https://app.backstagebaton.com/app/assets/HelpCenter-e2NVWtqU.js

1import{j as e,m as g,u as b,r as u,B as w,a6 as x}from"./index-_aijvlUq.js";import{P as c}from"./PageHeader-DCofr6qo.js";import{E as k}from"./EmptyState-CPGKooqj.js";import{T as v}from"./Tabs-CGDUdv1I.js";import"./Badge-DJIi163x.js";const m=[{id:"add-member-directly",category:"member-management",categoryLabel:"Member Management",title:"Add a new member directly",description:"Create a member account immediately with their details pre-filled.",keywords:["add member","new member","create member","roster","add directly"],relatedPages:["/members"],content:[{type:"intro",text:"Use this method when you have the member's information ready and want to create their account immediately. The member receives a welcome email with a link to set their password."},{type:"flowchart",component:"AddDirectlyFlow"},{type:"roles",canDo:["President","Vice President","Membership Coordinator"],cannotDo:["Secretary (view only)","Section Leaders","Regular Members","Treasurer","Music Director"]},{type:"steps",items:["Log in and click Members in the left sidebar.","Click Add member, then select Add Directly.","Fill in the form. Required: First name, Last name, Email. Recommended: Phone, Instrument, Section, Member type, Join date.","Click Save Member. The account is created immediately."]},{type:"tip",text:"You can add a member without an email address. They will not receive a welcome email and cannot log in, but their roster information will be tracked."},{type:"email",trigger:"Immediately after saving",subject:"{OrgName} is now on Backstage Baton — here's your login",expiry:"24 hours",note:"Member receives a link to set their password. Link expires in 24 hours."},{type:"warning",text:"The password setup link expires in 24 hours. If missed, send a password reset from their member profile."},{type:"tip",text:"If you assign an instrument when adding the member, the section leader for that instrument's section will automatically receive an email notification."},{type:"table",headers:["Step","Action","Timeframe"],rows:[["1. Open welcome email","Check inbox for email from [email protected]","Within 24 hours"],["2. Set password","Click Set Your Password and create a password","Within 24 hours"],["3. Log in","Visit app.backstagebaton.com and sign in","Any time after step 2"]]}]},{id:"send-member-invitation",category:"member-management",categoryLabel:"Member Management",title:"Send a member invitation",description:"Invite a member to join and let them fill in their own details.",keywords:["invite","invitation","send invite","new member","pending"],relatedPages:["/members"],content:[{type:"intro",text:"Use this method when you want the member to fill in their own details. Backstage Baton sends them an invitation link to complete their profile and set their password."},{type:"flowchart",component:"SendInviteFlow"},{type:"roles",canDo:["President","Vice President","Membership Coordinator"],cannotDo:["Secretary","Section Leaders","Regular Members","Treasurer","Music Director"]},{type:"steps",items:["Log in and click Members in the left sidebar.","Click Add member, then select Send Invite.","Enter the member's email address. Name is optional.","Click Send Invitation. The email is sent immediately."]},{type:"tip",text:"Invited members appear as Pending in your member list until they accept and complete their profile."},{type:"email",trigger:"Immediately after sending",subject:"You've been invited to join {OrgName} on Backstage Baton",expiry:"7 days",note:"Member receives a link to accept the invitation and complete their profile."},{type:"warning",text:"Invitation links expire after 7 days. If a member does not respond, find their Pending record in Members and click Resend Invitation."},{type:"table",headers:["Step","Action","Timeframe"],rows:[["1. Open invitation email","Check inbox for email from [email protected]","Within 7 days"],["2. Accept invitation","Click Accept Invitation and follow setup steps","Within 7 days"],["3. Complete profile","Fill in contact info, instrument, and section","During setup"],["4. Log in","Visit app.backstagebaton.com","Any time after"]]},{type:"comparison",headers:["","Add Directly","Send Invite"],rows:[["Who enters details","Membership co

1ordinator enters all info","Member fills in their own profile"],["Email sent","Welcome email with password setup link","Invitation email with accept link"],["Link expires","24 hours","7 days"],["Best for","Bulk onboarding and existing roster imports","Individual new members mid-season"],["Status after","Active immediately","Pending until accepted"]]},{type:"tip",text:"When the member completes their profile and selects an instrument, the section leader for that section will automatically receive a notification."}]},{id:"new-member-onboarding-emails",category:"member-management",categoryLabel:"Member Management",title:"New member onboarding emails",description:"What every new member receives in their first 3 days — the welcome email plus a 3-email drip introducing them to their section leader, our communication style, and the mobile install.",keywords:["onboarding","drip","welcome","new member","section leader intro","install app","spam","email series"],relatedPages:["/members"],content:[{type:"intro",text:"Whenever a member account is created, Backstage Baton sends a four-email onboarding sequence. The goal is simple: get new members into the app, introduce them to their section leader, teach them what to expect from us, and show them how to add Backstage Baton to their phone — without flooding their inbox."},{type:"tip",text:"You don’t do anything to trigger this. The drip starts automatically the moment the welcome email goes out, whether the member was added directly, invited, or onboarded during Go Live."},{type:"table",headers:["#","Email","When it sends","Sender"],rows:[["1","Welcome — set your password","Immediately when the account is created","[email protected]"],["2","Meet your section leader","2 hours after the welcome","[email protected]"],["3","What to expect from BSB emails","2 days after the welcome","[email protected]"],["4","Add BSB to your phone","3 days after the welcome","[email protected]"]]},{type:"intro",sectionHeader:"Email 1 — Welcome",text:"Branded welcome with a one-time link to set their password. Link is good for 7 days. The orange CTA is the only action needed to activate the account."},{type:"image",src:"/app/help-images/onboarding-drip/0-welcome.png",alt:"Welcome email preview",caption:"Sent immediately. Click to open full size."},{type:"intro",sectionHeader:"Email 2 — Meet your section leader",text:"Goes out 2 hours after the welcome. Names the member’s section leader by name with their email and phone, explains what the leader handles, and tells the member that replies go straight to that leader."},{type:"image",src:"/app/help-images/onboarding-drip/1-section-leader-intro.png",alt:"Section leader intro email preview",caption:"Sent +2 hours. Hydrates the leader’s name + contact info from the live database at send time."},{type:"tip",text:"If a member has no section assigned at the +2-hour mark, this email is silently skipped — we don’t fabricate a generic intro. Most members are assigned an instrument at signup, so this almost always sends. The 2-hour delay gives membership coordinators a small window to finish setup before the email fires."},{type:"intro",sectionHeader:"Email 3 — What to expect from us",text:"Day 2 reset. Tells the member exactly what cadence of emails they’ll get from BSB (weekly update, reminders, urgent change notices) and walks them through 4 quick steps to keep our emails out of spam. Closes by directing questions to their section leader or organization leadership in the Members directory."},{type:"image",src:"/app/help-images/onboarding-drip/2-bsb-basics.png",alt:"BSB basics email preview",caption:"Sent +2 days. The four numbered steps cover contacts, spam, Gmail Promotions tab, and Outlook Other/Junk."},{type:"intro",sectionHeader:"Email 4 — Add BSB to your phone",text:"Final email. Step-by-step PWA install instructions for both iPhone (Safari) and Android (Chrome) so members can add Backstage Baton to their home screen for one-tap full-screen access."},{type:"image",src:"/app/help-images/onboarding-drip/3-install-app.png",alt:"Install app email preview",caption:"Sent +3 days. Mirrors the printable install guide and the in-app Install button."},{type:"intro",sectionHeader:"When emails are skipped",text:"The drip is built to be safe. At dispatch time the worker re-checks the live state and will skip any email if:"},{type:"table",headers:["Condition","Effect"],rows:[["Member is deactivated, marked as alumni, or deleted","Remaining drip emails skipped"],["Organization’s notifications are paused (admin pause switch)","Email deferred or skipped"],["Member has no section assigned (email 2 only)","Section-leader intro silently skipped — emails 3 & 4 still send"]]},{type:"tip",text:"Re-sending a welcome email (Resend welcome on a member’s profile) does 

1NOT re-fire the drip. The drip kicks off once per member, the first time their account is welcomed. This is intentional — a member who needs a password-reset link doesn’t need their day-2 spam-prevention email all over again."},{type:"roles",canDo:["No action required — the drip is automatic"],cannotDo:["Manually trigger an individual drip email","Customize the drip per organization (it’s shared platform-wide)","Change the cadence or skip conditions"]},{type:"warning",text:"Existing members who joined Backstage Baton before May 2026 do not receive these emails retroactively — the drip is opt-in for new accounts only. If you want a longtime member to see the install-app guide, share the printable PDF or use the Send to Section flow."}]},{id:"password-resets",category:"member-management",categoryLabel:"Member Management",title:"Password resets",description:"How members reset their own password, and how admins can trigger a reset on their behalf.",keywords:["password","reset","forgot password","login","can't log in","locked out"],relatedPages:["/members"],content:[{type:"intro",text:"Members may forget their password or need to regain access. There are two paths: the member resets it themselves, or an admin triggers a reset on their behalf."},{type:"flowchart",component:"PasswordResetFlow"},{type:"steps",sectionHeader:"Option A — Member resets their own password",items:["Go to app.backstagebaton.com.","Click Forgot password? below the login form.","Enter your email address and click Send Reset Link.","Check your inbox and click the link to create a new password."]},{type:"tip",text:"Any member with a login account can reset their own password at any time."},{type:"email",trigger:"Member requests reset at login screen",subject:"Reset your Backstage Baton password",expiry:"1 hour",note:"Self

1-service reset links expire in 1 hour."},{type:"warning",text:"Self-service reset links expire in 1 hour. If missed, the member must request another reset."},{type:"roles",sectionHeader:"Option B — Admin triggers a password reset",canDo:["President","Vice President","Membership Coordinator"],cannotDo:["Secretary (view only)","Section Leaders","Regular Members","Treasurer"]},{type:"steps",items:["Log in and click Members in the left sidebar.","Find the member and click their name.","Click the Actions menu (three dots) in the top right.","Select Send Password Reset. Backstage Baton emails the member immediately."]},{type:"tip",text:"Admin-triggered resets expire after 7 days — longer than the 1-hour self-service window. Use this for members who check email infrequently."},{type:"steps",sectionHeader:"Troubleshooting — member says they did not receive the email",items:["Ask them to check their spam or junk folder.","Verify the email address on their profile is correct. Go to Members, search their name, and check the email field.","iCloud, @me.com, or @mac.com addresses: Apple has strict filtering. Ask the member to add [email protected] to their contacts, then trigger a new reset.","School district addresses such as @dcsdk12.org: IT systems block many external senders. Contact this member by phone or in person.","If none of the above resolved it, contact [email protected]."]}]},{id:"update-member-details",category:"member-management",categoryLabel:"Member Management",title:"Update member details",description:"How to edit member information. Changes take effect immediately.",keywords:["update","edit","change","member details","email","phone","instrument","section","status"],relatedPages:["/members"],content:[{type:"intro",text:"Member information changes regularly. Changes take effect immediately and no email is sent when you update member details."},{type:"flowchart",component:"UpdateMemberFlow"},{type:"table",sectionHeader:"Who can edit what",headers:["Role","Can update","Cannot update"],rows:[["President / Vice President","All fields for any member","—"],["Membership Coordinator","All fields for any member","—"],["Band Manager","All fields for any member","—"],["Secretary","View only — cannot edit","All fields"],["Members (own profile only)","Name, phone, address, emergency contact, proxy","Instrument, section, role, status"],["Section Leaders","View their section — cannot edit","All fields"]]},{type:"steps",items:["Log in and click Members in the left sidebar.","Find the member using search or scroll.","Click their name to open their profile.","Click the Edit button (pencil icon) in the top right.","Update the relevant fields and click Save. Changes take effect immediately."]},{type:"tip",text:"Updating member details does not send any automated emails. Changes are silent."},{type:"table",sectionHeader:"Key fields explained",headers:["Field","What it does"],rows:[["Status","Active = full member. Inactive = not currently participating. Alumni = former member preserved in history."],["Member type","Regular Member, Director, Staff, Librarian, etc. Controls permissions and what the member sees."],["Instrument","Primary instrument. Determines section placement and roster seating."],["Section","Which section this member belongs to. Affects seating charts and section leader access."],["Join date","Used to calculate band anniversaries shown on the dashboard."],["Birthday","Used to show birthday reminders on the dashboard and in the weekly digest."],["Emergency contact","Stored securely. Visible only to members with admin-level access."],["Communication proxy","When enabled, all emails and SMS for this member route to the proxy person instead."]]},{type:"intro",sectionHeader:"Communication proxy",text:"Routes all emails and SMS to someone else on behalf of a member. Useful for members who do not manage their own communications."},{type:"steps",items:["Open the member edit form.","Scroll to Communication Proxy.","Toggle it on.","Enter the proxy name, email, and relationship.","Save. All automated emails now go to the proxy address."]}]},{id:"section-leader-notifications",category:"notifications",categoryLabel:"Notifications",title:"Section leader notifications",description:"Automatic emails sent to section leaders when their roster changes.",keywords:["section leader","notification","email","roster change","added","removed","inactive","retired","alumni"],relatedPages:["/sections","/my-section"],content:[{type:"intro",text:"Section leaders receive automatic email notifications when their section roster changes. These fire immediately when a membership co

