🔑User Roles & Permissions

Every account is assigned one of four roles. Your role determines what you can see and edit throughout the app.

🚀Getting Started

Creating an Account

1. Open the app and tap Sign Up.
2. Enter your first name, last name, email address, and a password, then tap Next.
3. You will be asked what you want to do — Create an Organisation or Join an Organisation. Choose the path that applies to you (see below).

Path A: Creating an Organisation Admin

Choose this if you are the admin — the person setting up the app for a band or company for the first time.

1. Tap Create an Organisation. A subscription is required — the paywall will appear. Subscribe to unlock admin access.
2. Once subscribed, enter a name for your organisation (e.g. The Midnight Band) and tap Create Organisation.
3. You are signed in and taken straight to the app. Your organisation is ready — you can now add tours, dates, and invite crew.

Path B: Joining an Organisation

1. Tap Join an Organisation.
2. Enter the invite code your admin has shared with you and tap Join.
3. You are signed in and added to the organisation automatically.

Selecting an Organisation

All tour data is scoped to an organisation. If you belong to more than one, tap the Organisations tab (or go to Settings → Organisations) to switch between them. The active organisation is shown with a blue border and a checkmark.

Face ID / Touch ID

After signing in with your email and password for the first time, the app will offer to enable Face ID (or Touch ID on older devices). Tap Enable to save your credentials securely. On future sign-ins, a Sign In with Face ID button appears on the login screen.

Navigation

The app uses a bottom tab bar with five main areas:

• Dates (mic icon) — your tour dates list, the main hub
• Calendar — monthly calendar view of all dates
• Songs — the master song library
• Crew — band and crew contacts
• Notifications (bell icon) — inbox and message sending

Tap the ⋮ menu in the top-right header of any screen to access Tasks, Files, Accounting, Contacts, My Details, My Tour Pass, Settings, User Manual, and Sign Out.

Offline & Sync

World Tour Pro works offline. All data is cached on your device. When connectivity is restored, changes sync to the cloud automatically. A yellow ⚠ Sync Pending banner appears when local changes haven’t yet reached the cloud.

Data Storage & Device Restore

All organisation data is stored in the cloud and linked to your account. Simply download the app again and sign in with the same account — everything reloads automatically.

🎤Tour Dates

The Dates tab is your home screen. It shows all tours and dates for the active year, organised as collapsible group cards.

Tour Year Selector

A 📅 year button appears in the header. Tap it to open the Year panel and switch years. Tap + Add Tour Year to add a new year.

Creating a Tour Admin

Tap the + button next to the TOURS/DATES heading. Enter a name and tap Add.

Filter Bar

A row of filter controls sits above the tour cards: filter by day type (All / Show / Travel / Off), jump to today, toggle sort order, hide/show past dates, and toggle the Timeline view.

Timeline View

Tap Timeline in the filter bar to reveal a flat chronological list of all dates across all tours, with coloured left borders matching each tour’s group colour.

Adding a Date Admin

1. Tap + Date on the tour card.
2. Choose a Day Type — 🎤 Show, ✈️ Travel, or ☀️ Day Off.
3. Select the date, enter the city and venue. Typing in the venue field shows Google Places suggestions — select one to auto-fill address, city, timezone, and more.
4. Tap Add Date to save.

Editing or Deleting a Date Admin

Long-press a date row to reveal inline edit and delete buttons.

Exporting a Tour Admin Tour Manager

Tap the share icon on a tour card to export as PDF or Text File. A date-picker screen lets you choose which dates to include.

📋Show Screen

The Show Screen is the central hub for a single show day. Tap any date from the Dates tab to open it.

Header — Venue, Date & City

The venue name, date, and city are shown at the top and are editable by admins (with Google Places autocomplete). A timezone row shows the venue’s local time, updated every minute.

Quick Action Buttons

• Venue Info — venue contacts, capacity, load-in, production, and backstage details
• Hotel — hotel name, address, and room assignments
• Transport — flights and ground transport
• Backline — equipment supplier and gear details
• Guest List — manage guests and set a cutoff time

Schedule

A timeline showing all schedule items and transport entries for the day in chronological order. Admin Tour Manager can tap + to add items. Items always sort by start time (earliest first).

Schedule Templates

Save and reuse schedule layouts using ↓ Load Template and ↑ Save as Template in the Schedule editing screen. Templates are shared organisation-wide.

Set List

Tap + to open the Set List Picker and choose songs from the Song Library. Tap Edit to enter drag-to-reorder mode. Share/export as PDF or Text File using the share button. The total set runtime is shown at the bottom.

Day Notes

Two separate note fields — one editable by Admin only, one by Admin and Tour Manager. Both are visible to all users and appear at the top of the generated Day Sheet.

Visibility Settings Admin

Tap the eye icon to control who can see a date. Set to Everyone or Restricted (specific groups or users). Dates hidden from a user simply don’t appear in their list.

