Project Settings
The Settings, Features, Permissions, Visibility, Notifications and Notification Log tabs of the Admin panel decide how TourLife behaves for your whole band or project. This page covers each of them.
Settings
Admin → Settings holds the defaults and rules that apply to every event in your project.
Events
| Setting | What it does |
|---|---|
| Default Event Status | The status a new event starts with: Penciled, Option, On Hold, Confirmed, Rescheduled, Advanced or Cancelled |
| Default Event Type | The event type that is selected when you create a new event |
| Default Event Description | Text that new events start with. Great for a checklist of things to fill in, or standard info for the crew |
| Include Venue info | When enabled, information stored on a venue is shown directly in the event tabs where it's relevant |
Guestlist
| Setting | What it does |
|---|---|
| Default amount of Guests | The maximum number of guests for a new event. Leave it blank if you don't want a limit |
| Allowed Guest Types | The guest types people can choose from: Guest, VIP, Backstage, Backstage after show, Frontstage, All Areas, Photo Pass and Booker |
Attendance & communication
| Setting | What it does |
|---|---|
| Remind Users After (days) | How many days TourLife waits before reminding someone to answer an attendance request. Leave it blank to turn reminders off |
| Users to include in all TourLife communication | These users are always in CC when TourLife sends communication, even if they aren't assigned to the event |
| Users to always receive Attendance updates | These users get a notification every time someone changes their attendance, by email or push notification depending on their settings |
| Sync Hospitality | When enabled, people are automatically added to the Hospitality list when they're added to the Roster |
User assignment based rendering
When User assignment based rendering is enabled, users only see items they are assigned to, unless they have the permission to edit them. For example: when you add an entry to the callsheet and assign it to the lighting crew, only the lighting crew sees that entry. The same goes for hotels, transport and other tabs. This keeps the app clean for everyone, as people only see what's relevant to them.
Storage
At the bottom of the page you can see the Total File Size of all files uploaded to your project.
Features
Admin → Features turns event tabs on or off for the entire project. If your project never needs flights or merch, switch those features off and the tabs disappear for everyone.
The available features are Contacts, Setlist, Guestlist, Checklists, Callsheet, Promo, Documents, Flights, Transport, Hotel, Technical, Hospitality, Merch and Messages.
Features apply to everyone in the project. If you only want to hide a tab from certain people, use Visibility instead.
Permissions
Admin → Permissions shows a grid with every permission as a row and every user as a column. It's the quickest way to review and change permissions for your whole team at once.
- Use the User Type Filter and the text filter to narrow down the columns, e.g. to only show crew members.
- The buttons next to each row and column check or uncheck a permission for all visible users at once.
- Hover the help icon next to a permission to see what it does.
Don't forget to click Save Settings when you're done. For a description of each permission, see User Permissions.
Visibility
Admin → Visibility works like the Permissions grid, but decides which event tabs each user can see. Your merch seller probably doesn't need the Technical tab, and the light engineer doesn't need to see Promo.
Visibility only hides tabs. It doesn't grant any rights: a user who can see the Setlist tab still needs the Can edit setlists permission to change it. Visibility is also respected outside the app, for instance in the callsheet emails TourLife sends out and in the Calendar Sync feed.
Notifications
Admin → Notifications lets you manage the notification preferences of every user. For each of the following events, you can enable or disable Email and Push notifications per user:
- Event created
- Assigned to Event
- Attendance Request
- Attendance Status Update
- Event Status Update
- Message added to Event
- Guest added to Event
A bell icon next to someone's name means that user has no device registered for push notifications, and won't receive any push notifications from TourLife. Ask them to install the app and allow notifications, see Installing TourLife.
Notification Log
When someone says they never got that email, Admin → Notification Log has the answer. It lists every email and push notification TourLife sent for your project, including who received it, for which event and when.
Use the Notification Type Filter and Recipient Filter to find what you're looking for. The log contains, among others, broadcasts, callsheet emails, attendance requests and reminders, event status updates, and notifications about guests, messages, documents, checklists, contacts and hotels added to an event.