1ordinator or admin makes a change."},{type:"table",headers:["Event","What triggers it","Email subject"],rows:[["Member added","New member assigned to the section with an instrument","New member in your [Section] section"],["Member removed","Member's instrument changed away from this section","[Member Name] removed from your section"],["Member inactive","Member status changed to inactive","[Member Name] marked inactive in your section"],["Member moved to alumni","Member status changed to alumni","[Member Name] has moved to alumni status in your section"],["Member reactivated","Member status changed back to active","[Member Name] reactivated in your section"]]},{type:"tip",text:'The "added" notification includes the member name, section, and instrument, plus their contact details so you can reach out without looking anything up. Status change notifications include member name and section.'},{type:"tip",sectionHeader:'The "added" email comes in three flavours',text:"BSB tells you WHICH kind of arrival it is, because what you do next differs. A NEW MEMBER (joined in the last 60 days) needs a welcome and an introduction. A TRANSFER — someone moving across from another section — needs a seat, not a welcome. An existing member being added is simply a seating change."},{type:"tip",text:"Every leader of a section is notified, not just one. Sections with two or more co-leaders all get the email."},{type:"tip",text:"If you have turned on text reminders, a short SMS nudge accompanies the email pointing you to your inbox for the detail. You opt into that yourself in Notification Preferences; nobody can switch it on for you."},{type:"tip",text:"These fire when a member is assigned to an ensemble with an instrument that belongs to your section. Adding an instrument to someone’s general list of what they can play does not notify anyone — that is a record of their skills, not a seating change."},{type:"tip",text:"If no section leader is assigned to a section, the notification goes to the Membership Coordinator instead."},{type:"tip",text:"Notifications are suppressed during org onboarding. Section leaders will not receive emails while the organization is being initially set up."}]},{id:"create-performance",category:"performances",categoryLabel:"Performances",title:"Create a performance",description:"Add a new performance to your ensemble schedule and notify members automatically.",keywords:["create performance","add performance","new concert","publish performance","schedule"],relatedPages:["/performances"],content:[{type:"intro",text:"Performances are created in draft mode and only notify members when published. Publishing a performance triggers an automatic email to all ensemble members."},{type:"flowchart",component:"CreatePerformanceFlow"},{type:"roles",canDo:["President","Vice President","Music Director","Band Manager"],cannotDo:["Secretary (view only)","Section Leaders","Regular Members","Treasurer","Membership Coordinator"]},{type:"steps",items:["Log in and click Performances in the left sidebar.","Click New performance.","Fill in performance details — Title, Date, Time, Call time, Venue, Dress attire, Ensemble.","Add setlist pieces from the music library.","Save as Draft — no notification sent yet.","When ready, click Publish — notification email sent immediately to all ensemble members."]},{type:"tip",text:"Save as a draft first to review all details before notifying members. Members are not notified until you click Publish."},{type:"tip",text:"To see a piece’s details without leaving the performance, click its title in the setlist (on a phone, tap the piece, or its (i) button if you can reorder the setlist). Composer, grade, folder number and the recording open right there (leaders also see the notes and parts); Open in library takes you to the full record to edit it."},{type:"email",trigger:"When you click Publish",subject:"New performance: {title} ({ensembleName})",expiry:"No expiry",note:"All ensemble members receive this immediately. Email includes date, venue, and a link to view the full performance details."},{type:"tip",text:"Members who join the ensemble after a performance is published will not automatically receive the notification. Use Send Message to Ensemble to reach them separately if needed."}]},{id:"update-performance",category:"performances",categoryLabel:"Performances",title:"Update a performance",description:"Edit performance details and automatically notify members of changes.",keywords:["update performance","edit performance","change date","change venue","performance details"],relatedPages:["/performances"],content:[{type:"intro",text:"When you update a published performance, all ensemble members are automatically notified of the change."},{type:"roles",canDo:["President","Vice President","Music Director","Band Manager"],cannotDo:["Secretary (view only)","Section Leaders","Regular Members","Treasurer","Membership Coordinator"]},{type:"steps",items:["Log in and click Performances in the left sidebar.","Click the performance name to open it.","Click Edit in the top right.","Update the relevant fields.","Click Save changes. Routine edits do not email your members."]},{type:"tip",text:"Members are not emailed about routine edits. The exception is a last-minute change: if the date, time or venue of a published performance changes within 48 hours of it, members get one urgent notice. Several edits made close together are held for 30 minutes and merged into that one email, so talking a change through does not send a string of messages."},{type:"email",trigger:"When the date, time or venue of a published performance changes within 48 hours of it",subject:"URGENT: {title} performance change ({ensembleName})",expiry:"No expiry",note:"All ensemble members receive this. It lists what changed, old and new side by side."},{type:"tip",text:"Draft performances can be edited freely with no notifications sent."},{type:"tip",sectionHeader:"Programs and flyers",text:"Open the performance and expand Program, flyers and posters to attach the printed program, a flyer or a poster (PDF, Word or image, up to 25 MB). Use the pencil to give a file a clear name, like Fall concert program, instead of the name it was saved under. Everyone who can see the performance can open them once it is published, on a computer or a phone. For a past concert, Smart Import its old program instead: the program is kept on the performance it creates, in the same place."}]},{id:"cancel-performance",category:"performances",categoryLabel:"Performances",title:"Cancel a performance",description:"Remove a performance and automatically notify all members of the cancellation.",keywords:["cancel performance","delete performance","remove performance","cancelled"],relatedPages:["/performances"],content:[{type:"intro",text:"Deleting a published performance sends an immediate cancellation notice to all ensemble members. This is the most time-sensitive notification in BSB — act quickly when a performance is cancelled."}

1,{type:"flowchart",component:"CancelPerformanceFlow"},{type:"roles",canDo:["President","Vice President","Music Director","Band Manager"],cannotDo:["Secretary (view only)","Section Leaders","Regular Members","Treasurer","Membership Coordinator"]},{type:"steps",items:["Log in and click Performances in the left sidebar.","Click the performance name to open it.","Click the Actions menu (three dots) in the top right.","Select Delete Performance.","Confirm deletion — cancellation email sent immediately to all ensemble members."]},{type:"warning",text:"This action cannot be undone. Setlists and attendance records for the performance are permanently deleted. Its rehearsals are NOT deleted — they stay on the calendar as standing (ensemble) rehearsals, ready to attach to a future performance. The one exception is a sign-up performance: its own rehearsals go with it, because they were only ever that group’s. The delete dialog says which will happen."},{type:"email",trigger:"Immediately when you confirm deletion of a published performance",subject:"{title} — Cancelled",expiry:"No expiry",note:"All ensemble members receive this immediately. Email shows the cancelled date and venue and asks members to update their calendars."},{type:"tip",text:"If you want to postpone rather than cancel, consider updating the date instead of deleting the performance. That sends an update notification rather than a cancellation."}]},{id:"partial-roster-performance",category:"performances",categoryLabel:"Performances",title:"Sign-up performances: pick the players, or open the call",description:"A school assembly, a library set, a small-group gig: a performance only part of the band plays. Pick who plays, or let members volunteer, without touching the rest of the band.",keywords:["sign-up","sign-up performance","part of the band","volunteer","players wanted","count me in","cast","small group","assembly","who plays this one","send the call"],relatedPages:["/performances","/schedule","/groups"],content:[{type:"intro",text:"Most concerts are the whole ensemble. Some are not: a weekday-morning school assembly only the members who can get away play, a twenty-person set at the library, a quartet at a fundraiser. Set that kind of performance to Sign-up. Only the people on its list are on its roster, only they get its notices, and it never counts against anyone else’s attendance — but it still shows on everyone’s schedule, so the band keeps one picture of what it is doing."},{type:"roles",canDo:["President","Vice President","Music Director","Band Manager","Assistant Conductor"],cannotDo:["Secretary (view only)","Section Leaders","Regular Members (they can volunteer, and take themselves off)","Treasurer","Membership Coordinator"]},{type:"tip",sectionHeader:"Create one",text:"In the New performance wizard, under Who plays this one, choose Sign-up. Tick Let members volunteer if you want the band asked, and write a few lines under Why you’re asking — what the performance is, who it is for, why it is worth their morning. Those words lead the email members get and the page they land on. You can also set this on the edit form of an existing performance."},{type:"steps",items:["Performances → New performance. Fill in the title, date, time, venue and ensemble as usual.","Under Who plays this one, choose Sign-up.","Tick Let members volunteer if you want members to put themselves forward, and write your pitch under Why you’re asking.","On the rehearsals step, add this group’s own rehearsals. A different start time on a night the band already rehearses is fine — the standing rehearsal is left exactly as it is. These rehearsals belong to the players: only the people on the list are expected, get the morning reminder, see them in their schedule and calendar, and can say they can’t make it. Nobody else is marked absent.","Save. The performance is created with nobody on it. Open it and expand Who plays this one to start building the list."]},{type:"tip",sectionHeader:"Build the list",text:"Two ways, and you can use both on the same performance. Add a player: pick from the ensemble; they land in the chair they held last concert and get a short “You’re on” email with a one-tap link to take themselves off. Let members volunteer: when the performance is published, the announcement goes to the whole ensemble as “Players wanted” with a Count me in button that needs no login; a volunteer is seated the same way. Turned volunteering on after publishing? Press Send the call… — it opens on your pitch so you can edit it, then sends the same email again (once an hour at most)."},{type:"table",headers:["What you see","What it means"],rows:[["6 players · 2 volunteered","Who is on the list and how they got there. Show players opens the list; it stays collapsed between visits."],["Remove","Takes that person off the list, chair included. Their answers about this performance’s own rehearsals are cleared too."],["Remove everyone","Empties the list so you can pick from scratch. Seating on other concerts is untouched."],["Volunteering: Let members volunteer / Close volunteering","The Volunteering card says Open or Closed and how many have volunteered. Opens or closes the call; someone already on the list can still take themselves off after it closes. On the phone, the same card sits at the top of the performance (open it from the Performances tab), so you can send the call or close volunteering from there; the player list itself is on the desktop."],["Send the call…","Re-sends the “Players wanted” email to the whole ensemble with your (editable) pitch. Refused if the performance is unpublished, volunteering is closed, or it went out within the last hour."],["Sign-up rules: Change rules…","Two optional rules. Players can take themselves off until a date: after it, a player who can’t make it is marked unavailable instead of leaving the list, so you see the hole in the chair. Spots per instrument: once that many are on for an instrument, later volunteers wait in line; the first waiting goes on (and gets the “You’re on” email) when a spot opens, when you raise the number, or when you press Add anyway beside their name."],["Trumpet · 5 on","Players are grouped by instrument. Tap the instrument to see who is on it, with their chair; an instrument that is full (Full · 2 of 2) or has people waiting opens by itself, and the people waiting sit under Waiting inside that instrument, with Add anyway and Remove."],["Print sign-up sheet","One page to pass round at rehearsal: your pitch, who is playing so far by instrument, the instruments the music still needs, and blank lines for name, instrument and phone or email. On the day, tick Here beside each player. Add the names people wrote in with Add a player. It never prints anyone’s phone or email."]]},{type:"tip",sectionHeader:"What members see",text:"On the schedule and the Performances page the performance is drawn hollow in the ensemble’s colour, with a Not the whole band mark (Players wanted while the call is o

1pen). A member who is on it sees “You’re on the list” and a Take me off button; anyone can come off at any time, whether they volunteered or you added them — being picked is an invitation, not an obligation. The conductor of the performance is never offered Count me in."},{type:"tip",sectionHeader:"Notices follow the list",text:"Reminders, last-minute change notices, cancellation and restoration go to the people on the list only. Rehearsals are different: the group’s own rehearsals belong to it, but the ensemble’s standing rehearsals stay ensemble-wide and their reminders reach everyone as usual. The weekly digest and the calendar feed show the performance to the whole band, labelled so nobody thinks they are expected."},{type:"tip",sectionHeader:"Email the people on it",text:"Administration → Email Lists has a list for every upcoming sign-up performance, under Performances. It is live: the moment someone volunteers or comes off, the list is right. It disappears by itself once the performance is past."},{type:"tip",sectionHeader:"Seating",text:"A player is seated in the chair they held last concert, or the next open one. Moving them for this performance never changes their chair on any other concert, and a chair set here never carries forward — first trumpet in a four-piece is not first trumpet in the full band."},{type:"warning",text:"Deleting a sign-up performance takes its own rehearsals with it (the standing rehearsals are untouched). For a whole-ensemble performance the rehearsals stay on the calendar instead. The delete dialog says which will happen."},{type:"email",trigger:"When you add a player, or a player is added while the performance is unpublished",subject:"You’re on: {title} ({ensembleName})",expiry:"No expiry",note:"Only the person added receives it. It carries a Take me off this one link that works without logging in. Volunteers are not sent it — they already know."},{type:"email",trigger:"When a performance with volunteering on is published, or when you press Send the call…",subject:"Players wanted: {title} ({ensembleName})",expiry:"No expiry",note:"Every active member of the ensemble receives it, with your pitch on top and a Count me in button that needs no login."},{type:"printable",title:"Sign-up Performances",description:"This article as a two-page printable — create one, build the list, what members see, which notices go where, the emails it sends.",pdfHref:"/app/guides/partial-roster-guide.pdf",pages:2,sizeKb:120}]},{id:"volunteer-for-performance",category:"performances",categoryLabel:"Performances",title:"Volunteer for a sign-up performance (members)",description:"When only part of the band is playing something, how to put yourself forward, and how to take yourself off.",keywords:["count me in","players wanted","volunteer","take me off","not the whole band","small group"],relatedPages:["/performances","/schedule"],content:[{type:"intro",text:"Sometimes the band takes a performance only some members can make — a weekday assembly, a small set at the library. You will see it on your schedule marked Not the whole band, or Players wanted while the director is looking for people. Nobody is expected unless they are on the list."},{type:"steps",items:["You get an email titled “Players wanted” with the director’s note about the performance.","Tap Count me in. No login needed — the page confirms you are on the list.","You are seated in the chair you usually play. The performance now shows as yours, and you will get its reminders.","Changed your mind? Open the same email or the performance in the app and tap Take me off. You come off the list — you are not marked absent."]},{type:"tip",text:"If your instrument is full, Count me in puts you on the waiting list instead, and the page says so. You are emailed “You’re on” if a spot opens. Take me off the waiting list leaves the line."},{type:"tip",text:"Some performances have a date after which players stay on the list — the card says “You can take yourself off until …”. After that date, Take me off goes away; if you can’t make it after all, use Can’t make it so your director knows."},{type:"tip",text:"If the director adds you directly, you get a short “You’re on” email instead. It has the same Take me off link. Being added means the director thought you might be interested; it never obliges you to play."},{type:"tip",text:"The band’s regular rehearsals are unchanged. If this performance has its own extra rehearsals, they show up on your schedule only once you are on the list."}]}

