and stay automatically synchronized.
For more details on calendar subscription options, see Calendar Subscription.
At the end of each year, J.SHOW generates a personalized Wrapped summary — your Year in Review, showcasing your touring highlights.
Your Wrapped includes:
To view your Wrapped:
When available, the Wrapped feature is accessible from the app's home screen.
To customize the look:
Choose between three visual themes: Stage Lights (gold/orange), On The Road (blue/white), or Concert Poster (cream/black).
Download your Wrapped as a PNG image to share on social media or with your team.
The Mac app shows your platform just as you know it from a browser on your computer — with every area, including contracts, invoices and settlements — but as an app of its own, with its own window and an icon in the Dock. You log in once; every further window uses the same login. What it adds:
Every J.SHOW platform comes with its own interface (API). Other systems use it to access your data directly — your website showing your tour dates, a ticketing system, a newsletter tool or your own script that pulls events in from somewhere else.
The API is part of every platform, at no extra cost. All you need is an API key from the settings. This chapter describes the interface in general terms — the concrete values of your own platform (your own event types, your own fields, your own templates) are listed in your platform's live docs.
The API mirrors the structure of the platforms: every platform has its own API on its own subdomain, reachable at https://{subdomain}/api/. That gives you two levels:
Rule of thumb: Reading across many artists → agency API. Everything detailed → artist API. Writing works through both — through the agency API, though, only into the artist platforms released for it in the key.
A typical flow for an agency:
Call /api/artists on the agency subdomain — the response lists all artist platforms of that agency, each with its subdomain as id.
Fetch the events with /api/shows — without parameters across all artists, with &artist= narrowed to one platform.
For details or for writing, point the same call at https://{artist}/api/ — using an API key of that artist platform.
Note: Write access applies per artist platform, never across the agency as a whole: the key lists individually which platforms may be written to. Note the difference from reading: there an empty selection means all of them, including future ones. For writing, all ticked deliberately does not mean the same — a newly connected artist platform is never writable automatically, it has to be added explicitly.
Access always runs through an API key. Where to create, rename, copy and delete keys is covered under API Access.
You can create several keys per platform — ideally one per connected system. Deleting a key cuts off that one integration only; all the others keep running.
What a key is allowed to do is set per key (pencil icon next to the key):
| Setting | Effect |
| include unpublished events | Without this option the key only returns published and announced events. With it, it also sees events that have not been published yet. |
| Read content (schedules & custom fields) | Unlocks the content fields and the detail endpoints — schedules, custom fields, event details, crew, setlist, guest list, vehicles, presales and expenses. |
| Write access (create & fill events) | Unlocks the write endpoint. Available on the artist platform only. |
| Artist platforms for this API key | Agency platform only: limits the key to selected artist platforms. Without a restriction the key sees all of them. |
Our recommendation: one key per integration, with as few permissions as possible. A website that only displays tour dates needs neither content access nor write access.
Security: The key travels as a parameter in the address. Treat it like a password — never use it in publicly visible code (JavaScript in the browser); fetch the data server-side and cache the result.
Per artist platform you can additionally set a
https://{subdomain}/api/, i.e. the subdomain of the platform in question.?token=… Alternatively as a header: Authorization: Bearer … — that keeps the key out of the URL and out of server logs.GET; writing with POST, PATCH or DELETE, at the write endpoint only.application/json; charset=utf-8. The payload always sits under data.YYYY-MM-DD, timestamps as ISO 8601 including the time zone. The time zone comes from the platform settings.error field, together with an HTTP status code.GET https://{subdomain}/api/shows?token=YOUR_API_KEY
The response always has the same shape:
{
"data": [ … ]
}
Throughout this chapter, {subdomain} stands for the address of your platform, {artist} for the subdomain of an artist platform and {agency} for that of an agency platform.