Venue Info Modal

Contains sections for Venue Name, Venue Contact (contacts tagged to this show), Capacity, Load (Load In Contact, Time, Point, Parking), Production (Production Contact mini-list, Audio, FOH, Monitor, Lighting, Stage Dimensions, Crowd Barrier), and Backstage (Dressing Room, Green Room, Catering, Wifi). All fields autosave.

Tap Search Venue Database at the top of the modal to search the shared venue registry. Results show capacity and whether the record was saved by you or another team member. Tap Import to fill in empty fields from a result — existing content is never overwritten. When you close the modal, your current details are automatically saved back to the database.

Hospitality Rider

A collapsible free-text section for documenting hospitality rider requirements. Admin Tour Manager can edit; all roles can view.

Day Sheet

Tap Share Day Sheet at the bottom of the Show screen to generate a formatted document. Choose Preview PDF, Share PDF, or Text File.

Accounting Admin Tour Manager

Enter deal type, guarantee, ticket sales, merch takings, and venue commission. All entries auto-sync to the Accounting screen. Fields are only visible to users with accounting access.

Saving

All editable fields on the Show Screen save automatically as you type — no save button required.

🏨Hotel

Access from the Hotel quick-action button on the Show screen. A show date can have multiple hotels. Each has its own name, address, notes, and room list.

Hotel Details

• Hotel NameGoogle Places autocomplete search — selecting a result auto-fills the address.
• Hotel AddressGoogle Places autocomplete, or type manually.
• Hotel NotesCheck-in instructions, parking notes, etc.

Room Assignments

Each room has a Guest name (with crew search), Check In / Check Out dates, Room Number, Booking Reference, Cost, and Tax. Room costs auto-sync to the Accounting screen as an Accommodation expense.

Bulk Add Rooms

Set shared dates and tap Add Users… to create a room for each selected person at once. People already with a room are skipped automatically.

Saving

All hotel fields save automatically as you type.

✈️Transport

Access from the Transport quick-action button. Records flights and ground transport for the day, listed in chronological order. Entries also appear in the Show screen’s Schedule timeline.

Adding a Transport Entry Admin Tour Manager

Tap + Add Flight or + Add Ground. For flights, tap the search icon next to the flight number to auto-fill airline, airports, and times. Flight costs auto-sync to the Accounting screen as a Travel expense.

Location Quick-Pick

For ground transport, tap the blue pin icon next to Depart, any intermediate stop, or Arrive to choose from known locations for the date (venue, hotels, city). Route distance and duration are calculated automatically.

Intermediate Stops (Waypoints)

Ground transport entries support multiple stops between Depart and Arrive. Tap + Add stop (below the Depart field) to insert a stop with its own address and time. Each stop has the same blue pin quick-pick as Depart and Arrive.

When you tap Recalculate Route, the app calculates driving time for each leg individually and fills in the arrival time at each stop automatically. If you later change the departure time, all stop and arrival times update instantly.

After Show Travel

Toggle the After Show switch on any entry to move it to a dedicated section below the main list, keeping late-night travel separate from daytime entries.

🎸Backline

Access from the Backline quick-action button. Records equipment supplier details and gear specifications for a specific show. Start typing the company name to search the Contacts library for autofill. All fields autosave as you type. Backline costs auto-sync to the Accounting screen.

• Company / ContactSupplier name, first name, surname, email, phone.
• Drums / Amps / Cabinets / MiscEquipment specification (multiline).
• Cost / TaxHire cost — only visible to users with accounting access.

💰Accounting Admin Tour Manager

Access via 💰 Accounting in the ⋮ menu. Centralised view of all income and expenses, including entries auto-synced from Transport, Hotels, and Backline.

Summary, Filters & CSV Export

Summary cards show total Income and Expenses by currency. Filter by type (Income / Expenses / All) and by date range or category. Tap CSV to export Income and Expenses as separate spreadsheet files.

Adding an Entry Manually

Tap + Add Entry. Choose Type (Income/Expense), Category, Description, Amount, Tax, Currency, Date, and Payment Status (Unpaid/Paid).

Auto-Synced Entries

The following screens automatically create Accounting entries: Show Screen (Guarantee, Ticket Sales, Merch, Venue Commission), Transport (flight costs), Hotel (room costs), and Backline (hire costs). Auto-synced entries cannot be edited directly from the Accounting screen — update the source screen instead.

🎟️Guest List

Access from the Guest List quick-action button. Manages the door list for a specific show.

Cutoff Time

Set a cutoff time after which Crew and Artist users can no longer add or modify guests. Admin Tour Manager are never blocked by the cutoff.

Guest Limit Admin

Set a maximum guest count. The counter turns red when the cap is reached. Any role is blocked from adding more guests once the limit is hit.

Adding & Managing Guests

Tap Add Guest, fill in name, quantity, and optional notes/phone/email, then tap Add Guest. Tap Approve or Deny pill buttons on each card. Tap Approve All to approve everyone at once.

Exporting Admin Tour Manager

Tap Export Guest List to generate a PDF of approved guests only, sorted by surname.