1,{id:"rehearsal-management",category:"performances",categoryLabel:"Performances",title:"Schedule and manage rehearsals",description:"Create rehearsals with or without a concert, block out a whole season in one pass, and let performances pick up their rehearsals automatically.",keywords:["rehearsal","add rehearsal","schedule rehearsal","standalone rehearsal","standing rehearsal","rehearsal series","block out","repeats","rehearsal reminder","rehearsal update","rehearsal countdown","year view"],relatedPages:["/schedule","/performances"],content:[{type:"intro",text:'A rehearsal belongs to your ensemble — it can stand on its own (a "standing rehearsal") or be tied to a specific performance. Groups that rehearse every week without a concert on the books can block out their rehearsal night months ahead; when a performance is created later, the rehearsals leading up to it are tied to that concert automatically.'},{type:"roles",canDo:["President","Vice President","Music Director","Band Manager"],cannotDo:["Secretary (view only)","Section Leaders","Regular Members","Treasurer","Membership Coordinator"]},{type:"steps",sectionHeader:"Add a single rehearsal",items:["Open Schedule in the left sidebar and click New → New rehearsal. (You can also click New rehearsal inside any performance’s Rehearsals section.)","Pick the ensemble first — its usual rehearsal night, venue, and start/end times fill in automatically from the ensemble’s defaults.",'Set the date. Leave "To date" empty for a single rehearsal.','Tie it to an upcoming performance, or leave it as "No performance — standalone rehearsal".',"Save — if the rehearsal is standalone, or its performance is published, a Rehearsal Added email goes out immediately."]},{type:"flowchart",component:"RehearsalFlow"},{type:"email",trigger:"When you save a single new rehearsal (standalone, or tied to a published performance)",subject:"Rehearsal Added",expiry:"No expiry",note:"All ensemble members receive this. Email shows date, venue, and time. Rehearsals added to an unpublished performance send nothing until the performance is published."},{type:"steps",sectionHeader:"Block out a whole run (series)",items:["Same form — set both a From date and a To date.","Backstage Baton lays out one rehearsal per week on the ensemble’s usual night for the whole stretch.","Review the full date list before anything is created: dates you already have something scheduled are skipped automatically, and you can ✕-remove any week you’re dark (holidays, breaks).","Click Create N Rehearsals — the whole run lands on every member’s calendar at once."]},{type:"tip",text:"Creating a series never emails members — it’s a planning action, and a per-date email storm would be noise. Members pick the dates up naturally through the weekly update, calendar subscriptions, the printable schedule, and morning-of reminders."},{type:"intro",sectionHeader:"When a performance is added later",text:'Creating a performance automatically ties every standing rehearsal between your previous concert and the new date to the new performance — you’ll see a note like "5 existing rehearsals now lead to this performance." Rehearsal orders you’ve already set are kept exactly as they are. To un-hook one, edit the rehearsal and check "Not tied to a performance." And if a gig falls through, deleting the performance does NOT delete its rehearsals — they return to standing rehearsals, ready for the next booking.'},{type:"tip",text:'Rehearsal countdown: every performance’s Rehearsals section shows "N rehearsals planned · You have M left before the performance." Cancelled rehearsals don’t count against you, and the numbers update the moment you add or cancel a night.'},{type:"tip",text:"Scouting a concert date? On Schedule → Year, click any future date to see how many usable rehearsal nights each ensemble would really have before a concert on that date — including already-scheduled standing rehearsals that would carry over, and holiday conflicts flagged in amber."},{type:"table",sectionHeader:"Which emails fire, and when",headers:["Action","Email to members?"],rows:[["Add a single rehearsal (standalone, or on a published performance)","Yes — Rehearsal Added, immediately"],["Add a rehearsal to an unpublished performance","No"],["Create a series (From/To dates)","No — by design, regardless of how many dates"],["Edit a rehearsal","No routine email. If the rehearsal starts within 48 hours and you change the date, time, or venue, an urgent change notice is sent."],["Cancel a rehearsal","Urgent notice if it was within 48 hours; otherwise no email — it shows as CANCELLED on member calendars"],["Automatic reminder","The morning of every rehearsal (~9am org time, or your org’s delivery window), to all ensemble members"]]},{type:"printable",title:"Rehearsal Scheduler Guide",description:"Director-facing walkthrough of the whole flow — single rehearsals, season block-out with the review list, automatic performance adoption, date scouting in Year view, and the rehearsal countdown. With screenshots.",pdfHref:"/app/guides/rehearsal

1-scheduler-guide.pdf",pages:5,sizeKb:580}]},{id:"import-past-concert",category:"performances",categoryLabel:"Performances",title:"Import a past concert from its printed program",description:"Upload a PDF or photo of an old program and Backstage Baton creates the concert, its music and who played, so your history and performance records fill in without typing.",keywords:["import","program","past concert","historical","history","old program","backfill","archive","smart import","previous concerts","alumni"],relatedPages:["/performances"],content:[{type:"intro",text:"A band with years of concerts behind it should not have to type them in. Give us the printed program and we read the date, venue, music and the players; you check each match and confirm. The result is a closed concert in your history, with the program attached, and every matched player credited with having played it."},{type:"steps",sectionHeader:"Import a program",items:["Go to Performances and click Import program.","Upload: choose a PDF or a clear photo of the program (one concert per file). Reading it takes up to half a minute.","Details: check the title (required), date, ensemble as printed, and venue.","Setlist: each piece is matched to your Music Library. Exact and Likely matches are linked for you; check any marked Possible; leave a piece as historical when it is not in your library (you can edit its title and composer here).","Roster: each name is matched to your members. For anyone not found, choose Add as member (a current player who is not in the system yet), Create as alumni (a name-only credit for someone no longer with you), or Skip.","Confirm: review the counts and click Import. The concert is created as closed, with the program attached."]},{type:"table",sectionHeader:"What you get",headers:["Item","What happens"],rows:[["The concert","A closed (historical) performance on the date printed, with the program under Program, flyers and posters."],["Music that matched","Linked to the library piece, so it counts in the Music Usage Report and each piece’s performance history."],["Music that did not match","Kept on the concert as printed, marked Not in library. It is never added to your Music Library."],["Players that matched","Credited as performing and present, so it appears in their performance history and attendance."],["Add as member","Creates an active member on the concert’s ensemble with the instrument they played."],["Create as alumni","Creates an alumni record with the name only, so the credit is kept without a live member."]]},{type:"tip",sectionHeader:"Fixing an imported concert afterwards",text:"A concert more than 30 days old is archived and read-only to protect it from accidental edits. To change it, open the concert and click Edit archived concert; the card unlocks for this visit. You can then add music from the library, remove a line, reorder, or fix the roster, then click Done editing. A piece marked Not in library stays a text line: to link it properly, add the library piece to the setlist and remove the text line."},{type:"tip",text:"Only pieces that matched (or were added from the library) count in reports about your music. A concert whose setlist is mostly Not in library is still a complete record of what was played; it just does not feed the library’s numbers."},{type:"tip",text:"Import one program at a time, starting with the most recent season. Members who played in several concerts are matched once and credited each time."},{type:"warning",text:"Add as member creates a real, active member who will receive emails and appear on rosters. Use it for people who are in the band today, not for someone who left years ago; use Create as alumni for them."}]},{id:"weekly-digest",category:"performances",categoryLabel:"Performances",title:"Weekly digest",description:"How the weekly update works: leadership replies, review and approval, and what members receive.",keywords:["weekly digest","digest","weekly update","ensemble update","director notes","approval","approver","preview","rehearsal order"],relatedPages:["/settings/communications"],content:[{type:"intro",text:"Once a week, every ensemble member gets one polished email: the schedule, the music, and anything leadership wants passed along. Leadership’s only job is replying to one email — the system assembles everything else from the app. Configure it per ensemble under Settings → Communications → Weekly Digest."},{type:"table",sectionHeader:"What members receive, in order",headers:["Section","Content"],rows:[["Dues (amber box at the top, only while a balance is open)","A member who still owes dues or a fee sees the amount for the season, their own Pay online link and your check instructions, before anything else — in their copy only, gone once they pay. Every digest for the first four weeks after the charge (or your last email about it), then the first digest of each month, once members can see the charge"],["Leadership notes","By default each leader’s reply appears word for word as its own section, under their name. In the combined-note style, each item becomes its own titled block. Links are clickable either way"],["Heads up (amber box)","Combined-note style only: when leadership flags a deadline or a question needing an answer — shown in leadership’s exact words, never reworded"],["New member welcome","Members who joined since the last digest, with their instrument"],["This week’s rehearsal / performance","Date, time, venue with map link — straight from the schedule"],["Music for the week","The rehearsal order (or program), chart numbers verbatim, with ▶ Listen links where recordings exist"],["Performance details","Date, venue, call time, performance time, dress for the concert being worked toward"],["Looking ahead","Upcoming rehearsals and performances in a dated table"]]},{type:"intro",sectionHeader:"How leadership adds content",text:"On the input day, the roles you choose (president, music director, band manager…) receive an input-request email showing the week’s schedule. Anyone can reply — replies add together, they never overwrite each other. Reply in plain English; attachments welcome. A numbered piece list in a reply sets that week’s rehearsal order in the app, and the sender gets a confirmation of exactly what was set."},{type:"email",trigger:"On the input day, at your delivery window",

1subject:"[Input Requested] {ensembleName} Weekly Digest — Week of {date}",expiry:"Reply before the digest composes",note:"Sent to the input roles chosen in the digest settings. Every reply is collected; the app shows them under “Replies collected” where they can be reviewed, edited, excluded, or added manually."},{type:"intro",sectionHeader:"Review and approval",text:"The Preview button composes the exact email from the replies so far — nothing sends. With “Require approval” on, a chosen approver (a role, or a specific person picked from your active leadership) receives the finished email before send time with a link to review, edit, and approve. The review copy can arrive hours ahead or the evening before — the settings page shows the exact day and time. If nobody approves by your grace period, the digest either sends as-is or holds and reminds the approver: your choice."},{type:"tip",text:"Two writing styles: “Keep leadership’s words exactly as written” (the default for new bands) sends each reply word for word as its own section, under the writer’s name. “Blend replies into one voice” combines the replies into one leadership note — piece lists, dates, chart numbers, and the Heads up box still stay word for word."},{type:"tip",text:"The send time is your delivery window (Delivery settings tab) — the digest settings show it next to the send day, so the schedule is never a mystery."},{type:"tip",text:"Unpublished performances (and their rehearsals) DO appear in the digest with date, time, and venue so members can plan — but they are tagged as still being finalized, and the program, director notes, and dress details stay hidden until you publish."},{type:"tip",text:"Recording links come from the music library. Add YouTube or streaming links to pieces and they appear as ▶ Listen links in the digest."}]},{id:"attendance-tracking",category:"performances",categoryLabel:"Performances",title:"Attendance tracking",description:"Take attendance at performances and rehearsals with a link you can open on any device.",keywords:["attendance","take attendance","attendance link","attendance token","check in"],relatedPages:["/performances"],content:[{type:"intro",text:"Tap Take attendance on the rehearsal or concert. You’ll find it on Home on the day (in the Today row of This Week), in the pill at the top of every page on a rehearsal or concert day, on the concert’s Rehearsals, and on the Schedule. It opens an attendance sheet that works on any device, and you can share the link so someone else can take it — no login required."},{type:"tip",sectionHeader:"Who can take attendance",text:"The president and vice president, music director, assistant conductor, band manager, marketing director, webmaster, membership coordinator and secretary, and anyone you give the Attendance Taker role (Administration → Roles & Access → Assign). An Attendance Taker can do only this: take attendance, record a phoned-in absence, see who is out and read the attendance report. Section leaders take their own section in My Section."},{type:"tip",sectionHeader:"Attendance is optional, and it is two separate switches",text:"Your organization can track attendance for performances, for rehearsals, for both, or for neither (Settings → Organization → Edit → Settings). Plenty of community bands deliberately track none of it. With a type switched off, no day-of link is sent for it, nothing can be recorded against it, and it is left out of every rate and report rather than being shown as a zero."},{type:"tip",text:"If your band tracks no attendance at all, section leaders still get a tab in My Section — labelled Availability instead. It lists upcoming rehearsals so a leader can mark who has said they cannot make it. Knowing who will be missing is useful whether or not anyone takes a register."},{type:"tip",text:"Section leaders record attendance and absences from My Section, not from the day-of link. Everything they mark applies to their own section."},{type:"flowchart",component:"AttendanceFlow"},{type:"email",sectionHeader:"The “who’s not coming” email",trigger:"Before every rehearsal (1 to 90 minutes before it starts), and on concert day about an hour before the call",subject:"{N} out tonight — {ensemble} ({date}