The agency API bundles all artist platforms of the agency under one address. It is the right way in whenever a system needs the big picture — an agency website listing the dates of every artist, say, or an internal report. It returns core data, no detail or advancing data. Writing is possible, but only into the artist platforms explicitly released for it in the key concerned.
| Endpoint | Returns |
/api/artists | All artist platforms of the agency — id (the subdomain) and name. This is the entry point: the values for the artist parameter of every other call come from this list. |
/api/shows | The upcoming events — across all artists without a filter, or just one platform with artist. |
/api/tours | The tour blocks the events belong to. |
/api/venues | The venue directory. |
/api/partners | The directory of partners and promoters. |
Parameters:
| Parameter | Meaning |
token | Required. The API key of the agency platform. |
artist | Optional. Subdomain of an artist platform — narrows the response to that platform. |
show | Optional. A single event in the format {artist}_{S_ID}. |
venue / partner | Optional. A single entry from the respective directory. |
GET https://{agency}/api/artists?token=YOUR_API_KEY
GET https://{agency}/api/shows?token=YOUR_API_KEY
GET https://{agency}/api/shows?token=YOUR_API_KEY&artist={artist}
GET https://{agency}/api/shows?token=YOUR_API_KEY&show={artist}_1234
{
"data": [
{ "id": "{artist}", "name": "Artist Name" }
]
}
The artist platform carries the full interface: every read endpoint — from the plain event list to the complete advancing state of a single event — plus the write endpoint that external systems use to create and fill in events.
All read endpoints are called with GET and answer with JSON. The “Requires” column names the key permission the endpoint needs.
| Endpoint | Returns | Requires |
/api/shows | All upcoming events with core data, status, venue, partner and ticket links. Without a date range the list starts today. With from/to (YYYY-MM-DD) you request a period, past dates included — to alone returns everything up to that day. With crew (email address preferred) only the events the person is booked into as part of the travel party. | — |
/api/show_detail | A single event in full — the complete advancing state. | Content access |
/api/tours | The tour blocks of the platform. | — |
/api/venues | The venue directory, with name search. | Full data & search: content access |
/api/hotels | The accommodation directory, with name search. | Full data & search: content access |
/api/partners | The directory of partners and promoters, with name search. | Full data & search: content access |
/api/crew | The people on the platform with their crewId and their function — the source for every call that assigns people. | Content access |
/api/vehicles | The vehicles in the fleet. | Content access |
/api/setlist | The setlist of an event, a setlist template, or the entire song library. | Content access |
/api/guests | The guest list of an event with entries, allocations and areas. | Content access |
/api/presales | The presale figures per ticket system, optionally with a weekly history. | Content access · PRO |
/api/expenses | The recorded expenses of an event, including attached receipts. | Content access · PRO |
/api/flight_lookup | The scheduled route for a flight number, with times and terminal. | Content access |
/api/templates | The templates of the platform (event overview, travel party, contract) with their IDs. | — |
/api/show_types | The event types valid on this platform — including the ones you created yourself. | — |
/api/capabilities | Which features and resources this platform knows — handy for integrations serving several platforms. | — |
/api/artists | On the artist platform: the platform itself, with its subdomain as id. | — |
Endpoints that require “content access” return an error without that permission. /api/shows, /api/venues, /api/hotels and /api/partners never fail — their response simply contains fewer fields.
These are the fields /api/shows returns per event. They are the foundation of every event integration:
| Field | Meaning |
id | The unique ID of the event in the format {artist}_{S_ID}. |
artist | The subdomain of the artist platform the event belongs to. |
type | The event type as a short word, such as concert, tour or festival. |
type-name | The spelled-out label of the event type, if maintained. |
title | The title of the event. |
showDate | The date in the format YYYY-MM-DD. With several event options, the first day. |
period | true if the event spans a period of several option days. |
showDatePeriodEnd | The last day of that period, otherwise null. |
showDoors | Doors as a timestamp with time zone, otherwise null. |
showStart | Start as a timestamp with time zone, otherwise null. |
status | The booking status of the event (see the table below). |
publishStatus | The publication status for the outside world (see the table below). |
releaseStart | The point in time from which the event should be shown publicly. |
releaseEnd | The point in time from which the event should no longer be shown, if set. |
presaleStart | The point in time from which the presale runs. Purely informational — what follows from it is up to your system. |
tour | The ID of the tour block, if the event belongs to one. |
venue | The ID of the linked venue. |
partner | The ID of the linked partner or promoter. |
venueNameOverride | A different venue name for this event only — null means the name from the directory applies. |
venueCityOverride | A different city for this event only. |
venueCountryOverride | A different country as a country code. |
partnerNameOverride | A different partner name for this event only. |
partnerWebsiteOverride | A different partner website for this event only. |
postponed | true if the event is flagged as postponed. Set deliberately by hand. |
relocated | true if the event is flagged as relocated. |
ticketlinks | The ticket links as a list, each with a label, an address and whether that channel is sold out. An entry without a valid web address does not appear here. |
supports | The support acts as a list. |
schedules | The schedules of the event. Only with the “content access” permission. |
customFields | The custom fields of the event. Only with the “content access” permission. |
showType | The ID of the event type — the very same ID the write endpoint expects. Only with “content access”. |
venueType | The ID of the venue type. Only with “content access”. |
tba | Deprecated. tba and tbaDate remain for compatibility — use publishStatus and releaseStart instead. |
Possible values for status:
| Value | Meaning |
confirmed | Confirmed. |
tbc | To be confirmed. |
option | Option — the day is penciled in, but not binding. |
idea | Idea — just a thought at this stage. |
cancelled | Canceled. |
Possible values for publishStatus:
| Value | Meaning |
published | Public — may be displayed. |
tba | Announced — there is a release time, see releaseStart. |
unpublished | Not published — only returned to keys that are enabled for it. |
Note: Without a date range the API returns all upcoming events; with from/to past ones as well. What of that ends up on a website is decided by your own system, based on status, publishStatus, releaseStart and releaseEnd.