📅Calendar

The Calendar tab shows all tour dates in a monthly grid. Days with shows have a coloured dot. Tap any day to see its shows, then tap a show to open the Show Screen.

Subscribe to Calendar

Tap the blue calendar icon to push all tour dates to a live iOS Calendar feed. The feed stays up to date automatically whenever tour dates change.

Adding a Date from Calendar Admin

Select a day and tap + Add Show to open the Add Show modal for that date.

🎵Song List

The Song List tab is the master library of songs for the organisation. Songs added here can be pulled into set lists on the Show screen.

Views

• Songs — alphabetical list with A–Z quick-scroll sidebar on the right edge.
• Albums — songs grouped into collapsible album sections. Sort by Year ↓/↑ or A–Z. A–Z mode shows its own quick-scroll sidebar.
• Artists — collapsible artist sections sorted A–Z, with a quick-scroll sidebar.
• Genres — songs grouped by genre.

Adding a Song Admin

Tap + Add Song. Fields: Song Name, Print Title, Artist, Duration, Album, Key, Tuning, Notes, Writers, Genre. Tap Add Song to save.

Managing Albums Admin

Switch to the Albums view and tap + Add Album. Tap the pencil icon to rename or update the year; the trash icon to delete (songs move to Ungrouped).

👥Crew

The Crew tab is a department-organised roster of everyone on the tour. Tap any member to expand their card and see email and phone — tap either to call, message, or email directly.

Adding Members Admin Tour Manager

Tap + on a group header. Choose from App User, Contact, or Manual entry. Set a Role for each member and tap Save.

Exporting the Roster Admin Tour Manager

Tap the share icon in the screen header. Select members and choose Export as PDF or Export as CSV.

AAA Passes Admin

Tap the 🎫 ticket icon to open the AAA Passes management screen. Upload a photo, assign the pass to users, and choose a background (Dark/Light) and accent colour. Assigned users can view their pass via ⋮ → 🎫 My Tour Pass.

My Profile & Crew Profiles

Access your own profile via ⋮ → My Details. Admins can view and edit any user’s profile from the Admin screen. Private fields include frequent flyer numbers, APRA number, seat preference, rental car, T-shirt size, and home address.

📦Equipment List Admin Tour Manager

A consolidated view of every item of equipment each person is bringing on tour — dimensions, weight, and descriptions. Access via ⋮ → 📦 Equipment List.

Users are displayed in department groups. Each item shows Description, Dimensions (L × W × H), and Weight. A summary bar shows total item count and combined weight.

Editing & Exporting

Tap the pencil icon on any person’s card to open their equipment editor. Tap Share Equipment List at the bottom to export as PDF, or as a text file.

📇Contacts

The global contacts book — promoters, agents, venue staff, and anyone you deal with regularly. Contacts added here can be attached to specific show dates via the Show Screen.

Contacts are organised into custom groups with coloured dots. Tap A–Z in the top-right corner to switch to a flat alphabetical list. On iOS and Android, tap Import from Contacts to pull details directly from your device contacts book.

🔔Notifications

The Notifications tab serves as an inbox for received messages, and a compose panel for sending messages to the team.

Sending a Message Admin Tour Manager

1. Choose recipients: All, Groups (by role), or Individual users.
2. Enter a Title (max 100 chars) and Message (max 1,000 chars).
3. Tap Send to N People.

🏢Organisations

All tour data is scoped to an organisation — useful for managing multiple bands or projects without data overlapping. Tap any organisation in the list to set it as active, rename it, export data as CSV, leave it, or delete it.

⚙️Admin — User Management

The Admin screen is accessible to Admin users only. Access it via the navigation menu.

Users Tab

All registered users sorted A–Z by surname. Tap any card to open the full Edit Profile sheet — update name, phone, travel preferences, crew notes, and home address. Tap Change Role to update their app role.

Groups Tab

Groups let you control visibility of show dates for subsets of users. Tap + to create a group, the person+badge icon to manage members, and the pencil icon to rename or recolour.

⚙️Settings

Access via ⚙️ Settings in the ⋮ top-right menu.

Appearance

• Band logo Admin — upload your logo to replace the default header icon for all users in the organisation.
• Use organisation name as title Admin — replaces “World Tour Pro” as the main wordmark in the header.
• Theme — toggle between ☀️ Light and 🌙 Dark mode. Defaults to Dark on first install.

Time

Choose 12 hr (e.g. 5:00 PM) or 24 hr (e.g. 17:00). Affects all time displays throughout the app.

Units Admin

Set dimension unit (cm or in) and weight unit (kg or lbs) for the Equipment List and exports. Settings sync to all users in the organisation.

Accounting Admin

• Default Currency — pre-selected currency for new cost entries.
• Accounting Visibility — Admin + Tour Manager (default) or Admin Only.

✅Tasks Admin

A shared to-do list for the organisation. Access via ✅ Tasks in the ⋮ menu.

Type in the text field at the bottom and tap + to add a task. Tap the circular checkbox to mark a task complete — it moves to a Completed section below. Tap the trash icon to delete. Tasks sync in real time across all admin users.