1), or Nobody out tonight",expiry:"48 hours after the event",note:"Sent to the directors and the people who take attendance (membership coordinator, secretary, Attendance Taker; the band manager too for concerts). Lists who said they can’t come, with their reasons, and has a Take attendance button that opens the sheet on any device with no login. Sent only if your band collects “can’t make it” answers; the button is left out if you don’t take attendance for that kind of event."},{type:"tip",text:"The attendance link expires 48 hours after the event. If you need to update attendance after that, log in to BSB and open the performance directly."},{type:"steps",sectionHeader:"Sending the attendance link to someone else",items:["Tap Take attendance on the rehearsal or concert.","In the window that opens, use Copy to paste the link anywhere, or show the QR code.","Or tap Send to staff: BSB emails the link to the president, vice president, secretary, membership coordinator, section leaders and Attendance Takers."]},{type:"table",headers:["Automatic email","When it goes","Who gets it"],rows:[["Who’s not coming (with Take attendance)","Before every rehearsal, and on concert day before the call","Directors and the people who take attendance"],["Performance reminder","The morning of the concert","Everyone playing it"],["Rehearsal reminder","The morning of the rehearsal (about 9am, or your band’s delivery time)","Everyone in the ensemble"]]},{type:"tip",sectionHeader:"What counts as your attendance rate",text:"The percentage is defined by your organization, not by BSB (Settings → Organization → Settings): how far back to count, what counts as good, and whether an excused absence is dropped from the maths, counts against the member, or counts for them. Change those and every rate and report re-labels itself to match."},{type:"tip",text:"A member who reports an absence in advance for a rehearsal is excused automatically on the day — nobody has to enter it twice. Retract the absence and that automatic excusal disappears with it, but anything a person recorded by hand is never touched."}]},{id:"my-section",category:"performances",categoryLabel:"Performances",title:"My Section — the section leader’s home base",description:"Everything a section leader does in BSB: seat your section for a concert, record absences members tell you about, and message your players.",keywords:["my section","section leader","section","roster","chairs","availability","attendance","communicate","message section","mark out","leader"],relatedPages:["/my-section","/sections"],content:[{type:"intro",text:"My Section is your page — it shows only the players in the section(s) you lead. Everything here works on a computer and on a phone, but the two look different enough that this article gives you both. On a computer, open My Section from the left sidebar; on a phone, tap Section in the bottom bar."},{type:"table",sectionHeader:"Same tools, different shape",headers:["","On a computer","On a phone"],rows:[["Getting there","My Section in the left sidebar","Section in the bottom tab bar"],["Tabs","Three: Roster, Attendance (or Availability), Communicate","Two: Roster and Attendance (or Availability)"],["Sending a message","The Communicate tab","The Message button at the top right"],["Choosing an instrument","Tabs across the top","Rounded pills across the top"],["Moving someone","Drag by the grip handle","Tap to pick up, tap to place"]]},{type:"roles",canDo:["Section Leaders (their own sections)","President","Vice President","Music Director"],cannotDo:["Regular Members","Secretary","Treasurer","Membership Coordinator"]},{type:"tip",text:"You are never required to do any of this in BSB. If you would rather phone or text the concert manager with what you know, they can make every one of these updates for you. The band needs the information — it does not need to come from your keyboard."},{type:"image",sectionHeader:"The Roster tab",src:"/app/help-images/my-section/01-my-section-roster.png",alt:"My Section roster showing chairs, seats, subs and unavailable zones",caption:"Chairs for one concert. Instrument tabs across the top, drag handles on each player, and the Subs and Unavailable zones underneath."},{type:"steps",sectionHeader:"Seat your section — on a computer",items:["Pick the concert from the dropdown at the top. Seating is per concert — changing it here does not change any other date.","Choose an instrument tab (Euphonium, Trombone, Tuba…). The counts next to each name show how many chairs are filled.","Drag a player by the grip handle onto a chair to seat them, or drag within a chair to change the seat order.","Drag someone to Subs when they are in the section but not playing this concert, or to Unavailable when they have declared out."]},{type:"image",src:"/app/help-images/my-section/03-mobile-roster.png",alt:"My Section roster on a phone, with instrument pills and chairs listed as 1st Chair and 2nd Chair",caption:"The same section on a phone: instrument pills instead of tabs, and a Message button where the third tab would be."},{type:"steps",sectionHeader:"Seat your section — on a phone",items:["Tap Section in the bottom bar, then pick the concert from the dropdown.","Tap an instrument pill (Euphonium, Trombone, Tuba…) to switch instruments.",'Tap a player to pick them up — a banner appears saying "Moving [name]". Tap the chair or the seat where they should go.',"Tap the same player again to cancel if you picked up the wrong person.","Scroll down for the Subs and Unavailable zones — tap to place someone there the same way."]},{type:"tip",text:"Anyone without a chair sits under Subs. Some of those are genuine substitutes and s

1ome are simply waiting to be placed — sorting out which is which is the part only you can do."},{type:"tip",text:'Percussion works a little differently. Percussionists are covered by station rather than by numbered chair, so instead of 1st Chair and 2nd Chair you get a single "Playing this concert" group. Move people between that group, Subs and Unavailable exactly as you would anywhere else — there are just no chair numbers to sort within.'},{type:"tip",sectionHeader:"Playing a different instrument this concert",text:'One of your players is on tenor instead of alto for this concert? With the concert selected, open the … menu on their row and choose Change instrument…. The list shows the instruments in your section that they play, plus their season instrument; pick one and Save changes. Playing something in your section they have never played before? Choose Add another instrument… and it is added to their instruments as well. They move to that instrument’s tab, leave their old chair, and start on the bench there for you to seat; their row shows a small "for this concert" mark. It is for this concert only — their season instrument, and every other concert, stay exactly as they were. To put them back, choose Change instrument… again and pick the one marked (season instrument); they return to the chair they left. An instrument outside your section is a director’s call: ask them.'},{type:"image",sectionHeader:"Recording an absence someone told you about",src:"/app/help-images/my-section/02-attendance.png",alt:"Availability view for an upcoming rehearsal with Mark out buttons",caption:"For a rehearsal that has not happened yet, each player has a Mark out button. Judith Fisher is already marked out, with an option to add the reason."},{type:"steps",items:["Open the Attendance tab and pick the rehearsal or concert.","For a date still in the future, every player has a Mark out button. Tap it for anyone who has told you they cannot make it.","Add a reason if you know one — it reaches the directors and the concert manager with the absence.","Tap Out — undo if their plans change. Each tap saves on its own; there is no submit button.","For a date that has already happened, the same tab lets you record who was actually there."]},{type:"image",src:"/app/help-images/my-section/04-mobile-attendance.png",alt:"Recording absences on a phone, each player showing their chair and seat with a Mark out button",caption:"On a phone the list shows each player’s chair and seat, with Mark out on the right."},{type:"tip",text:"This works the same on a phone — pick the event, tap Mark out. It is the one job most likely to happen at rehearsal rather than at a desk, so it is built to be done standing up."},{type:"tip",text:"Members can report their own absences from any reminder email, text, or the weekly digest — and most will. Your job is to catch the ones who tell you in the parking lot instead, because that absence does not exist anywhere until someone enters it."},{type:"tip",text:"Marking someone out in advance never costs them their chair. Their seat is remembered, and if they come back off the out list they return to the same chair — provided nobody else has been put in it."},{type:"tip",sectionHeader:"Attendance or Availability?",text:"Which tools you see depends on what your organization tracks. Bands that record attendance get the full Attendance tab with present/absent/excused. Bands that do not record attendance still get this tab, labelled Availability, showing upcoming dates only — because knowing who will be missing matters whether or not anyone takes a register."},{type:"image",sectionHeader:"The Communicate tab",src:"/app/help-images/my-section/02-communicate.png",alt:"Communicate tab with the Send Chair and Performance Details template above the custom message form",caption:"Two tools, stacked: the prepared template on top, your own message underneath."},{type:"steps",items:["Send Chair & Performance Details (the card at the top) is the prepared email — everyone’s chair and seat, the concert details, the first rehearsal and the setlist, plus room for a personal note. Use it once your section is set for a concert.","Custom message (the form underneath) is just a subject and a message, for anything else. Send it to the whole section, or use Pick specific members."]},{type:"image",src:"/app/help-images/my-section/05-mobile-message.png",alt:"The message composer on a phone, opened from the Message button",caption:"On a phone there is no Communicate tab — tap Message at the top right instead."},{type:"tip",text:"On a phone, the Message button at the top right opens the same composer. This is the one place the two layouts differ enough to catch you out: there is no third tab to look for."},{type:"tip",text:"Both arrive from YOUR name, and replies come back to your own email address rather than a 

1no-reply. Members can just hit reply."},{type:"tip",text:"Use the chair-and-performance-details email once your section is set for a concert — one message, and everyone has the same information."},{type:"tip",text:"There is a printable Quick Guide (PDF) link near the top of My Section on both layouts, if you would rather have this on paper at rehearsal."}]},{id:"chair-assignment",category:"performances",categoryLabel:"Performances",title:"Assign chairs, subs, and availability for a performance",description:"How to seat your section for a concert. Covers the buckets (Performing, Subs, Unavailable), one-step seat-targeted moves, and how seating carries forward between concerts.",keywords:["chair","chairs","seat","seating","roster","part","parts","sub","subs","bench","unavailable","performing","carry forward","inherit","my section","section leader","assign","reorder"],relatedPages:["/performances","/my-section"],content:[{type:"intro",text:"Each performance has its own seating. A member is either Performing (in a chair) or not. If they are not performing they are on the bench as a Sub (available, not seated) or Unavailable (declared out). The same model is used on Performance → Roster (band-wide) and My Section (your section only), both desktop and mobile."},{type:"roles",canDo:["President","Vice President","Music Director","Band Manager","Section Leaders (their sections only)"],cannotDo:["Secretary","Regular Members","Treasurer","Membership Coordinator"]},{type:"table",sectionHeader:"The buckets",headers:["Bucket","Status in DB","Meaning"],rows:[["Performing (in a chair)","status = performing (has a chair, except percussion)","Playing this concert. Counts toward attendance. Appears in the program."],["Subs (the bench)","status = sub","In the section but not seated this concert. Available to step in last-minute. New members and anyone removed from a chair land here. Does NOT count toward attendance."],["Unavailable","status = unavailable","Declared out for this concert. Removed from the program and excluded from attendance tracking."]]},{type:"tip",sectionHeader:"Seating carries forward on its own",text:"You do not seat every concert from scratch. Until someone touches a chair, that concert’s seating simply follows your most recent past concert: returning players open in the chairs they last played, and anyone new starts on the bench. If chairs change on the earlier concert, the later ones follow along automatically. Your very first concert has nothing to follow, so it fills itself in: every instrument nobody has touched is seated in name order across the chairs your kind of ensemble uses (chair 1 seat 1, chair 2 seat 1, and so on, then chair 1 seat 2). Move people, bench them or mark them unavailable from there; the moment you set a chair on an instrument by hand, that instrument stops filling itself."},{type:"tip",text:"The moment you move a player on a concert, that seat is yours — it stops following anything and stays exactly where you put it, for that concert, permanently. So a whole season created in advance no longer wears week-one chairs, and a deliberate change is never undone by something that happens earlier in the season."},{type:"tip",text:"Seating stops following once the concert date arrives. Past concerts are a record of who actually played and never change afterwards."},{type:"steps",sectionHeader:"Assign someone to a chair",items:["Open a performance, go to the Roster tab (or open My Section → pick a perf).","Drag a member from the bench onto a chair. Drop on the chair header to land at the end, or drop on a specific seat row to land at that seat — both work in one drag.",'On mobile, tap a member to pick them up (a banner shows "Moving X"), then tap a chair zone OR an existing seat to place them. Tap the picked member again to cancel.',"Within a chair, drag (desktop) or tap-to-place (mobile) to reorder seats."]},{type:"steps",sectionHeader:"Move someone to the bench (Sub)",items:["Drag them into the Subs zone (amber). They stay on the section roster but leave the chair chart.",'Removing a member from a chair always sends them to the bench — there is no in-between "unassigned" state.',"Subs do not receive the day-of attendance link and are not expected at rehearsals for this concert.","To seat a sub, drag them out of Subs onto a chair — status flips back to performing in one drop."]},{type:"tip",sectionHeader:"Percussion has no chairs",text:'Percussion is covered by station rather than by numbered chair, so a percussion tab shows one "Playing this concert" group instead of 1st Chair, 2nd Chair and so on. Everything else is the same — move people between Playing, Subs and Unavailable however you normally would. The count beside the instrument tab shows how many are playing out of the whole section.'},{type:"steps",sectionHeader:"Mark someone Unavailable",items:["Drag a member into the Unavailable zone (slate) when they have declared out for this concert.","Unavailable members are removed from the program and excluded from attendance — distinct from a sub, who is still on call.","Drag them back to a chair or the bench if their plans change."]},{type:"tip",sectionHeader:"Mark someone out, then bring them back",text:"When you mark a player Unavailable, BSB remembers the chair they were in. Move them back to Performing and they return to that same chair, as long as nobody else has been put in it — you do not have to remember where they s