If you would rather not write any code at all: there is a ready-made way to put your events on a website without the API — see Embedding Your Event List on Your Website.
/api/show_detail returns a single event in full — everything that comes together during advancing:
GET https://{subdomain}/api/show_detail?token=YOUR_API_KEY&show={artist}_1234
Tip: Always read before you write. That way you know what has already been filled in and never overwrite existing details.
External systems use the write endpoint to create events, fill them in and change them. On the artist platform it works exclusively with a key that has write access switched on. An agency can also reach it through its own address — https://{agency}/api/write with the parameter artist (the subdomain of the artist platform) — but only for the artist platforms ticked in the
Everything runs through a single address — /api/write. What happens is controlled by the HTTP method and by the resource parameter. Without resource it is about the event itself:
| Method | Meaning |
POST | Creates a new event. The date is required. |
PATCH | Changes an existing event. Only what appears in the call gets written. |
DELETE | Deletes an event permanently, along with its attached data. The crew is notified just as it would be from the interface. |
The fields of the event:
| Field | Meaning |
date | Date in the format YYYY-MM-DD. Required when creating; when changing, it moves the event. |
id | The ID of the event. Required when changing and deleting. |
status | The booking status. When creating without a value: “to be confirmed”. |
title | The title of the event. |
showType | The ID of the event type. An ID unknown on this platform is rejected. |
venueType | The ID of the venue type. |
applyTemplate | Applies the template linked to the event type — exactly as in the interface. |
schedules[] | The schedules of the event, each with content, title and visibility. |
customFields[] | The custom fields of the event, each with content, title and visibility. |
POST https://{subdomain}/api/write?token=YOUR_API_KEY
Content-Type: application/json
{
"date": "2026-09-01",
"status": "option",
"title": "Release Show",
"showType": 0,
"schedules": [
{ "index": 1, "title": "Run of show", "content": "18:00 Soundcheck\n20:00 Doors", "visible": true }
]
}
PATCH https://{subdomain}/api/write?token=YOUR_API_KEY
Content-Type: application/json
{ "id": "{artist}_1234", "status": "confirmed" }
DELETE https://{subdomain}/api/write?token=YOUR_API_KEY
Content-Type: application/json
{ "id": "{artist}_1234" }
The response contains the ID of the event:
{ "id": "{artist}_1234" }
Important: Writing calls behave exactly like an entry made in the interface: notifications go out, the change log is written, deadlines and templates take effect.
Changes made without naming a person appear in the Change Log with API · [name of the API key] as the editor – so you can tell which key wrote them.
If you pass a new date when changing an event, the event is moved: every to-do deadline shifts by the same number of days, the old day is kept as a “moved from” marker and the crew is notified. So only pass the date when you really want to move the event.