1at. Moving them to the bench instead clears that memory, because a bench move is a seating decision rather than a temporary absence."},{type:"tip",text:'A member is either in a chair (they ARE seated) or on the bench — there is no "suggested" preview state.'},{type:"tip",text:"Copy parts from another concert and Import Defaults are still there when you want to pull seating across deliberately. They are manual tools you reach for, not something that runs on its own."},{type:"tip",text:"Members get the day-of attendance link only when they're in a chair (Performing). Subs and Unavailable members are excluded from attendance tracking for that performance."},{type:"tip",text:"Section leaders can edit chairs for their own sections only. Performance → Roster works the same way for section leaders — drag operations on instruments outside their section are blocked."},{type:"tip",sectionHeader:"Playing a different instrument this concert",text:'A player’s instrument is a fact about the concert, not the season. When someone is playing bari instead of alto for one date, open the … menu on their row — on Performance → Roster, in either the roster view or Assign parts, or in the performance sheet on a phone — and choose Change instrument…. The list offers the instruments they play plus their season instrument; pick one and Save changes. They leave their old chair and land on the bench of the new instrument’s tab, ready to be seated, and their row carries a small "for this concert" mark. Nothing else changes: their season instrument on the member record, the Members list and every other concert stay as they were — the next concert reads the season instrument again. If the instrument is one they have never played, choose Add another instrument… and it is added to their profile as well. Back to season instrument, in the same menu, undoes the change for that concert and puts them back in the chair they left. To move someone for good, edit the member and change their ensemble instrument once. Section leaders reach the same menu from My Section, for the instruments their own section covers; on Performance → Roster it is a director’s tool.'}]},{id:"stage-layout",category:"performances",categoryLabel:"Performances",title:"Stage layout generator",description:"Automatically generate a semicircular seating chart from your performance roster. Print it for stage crew.",keywords:["stage layout","seating chart","stage","chairs","section placement","print layout"],relatedPages:["/performances"],content:[{type:"intro",text:"The stage layout generator automatically builds a seating chart from your performance roster. Every member assigned to a performance is placed in their chair position based on their section and instrument."},{type:"flowchart",component:"StageLayoutFlow"},{type:"roles",canDo:["President","Vice President","Music Director","Band Manager"],cannotDo:["Secretary","Section Leaders","Regular Members","Treasurer","Membership Coordinator","Webmaster"]},{type:"steps",items:["Set the stage dimensions on the venue (Locations page → edit → Stage Width / Stage Depth in feet). Defaults to 50′ × 30′ if not set.","Open a performance and go to the Stage Layout tab.","BSB draws the stage to scale with two zones: a Seated area (front, depth = stage depth minus 10′) and a Percussion strip (back 10′).",'Each row is sized for 36" seats with 48" between rows. Chairs auto-distribute across rows respecting per-row capacity; if a row is full, BSB pushes the next chair to the row behind it.',"Drag any chair to a new position. Chairs snap to the nearest valid row; chairs dragged into the back strip become percussion-positioned.","Each chair (e.g. 1st Clarinet, 2nd Clarinet) is its own draggable unit. You can split a section across rows — for example, 1st Clarinet on row 1 and 2nd Clarinet on row 2.","Click Save as my layout — your arrangement is remembered for every future performance in this ensemble.","Click Print Layout to export for the stage crew."]},{type:"tip",text:'Real-world stage size matters: a 50′ × 30′ stage holds about 60 seated chairs (4 + 8 + 12 + 16 + 20 across 5 rows) plus a percussion strip across the back. If your roster exceeds capacity an amber "Stage too small" warning shows the chairs that did not fit.'},{type:"tip",text:"Percussion sits along the back of the stage, not on the arc. The dedicated 10′ deep percussion strip keeps timpani, drum 

1kit, and mallets behind the seated rows."},{type:"tip",text:"Chair assignments come from the Roster tab. Members in the same chair always sit together; you cannot reorder seats within a chair from this view — do that from the Roster tab."},{type:"tip",text:"Your saved layout loads automatically for every future performance in this ensemble. Member names update each time based on who is assigned to each chair."},{type:"tip",text:"Each director keeps their own saved layout per ensemble. The layout that loads is keyed to the performance’s principal director, so two directors using BSB each see their own preferred arrangement."},{type:"tip",text:"Subs appear below the stage labeled as Subs. They are not placed in chairs until promoted to performing status."},{type:"tip",sectionHeader:"Rehearsal nights when the band rehearses for more than one concert",text:'Pick the rehearsal in the first dropdown to see tonight’s room. Two lines can appear above the chart. "Rehearsal only" lists people out for this concert who are still expected tonight. If tonight’s rehearsal includes music from a later concert (a piece that is not on this concert’s own program), "Tonight includes music from a later concert" lists people who said they’ll miss that concert but haven’t answered for tonight: they still count as coming until someone marks them out. With no rehearsal order set, this list never appears. If you know they are away, click Mark out beside a name, or Mark all out tonight, and they are recorded as out on their behalf and leave the chart. Anyone who answers for tonight themselves leaves that list.'},{type:"tip",text:"If no performers are assigned yet, assign them first on the Roster tab, then return to Stage Layout."}]},{id:"add-music-from-performance",category:"performances",categoryLabel:"Performances",title:"Add music to a performance that is not in your library yet",description:"Quick-add a piece you are buying, borrowing, or receiving as a donation — without leaving the performance you are building.",keywords:["quick add music","add piece","buy music","purchase","borrow music","donation","pending music","incoming music","awaiting delivery","mark received","librarian"],relatedPages:["/performances","/music"],content:[{type:"intro",text:'When you are planning a performance and the piece you want is not in your library yet, the + New Piece button lets you add it on the spot. The piece is created in a "pending" state, automatically added to the performance setlist, and the right people are notified to expect it.'},{type:"roles",canDo:["President","Vice President","Music Director","Band Manager","Assistant Conductor","Music Director (during wizard)"],cannotDo:["Regular Members","Section Leaders"]},{type:"steps",items:["Open the performance you are building — either from the performance list (click Edit) or while creating a new one in the Add Performance wizard at Step 3 (Setlist).","In the Setlist section, click + New Piece.","Fill in the piece title. Composer and arranger are optional but help with library searches later.","Choose how you are acquiring it: Purchase, Borrow, or Donation.","Fill in the source field — Publisher/Vendor for purchases, lender name for borrows, donor name for donations.","Optional: expected arrival date, and (for purchases) the estimated cost.","Click Add to Performance. The piece is created and added to the setlist; the relevant people are notified."]},{type:"tip",text:'If the title and composer match a piece already in your library, the modal asks "Use existing?" instead of creating a duplicate.'},{type:"tip",text:"If the piece is in our shared Master Music catalog, metadata (grade, classification, duration, instrumentation, recording link) is copied automatically. You will not see this happen — it is silent. Pieces not in the master catalog are queued for enrichment in the background."},{type:"table",headers:["Acquisition type","Pending status","Who gets notified"],rows:[["Purchase","Purchase Pending","All Librarians (expect incoming) and all Treasurers (plan for the expense)"],["Borrow","Awaiting Delivery",'All Librarians (expect delivery, will appear as "Borrowed from {source}" in the library)'],["Donation","Donation Incoming","All Librarians (expect the donation)"]]},{type:"tip",text:"Notification routing is by org role, not by individual user. If your org has multiple Librarians or multiple Treasurers, all of them receive the email so coverage is automatic."},{type:"table",headers:["Email","Subject","Includes"],rows:[["Incoming Music (borrow)","Incoming Music: {Title} — {OrgName}","Title, lender name, expected arrival, performance title"],["Music Purchase Planned","Music Purchase Planned: {Title} — {OrgName}","Title, estimated cost, expected arrival, performance title"],["Incoming Donation","Incoming Donation: {Title} — {OrgName}","Title, donor name, expected arrival, performance title"],["Music Received","Music Received: {Title} — {OrgName}","Title (sent to Music Director when librarian marks received)"]]}

1,{type:"intro",text:"Once a piece is in pending status, it appears in two places:"},{type:"steps",items:["In the setlist row of the performance, with an amber chip (Purchase Pending / Awaiting Delivery / Donation Incoming).","In the main Music Library list, with the same amber chip and (for librarians) a Mark Received button."]},{type:"tip",text:"When the piece physically arrives, the librarian opens Music Library, finds the pending piece, and clicks Mark Received. That flips the status to owned, removes the amber chip, and sends a confirmation email to the Music Director."},{type:"warning",text:'Borrowed pieces stay flagged as borrowed (yellow chip) even after they are received. The acquisition status changes from "Awaiting Delivery" to "owned", but the ownership stays "borrowed" so the librarian remembers to return it when finished.'},{type:"warning",text:"Members do not receive a notification when a director quick-adds a piece. Members will see it in the performance setlist when they next view the performance. If the setlist change is significant and you want members to know, send a separate message via the relay or the Send Message to Ensemble button."},{type:"tip",text:"Cost recorded on a purchase quick-add becomes the piece cost in the library. Treasurers can use this for grant reporting and budget tracking."},{type:"table",headers:["Problem","Most likely cause"],rows:[["No + New Piece button visible","You do not have music:create permission. Ask a band manager or president to grant the right role."],['"Already in your library" prompt',"A piece with the same title and composer already exists. Click Use Existing to add it to the setlist instead."],["Librarian did not get an email","The org has no member with the Librarian role assigned. Add the role to a member via Roles & Access."],["Treasurer did not get a purchase email","Same as above for the Treasurer role. Treasurers are only notified for purchases, not borrows or donations."],["Mark Received button missing","You are not a librarian for this org. The button is gated on music:update permission, which librarians and music directors hold."]]}]},{id:"calendar-feed-subscribe",category:"performances",categoryLabel:"Performances",title:"Subscribe to your calendar feed",description:"Get every performance and rehearsal in your phone calendar — and stay in sync when the schedule changes.",keywords:["calendar","subscribe","feed","webcal","ics","google calendar","apple calendar","iphone","ipad","mac","outlook","android","sync","auto sync"],relatedPages:["/account/calendar"],content:[{type:"intro",text:'Backstage Baton gives every member a personal calendar feed. Subscribe once and every published performance and rehearsal in your ensembles shows up in your phone calendar, and stays updated when dates, times, or venues change. This is different from the per-performance "Add to Calendar" button, which saves a single event as a snapshot.'},{type:"roles",canDo:["Any logged-in member with a member profile"],cannotDo:["Members without a linked profile (e.g. some staff-only accounts)"]},{type:"tip",text:"Calendar apps poll the feed on their own schedule — typically every few hours. Edits propagate at the next refresh, not instantly. For urgent same-week changes you will still get an email or text."},{type:"steps",items:["Log in and open My Calendar Feed (left sidebar → My Account → Calendar Feed, or tap More → Calendar Feed on mobile).","Pick the device or app you want to subscribe in, and tap that row's subscribe button.","Confirm the subscription in your calendar app's prompt.","Open your calendar app. The Backstage Baton calendar should appear within a minute."]},{type:"table",headers:["Platform","How to subscribe"],rows:[["iPhone / iPad",`Tap "Open in iOS Calendar" on the Calendar Feed page. iOS asks "Subscribe to this calendar?" — tap Subscribe, pick an account (iCloud recommended), and tap Add. If events don't appear, open Calendar, tap "Calendars" at the bottom, and make sure the new "Backstage Baton" calendar is ticked.`],["Mac",'Click "Open in macOS Calendar" — Calendar.app opens with the subscription prompt. Click Subscribe, then OK.'],["Google Calendar (web)",`Click "Add to Google Calendar" — opens Google's "Add by URL" dialog with the feed pre-filled. Click Add Calendar. The feed appears under "Other calendars" on the left.`],["Outlook (work / 365)",'Click "Add to Outlook" — opens the Outlook on the Web add-by-URL prompt. Enter a name and click Import. Some employer-managed Outlook accounts block external feeds; if it fails, ask your IT admin or use a different calendar app.'],["Android",'Most Android calendar apps accept the link directly. Tap "Open subscription link" and pick your calendar app. If Google Calendar is your default, follow the Google Calendar (web) steps above and the feed will sync to your Android device automatically.']]},{type:"tip",text:"You only need to subscribe once per cloud account, not per device. iCloud-synced calendars appear on all your Apple devices automatically. Google-synced calendars appear on every device signed in to that Google account."},{type:"intro",text:"What appears in the feed:"},{type:"steps",items:["Every published performance in ensembles you belong to or lead a section in.","Every rehearsal tied to those performances, prefixed [Rehearsal].","Past events from the last 30 days plus everything in the future."]},{type:"intro",text:"What does NOT appear:"},{type:"steps",items:["Unpublished performances (until a director publishes them).","Cancelled performances and rehearsals — they drop out automatically on the next refresh.","Soft-deleted performances.","Performances of ensembles you are not assigned to."]},{type:"warning",text:"Your subscription link is unique to you. Anyone with the link can see your performance schedule, so do not post it publicly. If you lose your phone or share the link by mistake, use the Reset link button on the Calendar Feed page to generate a new URL — the old one stops working immediately. You'll need to re-subscribe with the new link."},{type:"table",headers:["Problem","Most likely cause"],rows:[["Subscribed but no events appear",'The subscribed calendar is hidden. On iOS: open Calendar, tap "Calendars" at the bottom, tick the "Backstage Baton" box. On Google: open Settings, look under "Other calendars" and check the box.'],["Old time still shows after a director edited the performance","Calendar apps refresh every few hours. Force a refresh: on iOS pull down on the calendar list; on Google reload the page; on Outlook right-click the calendar → Refresh."],["Cancelled performance still shows","Same — wait for the next refresh, or force-refresh as above."],['"Add to Google Calendar" did nothing',"Google occasionally requires a page reload. Copy the link from the Calendar Feed page and paste it into Google Calendar → Other calendars → + → From URL."],["Outlook says feed is blocked","Some employer Outlook tenants block external 

1calendar subscriptions. Ask your IT admin to enable internet calendar subscriptions, or use a personal calendar app instead."],["I see a different member's events","You opened a calendar feed link that belongs to someone else. Each member has a unique URL. Open the Calendar Feed page in your own logged-in account and copy that link."],["I lost my phone","Click Reset Link on the Calendar Feed page. The old URL stops working immediately. Re-subscribe on your new device with the fresh link."]]},{type:"tip",text:'You can also use the per-performance "Add to Calendar" button on individual performance cards. That saves a one-time snapshot — useful for sharing a single event with a guest, family member, or anyone not in your band. Subscribed feed is the better daily-driver for members.'}]},{id:"concert-program-export",category:"performances",categoryLabel:"Performances",title:"Export the content for your printed concert program",description:"Get the conductors, the music, program notes and every player in score order as a Word file or text, ready for Word, Publisher or Canva.",keywords:["program","concert program","printed program","personnel","roster","program notes","word","docx","export","publisher","canva","score order","guest"],relatedPages:["/performances"],content:[{type:"intro",text:"Whoever lays out your printed program no longer has to copy the roster and the music by hand. Backstage Baton gives you the content; the design stays yours."},{type:"steps",sectionHeader:"Export the program",items:["Open the performance and expand Program, flyers and posters.","Click Export program content…","Choose which roles are marked beside names, whether as the title or a symbol with a key, and whether names go one per line or in a row.","Tick Print bio and Print photo for each conductor you want in “About our conductors”.","Optional: click Draft program notes, then read and edit every paragraph.","Click Download Word file, or Copy as text and paste it into your layout."]},{type:"table",sectionHeader:"What's in it",headers:["Section","What you get"],rows:[["Heading","The concert title, then the ensemble, the date and time, and the venue."],["Conductors","The principal director first, then any other conductors, each with their title (Music Director, Assistant Conductor, Conductor or Guest Conductor)."],["Program","The music in concert order, with composer and arranger."],["Program notes","Only if you wrote or drafted them: one paragraph about the concert, then one for each piece."],["About our conductors","Each conductor’s program bio from their member profile, with their photo beside it in the Word file."],["Personnel","Players grouped by instrument in score order (piccolo and flutes first, percussion last), by last name within each instrument, one per line or in a row. The roles you tick are marked beside names, by title or by symbol with a key underneath; guests are marked (guest)."]]},{type:"tip",text:"Only people who played are listed: anyone with a chair on the seating chart, the percussion section, or everyone performing if the concert was never seated. Seat the roster before you export."},{type:"tip",text:"Program notes are drafted only from each piece’s summary and director’s notes in your Music Library. A piece with no notes stays blank, and nothing is made up. Better library notes make better program notes."},{type:"tip",text:"Your choices of roles, symbols and layout are remembered, so the next concert starts the way you left it."},{type:"tip",text:"To add or change a conductor’s bio or photo, open their member profile, Contact tab: Program bio sits under Bio. A conductor can edit their own from My profile."},{type:"warning",text:"The draft is a starting point. Read every paragraph before it goes to print; you know your music better than any draft."}]},{id:"communication-templates",category:"communications",categoryLabel:"Communications",title:"Communication templates — your own wording for the app’s emails and texts",description:"Replace the built-in wording of a notification with your band’s own, per channel, with attachments, and test it on yourself before members see it.",keywords:["template","templates","communication template","notification wording","custom email","trigger","when it sends","

1send by","attachment","test send","built-in wording","sms template","channel mode"],relatedPages:["/settings/communications"],content:[{type:"intro",text:"Backstage Baton sends members a small set of automated emails and texts — a rehearsal reminder, a cancelled performance, a welcome. Each comes with built-in wording. A communication template lets your band say it in its own words instead: you write the subject and body once, with {{placeholders}} for the member’s name, the date, the venue, and the app fills them in for every message."},{type:"roles",canDo:["President","Vice President","Band Manager","Marketing Director","Webmaster"],cannotDo:["Secretary (view only)","Section Leaders","Regular Members","Treasurer","Music Director","Librarian"]},{type:"steps",items:["Open Settings → Communications and choose the Templates tab.","Click New template (or Edit on a built-in one).","Give it a name, choose Send by (email, text, or both), and choose when it sends — the moment in the app that sends it.","Write the email subject and body, the SMS body, or both. Insert a placeholder puts one at the cursor; the preview under each box shows the wording with sample data.","Attach up to five files to an email template if you like (PDF, Word, or images, 10 MB each).","Tick Active and click Create. The template stays open, so click Send test to receive it yourself before any member does."]},{type:"table",headers:["Send by","What it sends"],rows:[["Email, and a text to anyone opted in","Email to members who have email, a text to members who have opted in to SMS. Fill in whichever bodies you want; a channel with no body falls back to the built-in wording."],["Email only","Subject and email body. Nothing you type in an SMS box is sent or stored."],["Text only","The SMS body. The built-in email still goes out unchanged — an SMS-only template never silences it."],["Email and text (both required)","All three: subject, email body and SMS body are required."]]},{type:"tip",text:"When it sends lists the app’s own events — it comes straight from what the app can send, so it cannot go out of date. Pick one and a line under the box says who gets it and when. “Never sent automatically” keeps the template as a draft you can test."},{type:"tip",text:"Where a template has no body for a channel, members receive the built-in wording on that channel. The same is true of the whole template when Active is off: the built-in words go out, yours are kept as a draft."},{type:"warning",text:"One active template per event. If another active template already sends at the moment you chose, saving is refused and the message names it; turn that one off first, or choose a different moment. Built-in templates keep theirs — it cannot be changed."},{type:"tip",text:"Send test always goes to you: the email address on your account, or the phone on your member record when the template texts. Save first — the test sends the saved wording, not what is on screen. Nothing reaches a member."},{type:"warning",text:"A custom body replaces the whole built-in message for that channel. The built-in rehearsal reminder carries the rehearsal order, recordings and a can’t-make-it link; your wording will only carry what you write in it. The editor shows an amber note under When it sends for every event whose built-in carries links or lists like these."},{type:"warning",text:"Text messages are part of the Complete plan. On other plans templates are email-only, and the SMS box does not appear."},{type:"table",headers:["Question","Answer"],rows:[["Can I choose when it sends — two days before?","No. A template sends when its event fires; reminders keep the app’s own timing (rehearsal reminders the morning of, at your delivery window’s start)."],["I typed a placeholder the app does not know.","The editor asks before saving. An unknown placeholder goes out to every member exactly as typed, so fix the spelling or remove it."],["Can I delete a built-in template?","No — turn it off instead, and members get the built-in wording. Templates you created can be deleted."],["Where do dates and times come from?","From the event itself, rendered the way the built-ins do it: a long date and 12-hour times."]]}]},{id:"email-relay",category:"communications",categoryLabel:"Communications",title:"Email relay — send to your whole ensemble from your own inbox",description:"Send an email from your regular email account and have Backstage Baton forward it to every active member of your org or a specific ensemble.",keywords:["relay","email relay","mass email","send to ensemble","send to all members","announcement","broadcast","reply"],relatedPages:["/communications"],content:[{type:"intro",text:'The email relay lets authorized officers send a single email from their normal email account and have it delivered to every active member of the organization — or just one ensemble. No need to log in, no mailing list to maintain, no "reply all" accidents. Members see the message with a "Sent via Backstage Baton" footer and can reply directly to the sender.'},{type:"roles",canDo:["President","Vice President","Music Director","Band Manager","Assistant Conductor","Marketing Director","Secretary","Treasurer","Librarian","Equipment Manager","Fundraising Coordinator","Membership Coordinator"],cannotDo:["Regular Members",'Section Leaders (use "Send to Section" inside My Section instead)']},{type:"steps",items:["Open your regular email client (Gmail, Outlook, Apple Mail, etc.).","Compose a new message.","Address it to your org relay address — your org slug followed by @relay.backstagebaton.com. Example: [email protected] sends to every active member of HRCB.","To send to a 

1single ensemble instead, add a dash and the ensemble name. Example: [email protected] only reaches Swing Shift members.","Write your subject and body as you normally would. Attachments are preserved.","Send. Delivery is usually within 60 seconds."]},{type:"table",headers:["Address format","Who receives it"],rows:[["{orgSlug}@relay.backstagebaton.com","Every active member of the org"],["{orgSlug}-{ensembleSlug}@relay.backstagebaton.com","Every active member of that one ensemble"]]},{type:"tip",text:'Ensemble slugs are the ensemble name in lowercase with spaces replaced by dashes. "Swing Shift" → swing-shift. "Concert Band" → concert-band.'},{type:"tip",text:"The email must come from the same address on your member record, OR from an alias email set on one of your org roles (e.g. [email protected] tied to your Marketing Director role). If you send from a different address, the relay will bounce back with an explanation."},{type:"tip",text:"Members reply directly to you — the Reply-To header is set to your address, not a no-reply. You can have a back-and-forth with individual members from the same message thread."},{type:"warning",text:"Inactive members and alumni do not receive relay messages. If you need to reach someone whose status is not active, email them directly."},{type:"warning",text:'During org onboarding, relay messages are intentionally allowed even though automated notifications are suppressed. Use this to announce the platform to your members before Go Live. The "Sent via Backstage Baton" footer gives them context before their welcome email arrives.'},{type:"tip",text:"Every relay message is logged — admins can see who sent what, to which ensemble, and how many recipients it reached."},{type:"tip",text:'Section leaders do not use the relay. Inside My Section, they have a "Send to Section" button that dispatches directly to their section members while they are logged in. That flow uses the same email delivery pipeline but does not require writing to a relay address.'},{type:"table",headers:["Problem","Most likely cause"],rows:[['Bounce says "not a member of {org}"',"You sent from an email address that does not match your member record. Check Account → Profile for the address on file."],['Bounce says "role does not allow sending"',"Your org role is not on the authorized list. Ask your president or band manager to grant you one of the authorized roles."],['Bounce says "no ensemble {name} found"',"The ensemble slug in your address does not match any ensemble. Check spelling and punctuation."],["Message never arrives","Check your recipients were Active status. Alumni and inactive members are skipped."]]},{type:"tip",text:'Prefer clicking over composing in your inbox? The in-app Email Lists page (sidebar → Administration → Email Lists) reaches the same audiences — plus leadership-only lists like the board and section leaders — with attachments, a recipient checklist, and replies routed back to you. See the "Email Lists" help article.'}]},{id:"help-wanted",category:"performances",categoryLabel:"Performances",title:"Help wanted — asking for volunteers, and signing up",description:"Ask for people to load the trailer, usher or bake on a concert or a work day. Members see the jobs and sign themselves up.",keywords:["help wanted","volunteer","volunteers","sign up","load the trailer","usher","bake","work day","help request","spouse","someone else","not in the band","volunteer hours","hours","didn’t come","grant","in-kind"],relatedPages:["/performances","/events","/reports/volunteer-hours"],content:[{type:"intro",text:"Help wanted is how the band asks for hands: loading the trailer, ushering, baking for the reception. A leader posts the job on a concert or a work day; members see it and sign up, and can sign up someone who isn’t in the band, like a spouse. Members never see who else signed up."},{type:"steps",sectionHeader:"Asking for help (leaders)",items:["Open the concert (the Help wanted section on its card) or a work day on the Events page (Ask for help…).","Say what the job is, how many people you need, about how many hours each, and the date. Anything else is under More options.","Add people yourself with Add people…, or let members sign up. Someone who isn’t in the band (a spouse, a neighbour)? In Add people…, tap Someone not in the band….","Next to each name you see who brought them, like “Pat Lee’s spouse”, with their email or phone when they gave one.","A job only some people can do, like pulling the trailer? First make a team: under Settings → Roles & Access, scroll to Teams, tap New team (for example “Transport”) and add its people. (Ticking This is a team on an Email List does the same.) A team gives nobody any extra access; each person’s profile shows their teams. You can also tick a member onto a team from their own page: Edit → Roles & Access → Teams.","On a playbook task (or a task you add to one concert), Assigned Role lists your teams under the roles. Give the task to the Transport team and Needs volunteers is ticked for you (one person; change the number, or untick it if the team needs no sign-up). Every concert then asks only that team.","Is the team paid, like trailer drivers? Tick This team is paid for its jobs when you make the team. Its jobs are then paid jobs: they count no volunteer hours, and both you and the member see “paid job”. Any single job can be ticked This is a paid job under More options.","Drivers: on a member’s page (Edit → Roles & Access) tick Licensed driver, documents on file. A paid team’s list shows who is on file and who is not.","Or on one job, under More options, in Who can sign up?, choose Only the Transport team. Only people on that team see the job and can sign up. You can still add anyone yourself.","Print sign-up sheet (above the jobs) gives you one page with every job, who is on it, and blank lines for the open spots. Pass it round at rehearsal, then add the names people wrote in with Add people… or Someone not in the band…. On the day, tick Came beside each person. It never prints anyone’s phone or email.","Asking for the same help at every concert? On the playbook (Settings → Playbooks), edit the task and tick Needs volunteers with how many people and about how many hours. Every concert that uses that playbook then asks automatically, and the task in the concert’s playbook shows Volunteers: 1 of 2.","You can do the same without leaving the concert. In its Production list, tap Ask for volunteers… under any task, or tick Needs volunteers when you add a task. Tick Add this task to the playbook (or tap Add to playbook on a task you added by hand) and future concerts will get it too. Upcoming concerts that already use that playbook get the task (or the new wording) straight away; tasks already done on them are left as they were."]},{type:"steps",sectionHeader:"Signing up (members)",items:["Jobs you can help with show on your Home page (the next month), on the concert, and on each work day.","Tap Sign up. The job then says “You’re on this. Thank y