With the resource parameter, the same endpoint addresses the individual areas of an event — from the venue directory through accommodations and travel to the guest list. That lets you build an event completely from the outside:
| Area | Resources | Meaning |
| Venue | venue, venue_link, venue_contact, venue_alt, venue_stage | Create and maintain venues in the directory, link them to the event, add contact persons, set alternatives and map the stages or halls of a venue. |
| Accommodation | hotel, hotel_link, hotel_room, hotel_rooming | Create accommodations, put one into an accommodation slot of the event — slots 1–4, or as an additional accommodation from slot 5 onwards (up to 20, always the next free slot) —, add rooms and assign people to beds. "hotel": null on a slot from 5 onwards takes that accommodation off the event together with its rooms. |
| Partner | partner, partner_link, partner_contact | Create partners and promoters, put one into any of the three partner slots and maintain their contact persons. |
| Contact persons | show_contact, cp_other | Set the event's local contact and tour contacts, and add any number of further contacts. |
| Catering | catering | Set catering type, buyout and description for the event. |
| Travel party | show_crew | Book crew onto the event and remove them again — with the same notifications as in the interface. A PATCH with crewIds and passive (0–3) sets the passive level of people already booked, per event; anyone not in the travel party is not booked. |
| Travel | travel, travel_entry | Arrival and departure as a simple entry (distance and travel time, calculated automatically on request) or as individual travel entries per person and means of transport. With visibleTo you set which permission levels can see a travel entry (management, artist, crewplus, crew, guest; null = everyone, [] = only the people listed plus Admin, Agency and tour management). |
| Vehicles | vehicle, vehicle_link, vehicle_driver, vehicle_passenger, vehicle_travel, | Maintain the fleet, assign vehicles to the event, set drivers and passengers, attach vehicles to travel entries, and create and apply vehicle templates. |
| To-dos | todo, todo_reminder | Create tasks with a deadline, tick them off and set reminders for individual people. |
| Date options | termin_option | Propose alternative days and remove them again, as long as no day is fixed yet. |
| Guest list | guestlist, guestlist_limit, price_group, guest_area, guest_entry | Set the settings and allocations, create price groups and areas, and add, edit and remove individual guests. |
| Setlist | song, setlist, setlist_template | Maintain the song library, arrange songs on the event, and create and transfer setlist templates. |
| Files | file, person_file, show_person_file | Store files on the event, on a person, or on a person within the travel party — and remove them again. |
| Templates | apply_template | Apply a saved template to the event — event overview, travel party or contract. |
| Deal & contract PRO | deal, deal_participation, additional_cost, contract_status, contract_partner | Set deal type, guarantee, participation tiers and additional costs, plus contract status, deadlines and contracting party. |
| Expenses PRO | expense, expense_file | Record the actual expenses of the cost tracking and attach receipts as files. |
| Presales PRO | presales, ticketsystem | Report presale figures per ticket system and remove ticket systems. |
POST https://{subdomain}/api/write?token=YOUR_API_KEY&resource=hotel
{ "name": "Hotel …", "city": "Berlin", "checkIn": "15:00" }
POST https://{subdomain}/api/write?token=YOUR_API_KEY&resource=hotel_link
{ "show": "{artist}_1234", "slot": 1, "hotel": "hotel_{artist}_5" }
Note: Exactly which fields an individual resource expects is documented in your platform's live docs — every resource is listed there with its method, required fields and an example.
Event type and venue type are passed as numbers. These standard event types exist on every platform — which of them can actually be picked depends on the platform settings:
| ID | Label | Counts as a show |
0 | Concert | yes |
1 | Tour | yes |
2 | Festival | yes |
3 | Rehearsal | no |
4 | Promo | yes |
5 | Off Day | no |
6 | Travel | no |
7 | Show | yes |
8 | Preparing | no |
9 | Support | yes |
10 | Preview | yes |
11 | Feature | yes |
12 | Set Up | no |
13 | Tear Down | no |
14 | Wrap-up | no |
On top of that, every platform can create its own event types (see Linking Templates to Event Types). Their IDs differ from platform to platform and therefore do not appear in this manual. The valid list for your platform — standard and custom, each with ID and label — is in your platform's live docs and can be queried at any time:
GET https://{subdomain}/api/show_types?token=YOUR_API_KEY
The venue types, by contrast, are the same on every platform:
| ID | Label |
0 | not specified |
1 | Club |
2 | Hall |
3 | Arena |
4 | Open Air |
5 | Tent |
6 | Stadium |
Schedules, custom fields, catering and additional contacts can be visible to some permission levels and hidden from others. Reading and writing use the same notation:
| Value | Meaning |
"roles": ["all"] | Visible to everyone. Same as leaving it unset. |
"roles": [] | Visible to admin and agency only. |
"roles": ["tourmanager","crew"] | Additionally visible to the permission levels listed. |
"visible": true|false | Short form: true means “everyone”, false means “admin and agency only”. An explicit list of permission levels takes precedence. |
These permission levels can be named:
tourmanager, artist, crew-plus, crew, guest
Admin and agency always see everything and are therefore never listed.