1ou!”.","Can’t make it after all? Tap Take me off (and Undo if you tapped it by mistake).","Playing that night? Tap Sign up someone else… to put a spouse, family member or friend on the job. Just their name is enough; with their email they get the reminder, otherwise it comes to you to pass on. People you signed up before are one tap next time, and Take them off works the same way. If they gave an email, they are told they are off."]},{type:"steps",sectionHeader:"Hours, after the day",items:["Nobody has to confirm anything. The day after a job, everyone still signed up is given the job’s hours.","If someone didn’t come, open the job’s list and tap Didn’t come beside their name (leaders, for 7 days after the job). Tapped the wrong person? Undo, or Came after all.","Someone stayed longer or left early? Tap Change hours… beside their name. It changes the hours for that one person.","Someone helped who wasn’t on the list? Add them with Add people… and they get the hours too.","Members see their own hours on Home (“You’ve given 4 hours helping in 2026. Thank you!”) and on their Help wanted page (the link in their emails). Nobody sees anyone else’s hours.","Reports → Volunteer Hours shows the spots still open on jobs coming up, who helped and for how long in any dates, and the total for a grant application, with a CSV. Paid jobs and playing time are never in that total, and it never lists who didn’t help.","The Grant Report fills in Total Volunteer Hours from the same record."]},{type:"tip",text:"Your band decides whether members sign themselves up. It is under Organizations (Organization Settings on a phone) → your band → Volunteer help: Members can sign themselves up. When it is off, members still see the jobs and are asked to tell their director. Members see their own hours is there too."},{type:"printable",title:"Help Wanted (leaders)",description:"This article as a one-page printable: post a job, the same help at every concert, teams, hours after the day, what members get.",pdfHref:"/app/guides/help-wanted-guide.pdf",pages:1,sizeKb:118},{type:"printable",title:"How to Help (members)",description:"A one-page handout for every member: find a job, sign up with one tap and no login, bring someone along, and your hours. Post it on the band room door.",pdfHref:"/app/guides/help-wanted-members-guide.pdf",pages:1,sizeKb:92}]},{id:"music-books",category:"performances",categoryLabel:"Performances",title:"Music books — a collection you own as printed part books",description:"Add a book such as a brass quintet collection: one printed book for each part, the same titles in every book.",keywords:["book","books","collection","part book","part books","quintet","sextet","pops book","titles","contents","look it up"],relatedPages:["/music"],content:[{type:"intro",text:"Some music comes as a book, not a single piece: one printed book for each part (1st Trumpet, Tuba, the score), with the same ten or twenty titles in every book. Add it as a book and each title inside becomes a piece you can put on a program."},{type:"steps",sectionHeader:"Add a book",items:["Music Library → New book (on a phone, tap + and choose New book). Type the name of the book as it is on the cover. Under More options, the arranger and the publisher help find the right one.","Tap Look it up. In about a minute you get the part books and the titles.","Check them against the cover. The lookup lists every book the publisher sells, so untick any part book you don’t have. Fix a title, drag titles into the order the book prints them, and add any that are missing.","Tap Create. Nothing is saved before that.","You can also start from a photo: in Smart Import, take a picture of the cover. If it is a book you are asked to add it as a book, with the titles read from the photo.","If another band has already added the same book, you get their checked list straight away. Check it against your cover; if it looks wrong, tap Look it up on the web instead.","If the lookup cannot find the book, type the part books and titles in from the cover."]},{type:"steps",sectionHeader:"Use it",items:["Each title is in your library like any other piece. Add titles to a concert, not the book.","Open the book to see its titles in order, add one, or count your copies of each part book.","Each title’s composer, style and length are looked up for you over the next few minutes. A length is filled in only when the publisher gives one, so some stay blank. For a book you added earlier, open it and tap Look up details.","Give the book a classification, such as Concert Band or Marching Band. Every title in it gets the same one, and changing it on the book changes the titles too.","Planning a small gig out of a book? In Director view, choose Music in books to see only those titles, and sort by Book to keep each book together.","To see only your books, set the filter to Books only.","A title shows the book it is in. Its parts belong to that book, and you count copies on the book.","The book is what you check out and in. A title has no check-out of its own.","Deleting a book keeps its titles in your library."]},{type:"steps",sectionHeader:"Worth knowing for now",items:["Pull lists and folders list each title on its own line. Three titles from one book show as three lines, though it is one book on the shelf. Pull the book once.","On a phone, tap + in the Music Library and choose New book. Open a book to see its titles in order."]},{type:"printable",title:"Music Books",description:"This article as a one-page printable — add a book, what you get, putting titles on a program, counting and checking out the book.",pdfHref:"/app/guides/music-books-guide.pdf",pages:1,sizeKb:108}]},{id:"driver-trips",category:"performances",categoryLabel:"Performances",title:"Driver trips — recording and authorizing paid trips",description:"For bands that pay drivers: record each trip, authorize it, and give the treasurer each driver’s total.",keywords:["driver","drivers","trip","trips","trailer","mileage","paid","transport","authorize","invoice","treasurer","documents on file"],relatedPages:["/reports/driver-trips","/settings/roles"],content:[{type:"intro",text:"Some bands pay the people who drive or tow the trailer. Driver trips keeps the record: who drove, when, how far, what it pays under your band’s own rates, and who authorized it. Backstage Baton only keeps the record. It never pays anyone."},{type:"steps",sectionHeader:"Set it up once",items:["Organizations (Organization Settings on a phone) → your band → Paid trips: tick Keep track of paid trips.","Add your rates by how far the trip is one way, for example up to 25 miles pays $35 and up to 60 miles pays $100. A trip longer than your last rate is an amount you set each time.","On each driver’s page (Edit → Roles & Access) tick Licensed driver, documents on file. A trip can only be authorized for a driver with that tick, unless you turn that rule off in Paid trips."]},{type:"steps",sectionHeader:"Record and authorize a trip",items:["From a paid job: on the concert’s Help wanted list, tap Record trip… beside the driver who signed up. The driver, the day and the job are already filled in, so you only type the miles. The list then says Trip recorded.","Or from scratch: Reports → Driver Trips → New trip. Choose the driver, the date, what the trip is for, and the miles one way. The amount is worked out from your rates.",`The driver can record their own trip. On the day of the job they get a Record your trip email. After driving, they tap the button and type the miles one way. No login is needed. The same button is in their "You're on" email.`,"In the app, the same thing is on their Home page under Trips to record. The treasurer then gets an email to authorize it. Anyone who manages trips sees every driver's unrecorded trips there and can record one for them. Trips to record shows the last 14 days. After that, use Reports → Driver Trips → New trip.","A trip is there and back unless you say otherwise. If one person drives there and someone else drives back, record a trip for each: tap More options and set Which way? to There only or Back only. A one-way trip pays half your rate, unless your band chose the full rate under Paid trips.","A day with several stops (collect the trailer, collect the equipment, then the venue)? The page does not add up the legs: you type one distance. If the day should pay something other than your rate, tap More options, then Set a different amount, and say why. Your band can write its own rule for counting miles under Paid trips, and it shows under the miles box.","When a trip is recorded, your treasurer gets an email with a link. From that link, with no login, they can authorize the trip, decline it, or change the miles or the amount. (If the band has no treasurer it goes to the president. The person who recorded the trip is not emailed.)","Or in the app: the trip waits under Waiting to be authorized. Tap Authorize. For a longer trip you type the amount you and the driver settled on.","If a trip didn’t happen, open its … menu and choose Didn’t happen. It comes off the total. Put back returns it to waiting."]},{type:"steps",sectionHeader:"For the treasurer",items:["Reports → Driver Trips opens on this quarter so far. Change From and To for any other dates.","To pay lists each driver with their trips and total. Only trips that were authorized and whose day has come are counted.","Export CSV gives the same list, one row per trip with a total per driver, to write invoices from."]},{type:"tip",text:"A paid trip is never volunteer hours, so it never appears in the Volunteer Hours report or on a grant report."},{type:"printable",title:"Driver Trips",description:"This article as a one-page printable: set up rates once, the driver records the trip, the treasurer authorizes it from an email, and the quarter-end export.",pdfHref:"/app/guides/driver-trips-guide.pdf",pages:1,sizeKb:115}]},{id:"email-lists",category:"communications",categoryLabel:"Communications",title:"Email Lists — message leadership groups and custom lists",description:"One-click emails to built-in leadership lists (section leaders, officers, directors) and custom lists like a voting board — sent from your name, with replies coming straight back to you.",keywords:["email lists","groups","board","voting board","section leaders","directors","officers","leadership","distribution list","mailing list","send email","attachment"],relatedPages:["/groups"],content:[{type:"intro",text:"Email Lists g

1ives leadership a fast way to message defined audiences without maintaining addresses: built-in smart lists that always reflect current membership (Section Leaders, All Officers, Directors, All Leadership), relay lists for the whole band or an ensemble, and custom lists you build by hand (a voting board, a gala committee). Every message is sent from YOUR name with the reply-to set to YOUR email — answers come straight back to you, never to a no-reply address."},{type:"roles",canDo:["Section Leaders (leadership lists only)","President","Vice President","Music Director","Band Manager","Assistant Conductor","Marketing Director","Secretary","Treasurer","Librarian","Equipment Manager","Fundraising Coordinator","Membership Coordinator"],cannotDo:["Regular Members"]},{type:"table",headers:["Badge","What it means"],rows:[["Smart","Membership is computed automatically from your current roster — never goes stale, nothing to maintain."],["Relay","The whole-band audiences (All Members, one list per ensemble) — the same reach as the email relay, visible only to relay-authorized officers."],["Custom","A hand-picked list your admins built — the exact people you chose, nothing derived."]]},{type:"table",headers:["Built-in list","Who is on it"],rows:[["Section Leaders","Everyone leading a section — by chair assignment or the Section Leader title — across all ensembles."],["All Officers","Every member holding an organizational title other than Section Leader in Roles & Access."],["Directors","Member type Director, plus anyone holding the Music Director or Assistant Conductor title — covers playing directors either way."],["All Leadership",'All Officers and Section Leaders combined, with no duplicates. The one-message "all hands" audience.'],["All Members","Every active member of the organization. (Relay list)"],["{Ensemble} Members","Every active member of that ensemble. One list per ensemble. (Relay list)"]]},{type:"steps",items:["Click Email Lists in the sidebar (under Administration) — on mobile, More → Email Lists.","Find your list and click Message. The member counts shown are live.","Review the recipient checklist. Everyone is ticked by default — untick anyone you want to leave off this one message. The list itself is not changed.","Write your subject and message. Attach up to 5 files if needed (10 MB each — PDF, Word, or images).","Click Send. Each recipient gets their own individually-addressed copy from your name."]},{type:"tip",text:"Replies come straight back to your email address — you can have a normal back-and-forth from the same thread. The message shows your name as the sender, not a system name."},{type:"tip",text:"Privacy: every recipient receives their own individually-addressed copy. Email addresses are never visible to other recipients — there is no shared To or CC line, on any list type."},{type:"steps",items:["To build a custom list, click New List (visible to band manager tier and up).",'Name it — "Voting Board" is the classic first one — and add an optional description.',"Tick the members who belong on it. The search box filters by name.","Click Create. The list appears for every authorized sender in your org, with Edit and Delete available to list managers."]},{type:"tip",text:"Smart lists update themselves — when someone takes or leaves a chair or title, the list reflects it on the next send. Custom lists only change when someone edits them, so review your voting-board list after officer elections."},{type:"warning",text:"Section leaders see and message the leadership lists (Section Leaders, All Officers, Directors, All Leadership) and custom lists, but NOT the relay lists — whole-band sending stays with relay-authorized officers, matching the email relay’s rules."},{type:"warning",text:'Members without an email address (and no communication proxy) are flagged "(no email)" in the recipient checklist and skipped at send time. Update their member record to reach them.'},{type:"table",headers:["Question","Answer"],rows:[["Does unticking someone remove them from the list?","No — unticks apply to that one message only. The list is unchanged next time."],["Who can create or edit custom lists?","The same roles that manage Communications: Marketing Director, Webmaster, Band Manager, Vice President, President (plus org O

1wners/Admins)."],["Do inactive or alumni members receive list messages?","No — every list, smart or custom, only sends to Active members."],['Can I name a custom list "Section Leaders"?',"No — built-in list names are reserved to avoid confusion."],["Where do sent messages show up?","In each recipient’s email history on their member record (category: group message)."]]}]},{id:"music-folders-overview",category:"music-library",categoryLabel:"Music Library",title:"Music Folders: pull, build, hand out and get back every concert's folders",description:"The librarian's workspace: one page with a Prepare tab (the pull list) and a Folders tab (every folder, who has it, what is packed).",keywords:["music folders","folders","librarian","pull list","pick sheet","packing","folder numbers","labels","concert folders","hand out","check in","roll call"],relatedPages:["/music-folders"],content:[{type:"intro",text:"Music Folders takes a concert's program and seating chart and works out what the librarian used to do by hand: which parts to pull from the cabinet and how many copies, which folder each part goes into, what number each folder carries, what is left to pack, and who has each folder right now. Open it from Music Folders in the left sidebar (on a phone: More, then Music Folders) and pick the concert at the top."},{type:"roles",canDo:["Librarian","Music Director","President and account owners/admins"],cannotDo:["Other leadership roles can view the page but not change it","Section Leaders and members do not see it"]},{type:"intro",sectionHeader:"Two tabs, one line, one button",text:'Under the concert picker are two tabs. Prepare is the pull list: every piece on the program, what to pull, and anything the page does not know yet. Folders is every folder for the concert in number order, with its packed count, its holder and where it is. One line under the tabs sums up the tab you are on ("6 of 8 pulled · 2 not scanned · 1 short", "40 folders · 31 packed · 12 out · 1 missing"), and each tab has one main button: Build folders or Update folders on Prepare; Hand out or Check in… on Folders.'},{type:"steps",items:["Prepare: print the pull sheet (Print pull sheet on the Prepare tab, or under More), walk the cabinet, and tap Mark pulled on each piece. A piece with no instrument list shows a Not scanned chip; a short part shows Short N; a set nobody has counted shows Count. Each chip's fix is behind a tap. None of them stops you.",'Build folders: one per seated player (or per chair, if your band keeps a set number). A piece that is not scanned yet rides in every folder as "part not listed yet" until you scan it.',"Folders: tap a folder to tick pieces in as you pack, or to record who has it. Print the build sheet and labels from More.","Hand out checks every folder out to its holder; Check in… is the roll call after the concert: tap the numbers that did not come back."]},{type:"tip",text:'Nothing waits on a setup wizard. The four folder settings (prefix, labels, folder counts, whether music goes home) live under More, then Folder settings…; until you answer, the page runs on sensible defaults. See "Set up Music Folders".'},{type:"tip",text:"On a phone the page has the same two tabs; tapping a folder opens it as a sheet. Print items open a clean printable page in a new tab."},{type:"table",sectionHeader:"What prints (More menu)",headers:["Sheet","What it's for"],rows:[["Pull sheet","Your cabinet walk: pieces in cabinet order, how many of each part to pull, SHORT lines with your decision, and a list of copies still needed at the end."],["Build sheet",'Every folder from lowest number to highest with its part and holder, then one page per section. A piece not yet scanned prints as "part not known yet".'],["Check-out sheet","Your paper copy at hand-out: every folder in number order with the part, who it is assigned to, and Out / Back tick boxes (a folder already out prints its state). The last page lists folders by player's name, then section folders, then folders with nobody assigned yet -- tape it to the music box so people find their own number. More, then Print check-out sheet."],["Changes sheet","After a program change: only what to add to or pull out of each folder."],["Folder labels","Two-by-seven label sheets: the player'