Records are addressed through readable IDs. The pattern is always the same, so an ID stays unambiguous even when several platforms work together:
| Record | Format | Meaning |
| Event | {artist}_{S_ID} | Subdomain of the artist platform plus the internal number of the event. |
| Tour | tour_{artist}_{id} | Tour block. |
| Venue | venue_{prefix}_{id} | Venue from the directory. |
| Partner | partner_{prefix}_{id} | Partner or promoter from the directory. |
| Accommodation | hotel_{prefix}_{id} | Accommodation from the directory. |
| Crew | crewId | A person on the platform — a plain number, available from the people list. |
| Guest | g_… | Entry on the guest list. |
| Price Category | pg_… | Price group of an event. |
| Area | glb_… | Guest list area. |
| Expenditure | fin_… | Recorded expense. |
Note: The prefix on venues, accommodations and partners is the subdomain of the artist platform — or, if the platform belongs to an agency, the name of the agency. The reason: those directories are shared within an agency.
Errors come back as JSON, together with an HTTP status code:
{ "error": "Token is invalid" }
| Code | Meaning |
400 | The request is incomplete, or a value is invalid or too long. |
401 | The key is missing or invalid. |
403 | The key lacks the required permission, the feature is a PRO feature, or the platform's license has expired — in which case the platform is read-only. |
404 | The record or platform being addressed does not exist. |
405 | The HTTP method does not fit the resource being addressed. |
409 | The request contradicts the current state — for example a simple travel entry while travel is already planned individually. |
423 | The record is locked (a closed settlement, for instance) and can no longer be changed. |
500 | Unexpected error on the server. |
Every platform ships its own, always up-to-date API documentation. It sits right under the platform's address and is reachable without logging in:
https://{subdomain}/api/
It says the same as this chapter — but with the real values of your platform: the event types that actually apply including your own, your own setlist fields, every field of every write resource and the complete response fields of all endpoints.
Rule of thumb: The manual explains the principle; the live docs name the concrete IDs and fields of your platform.
The same description is also available as a file to import — an OpenAPI 3.1 specification (also known as a “Swagger file”). Use it to generate clients, fill API tools and set up integrations without retyping the documentation:
https://{subdomain}/api/openapi.json
https://{subdomain}/api/openapi.yaml
It, too, is generated by your platform and carries its values — your event type IDs, your own fields, the endpoints available on your platform. So simply fetch it again after changing your settings.
You will find both links in the platform as well, under
Some values differ from platform to platform because they come from your own settings and data. That is why they are not in this manual — but they can be queried directly at any time:
| Value | Query |
| Your own event types with their IDs | GET /api/show_types |
| Your own setlist fields | GET /api/setlist?songs=1 |
| Templates and their IDs | GET /api/templates |
| People and their IDs | GET /api/crew |
| Price groups and guest list areas of an event | GET /api/guests |
| Your own expense categories and payment methods | GET /api/expenses |
| The feature set of the platform | GET /api/capabilities |
Important: Never hard-code the IDs of event types, templates or people into an integration. They differ per platform and can change — query first, then use.
One call is enough — it returns all upcoming events:
GET https://{subdomain}/api/shows?token=YOUR_API_KEY
Display events with the publication status “published” normally, and those with “tba” as an announcement without a date.
Honour releaseStart and releaseEnd so events appear and disappear automatically at the right moment.
Use ticketlinks for the ticket buttons and the sold-out flag inside them for the “sold out” label.
For an agency the same flow runs against the agency subdomain — filtered per artist if you like.
First create the event, then create the venue or take it from the directory and link it to the event:
POST https://{subdomain}/api/write?token=YOUR_API_KEY
{ "date": "2026-09-01", "status": "tbc", "title": "Release Show", "showType": 0 }
POST https://{subdomain}/api/write?token=YOUR_API_KEY&resource=venue
{ "name": "…", "city": "…" }
POST https://{subdomain}/api/write?token=YOUR_API_KEY&resource=venue_link
{ "show": "{artist}_1234", "venue": "venue_{artist}_55" }
Run a name search in the directory beforehand to see whether the venue already exists — that way no duplicates pile up.
A flow that has proven itself for integrations:
First read the event in full, so you know the current state.
Then add the missing pieces — venue, accommodation, partner, contact persons, catering, travel, schedules.
Finally read the result once more and compare it against your own source.
Tip: If you would rather not write code: the AI Assistant does exactly these jobs by chat, voice or email — behind the scenes it uses this very interface.