1s part in large type, the folder number, and your band's name. Every folder, only new ones, chosen numbers, or blank."]]},{type:"printable",title:"Music Folders: Librarian's Guide",description:"Step-by-step how-to for the librarian: the Prepare tab (pull list, chips, shortage decisions), Build folders, the Folders tab (packing, who has each folder, Hand out, the roll call, missing folders), labels and sheets, folder settings and numbering, and what happens when the program changes.",pdfHref:"/app/guides/music-folders-guide.pdf",pages:15,sizeKb:589},{type:"printable",title:"Music Folders at a Glance",description:"One page for your board and librarian: the loop on two tabs (pull, build, pack, hand out and get back), what the system works out for you, and what prints.",pdfHref:"/app/guides/music-folders-summary-guide.pdf",pages:1,sizeKb:238}]},{id:"music-folders-setup",category:"music-library",categoryLabel:"Music Library",title:"Set up Music Folders: the five settings and your numbering scheme",description:"Folder settings for an ensemble: folder prefix, labels, folder counts, whether music goes home, who is responsible for a folder before it is checked out, and the order your folder numbers run in.",keywords:["setup","wizard","folder settings","prefix","numbering","folder numbers","renumber","folder count","labels","music goes home","responsible","holder","section leader","seated player"],relatedPages:["/music-folders"],content:[{type:"intro",text:"Each ensemble has five folder settings. Nothing waits on them: a band that has never answered runs on the defaults (plain numbers, labels only for new folders, one folder per performing member, custody unanswered, and the section leader responsible for each folder). Open them any time from More, then Folder settings…, on Music Folders; the questions come prefilled with what you chose last time."},{type:"table",sectionHeader:"The five settings",headers:["Question","What your answer changes"],rows:[["Do you put a short prefix on your folder numbers?","Up to two letters or digits. CB makes folder 1 print as CB-01, so a Concert Band folder and a Jazz Band folder never share a number."],["Do you make new folder labels for every performance session?","Yes: each concert is a fresh set, renumbered and relabeled. No: a folder keeps its number from concert to concert and only new folders need a label."],["How do you decide how many folders to make?","A set number for each instrument and chair (usually the copies you own; players beyond that share), or one folder per performing member (folders follow the seating chart)."],["Do folders go home with players?","Yes: the Folders tab offers Hand out (every folder to whoever is responsible for it, in one go) and Check in… (the roll call). No: folders stay in the section bins; you record only the exceptions, one folder at a time. Unanswered: the Folders tab asks this one question on a single line. Your answer also pre-selects the next question."],["Who is responsible for a folder before it's checked out?",`The name the Folders tab, My Section and the build sheet show for a folder nobody has checked out, and who Hand out gives it to. The player seated on that chair: when a folder is first built, copy 1 of a chair goes to its first seated player, copy 2 to the second (percussion and extra folders have no chair, so they start with nobody); after that the folder keeps its name all season, whatever the seating does. The section leader: a folder nobody holds is the leader's until they hand it to a player; the holder reads "Clarinet section · Ana Ruiz". Nobody until it's checked out: every folder starts with no name and Hand out is not offered. Pre-selected from the previous answer (the seated player when folders go home, the section leader when they stay) until you choose.`]]},{type:"tip",text:"If you choose a set number of folders per chair, the next screen asks how many folders each part gets. It starts from this concert's seating, one folder per seated player, and you change any count to match the copies you own."},{type:"intro",sectionHeader:"Your numbering scheme",text:"Folder numbers come from a scheme: a list of parts in the order their numbers run, with how many folders each part gets. Backstage Baton proposes one from the first concert's chairs, in score order (flutes first, percussion last), and saves it. Eac

1h ensemble has its own scheme, so a Concert Band and a Jazz Band never share one. Open it from More, then Numbering…."},{type:"steps",items:["The order of the list is the order of the numbers. Drag a row by its grip, or use the up and down arrows, to move a part.","Change the Folders count on a row to give that part more or fewer numbers. The ranges re-lay from the top as you go.","Extra folders always come last: they hold folders for instruments the program calls for but nobody is seated on, and grow on their own if a part runs out of numbers.","Click Save changes. If this concert's folders already have numbers, you choose Keep existing numbers (nothing on the folders changes; the new scheme is used from now on) or Renumber all (a fresh set in the new order; every printed label is then out of date)."]},{type:"warning",text:"Renumber all means every label must be reprinted. Keep existing numbers is the safe choice when folders are already labeled. Renumbering is refused while any folder is out with a player."},{type:"tip",text:"A folder keeps its number from one concert to the next. When a new part appears on the roster (say a second alto sax), it gets its own row next to its instrument automatically, rather than borrowing numbers from someone else."}]},{id:"music-folders-count-sets",category:"music-library",categoryLabel:"Music Library",title:"Count your sets: how many copies of each part you have",description:"Record the copies on hand for every part of a piece: in one tap for a complete set, box by box at the cabinet, or many sets at once with the count sheet.",keywords:["inventory","inventory set","count","count set","copies on hand","count as printed","count sheet","stamped","set last checked","parts in this set"],relatedPages:["/music","/music-folders"],content:[{type:"intro",text:`The pull list can only say what's short if it knows how many copies of each part you have. That number, copies on hand, belongs to the piece in your Music Library, not to a concert: count a set once and every concert uses it. A part nobody has counted shows a dash, which means "never counted", not zero.`},{type:"intro",sectionHeader:"Where counts live",text:"Open the piece in the Music Library and expand Parts in this set. Each part has a row: Part (the label exactly as printed), Instrument, Set (how many copies the publisher printed), On hand (how many you have), Counted (the month you last counted it) and Stamped (whether the copies carry your band's stamp). Above the list: how many parts are counted, and when the set was last checked."},{type:"table",sectionHeader:"Three ways to count",headers:["Way","Best for","How"],rows:[["Count as printed","A set that came complete from the publisher","One tap fills On hand with the Set number for every part nobody has counted yet. Counts someone already made are kept. Also on the Prepare tab of Music Folders: the Count menu on any piece with uncounted parts."],["Inventory this set","Counting at the cabinet, box by box","Tap Inventory this set, type the copies for each part and tick Stamped where it applies. Each box saves when you leave it; there is no Save button. Tap Done - mark set checked when you finish."],["Count sheet","Many sets at once, or moving over a paper ledger","In the Music Library header: More, then Export count sheet. Fill in Copies on hand (and Stamped) in the spreadsheet, then More, then Import count sheet, and choose the same file. You see exactly what will change before anything is saved."]]},{type:"steps",sectionHeader:"Counting a set at the cabinet",items:["In the Music Library, open the piece and expand Parts in this set. (From the Prepare tab of Music Folders, Count, then Count by hand, takes you straight here with counting already open.)","Tap Inventory this set. The On hand column turns into boxes.","Count each part's copies and type the number. Leave a box empty if you haven't counted that part; never type 0 unless you really have none.","Tick Stamped for parts that carry your band's stamp.","Tap Done - mark set checked. Today becomes the date this set was last checked, even if every count was already right."]},{type:"tip",text:"Scores and reference copies are listed below the parts and are not counted. Parts marked Available separately (World Parts, parts sold separately) aren't in the box, so they're never counted, pulled or packed unless you get them."},{type:"tip",text:"Found or lost copies later? Open the piece, tap Inventory this set, and change just that box. In Music Folders, Made copies on a 

1short part also updates the count."},{type:"warning",text:"An empty box and a zero are different. Empty means nobody has counted; 0 means you counted and have none, so every folder that needs that part will show as short."}]},{id:"music-folders-pull-list",category:"music-library",categoryLabel:"Music Library",title:"The Prepare tab: what to pull, and what to do when you're short",description:"The pull list on Music Folders: copies to pull per part, marking pieces pulled, the chips for what the page does not know yet, and Build folders.",keywords:["pull list","prepare","pull sheet","pick sheet","short","shortage","made copies","players share","on order","count as printed","inventory","pulled","unscanned","build folders"],relatedPages:["/music-folders"],content:[{type:"tip",text:"Concert not listed? Music Folders builds folders only for a librarian-managed library. If your ensemble is set to Self-managed (members hold their own parts), its concerts stay off this page and the page says so, with a link to the setting: Ensembles, edit the ensemble, Library Management."},{type:"intro",text:`Prepare lists every piece on the program, collapsed, in the order you'll find them. Each header shows the cabinet number, how many copies to pull in total, and how many more you would need. Open a piece to see each part: how many folders need it, how many copies you have on hand, and how many the published set came with. The line above the list sums it up: "6 of 8 pulled · 2 not scanned · 1 short".`},{type:"steps",items:["Print the pull sheet (Print pull sheet on the Prepare tab, or under More) and walk the cabinet. It is in cabinet order, with SHORT marked on any part you don't have enough of.","Tap Mark pulled on each piece as you pull it, or Mark all pulled when the whole program is out.","Deal with the chips on any row (below). None of them blocks the build.","Tap Build folders. Once folders exist, the same button reads Update folders whenever the program or roster has moved since the last build; a changes sheet then lists only what to add or pull."]},{type:"table",sectionHeader:"The chips on a piece",headers:["Chip","What it means and what is behind it"],rows:[["Not scanned",'The piece has no instrument list yet. Scan instruments… opens the camera. Until then the piece goes in every folder as "part not listed yet", so no folder can read complete when it is not.'],["Needs a look","A part's label did not resolve to an instrument. Re-scan instruments… usually fixes it."],["Count","Parts nobody has counted. Count as printed fills them in from the publisher's count; Count by hand opens the piece in the library with counting open."],["Short N","N parts have fewer copies than folders. The menu decides them all at once: Made copies… (opens the piece so you can enter the new count per part), Players share, or On order. Inside the piece, each part has the same menu."]]},{type:"table",sectionHeader:"When a part is short",headers:["Choice","What it means"],rows:[["Made copies","You made more (for music you're licensed to copy, or public domain). Enter the new number on hand; if it now covers every folder, the shortage is gone."],["Players share","Players share the copies you have. Recorded for this concert."],["On order","More copies are coming. Recorded for this concert."],["Change","Undo a decision and choose again."]]},{type:"tip",text:"Extra folders: when the program calls for an instrument nobody is seated on (an E-flat horn, a harp), one line says so with Add folders. Your answer is remembered; the checklist can be changed later under More, then Rebuild from roster…."},{type:"table",sectionHeader:"The little tags on a part",headers:["Tag","Meaning"],rows:[["solo","A solo part: one copy, in the section's first folder only."],["+ instrument","A doubling book (for example C Flute & Piccolo) that also goes in that instrument's folders."],["for instrument","The piece has no part of its own for that instrument, so this part stands in (a baritone part in euphonium folders)."],["everyone","No part number printed, while the same instrument also has numbered parts: pull one per player."],["wraps","Extra copies for folders whose own part this piece doesn't print (a fourth horn folder gets a horn part too)."],["chair n","Cornet and trumpet share one set of chairs; this book goes to chair n."],["one of these","Two versions of the same part (treble and bass clef): players read one, so the counts don't add."]]},{type:"tip",text:"Percussion is pulled one copy of each printed part, into percussion folders sized to the program: Percussion 1, 2 and so on, Mallets, and Timpani. The section decides who carries which."},{type:"tip",sectionHeader:"Folders already numbered? Just build",text:"Pre-numbered folders (leather folders stamped 1 to 100) need nothing extra. Build gives each folder a number; put its contents in the physical folder with that number and print labels for the players' names. Leave the prefix blank so the app says 1 where the folder says 1, and do not Renumber once folders are out."},{type:"tip",sectionHeader:"Numbers already tied to people? Match them from a list",text:"Only when your numbers already belong to people: the folders were out with players when you joined, or names are on the folders. Once folders are built, More, Match numbers from a list…: paste the rows from your sign-in sheet (name, folder number, instrument) or upload the spreadsheet. Preview shows each row as ready, or tells you what to fix: a name that matched nobody (pick the member), a number used twice, a number already on another folder, or a member with no folder on this concert. Record writes only the ready rows and leaves the rest for you to fix and send again. A list with no numbers on it is turned away with a note, not an error."},{type:"tip",sectionHeader:"Choose parts: which printed part goes in which seat's folder",text:"Cho

1ose parts… on any ready piece shows each section's seats down the side with the part each seat's folder holds. Usually the music decides (four horn parts, four horn folders). When it should not, tap a part into a seat or out of it: two horns and a piece with a 3rd part that matters, so the 3rd goes in the first chair's folder. The line at the top says who holds what, and names any printed part nobody holds. A tap saves at once, is remembered for the season, and changes the copy counts on the pull list. Back to usual hands a seat back to the automatic rule. Under Folder settings, Who decides what goes in a folder sets whether Choose parts is the main step (the director decides, seat by seat) or a rare fix (the music decides)."}]},{id:"music-folders-packing",category:"music-library",categoryLabel:"Music Library",title:"The Folders tab: pack, hand out and get every folder back",description:"Every folder for the concert in number order: packing with one tap per folder, who holds it, Hand out and the roll call, and program changes after the folders are built.",keywords:["build folders","packing","pack","labels","folder labels","build sheet","changes sheet","update folders","holder","responsible","set by hand","clear holder","folder number","mark all packed","hand out","check in","roll call","missing folder","custody","share with section leaders","share","unshare","not yet shared"],relatedPages:["/music-folders"],content:[{type:"intro",text:"Folders is one look at every folder for the concert, section by section in folder-number order. Each row shows the number, the part, how much of it is packed (6/8, 8/8 with a tick), who is responsible for it, where it is right now, and when it last moved. Filter by section or Not packed, or tap a state: In bin, Out, Checked in or Missing, each showing how many folders are in it (Missing turns red when any folder is missing). Tap the same state again to see every folder. Tap a row to open it: the packing list on top, the custody buttons under it. On a phone the row opens as a sheet."},{type:"intro",sectionHeader:"Who holds a folder",text:`A folder is a physical thing your band owns, and the Holder column is the person responsible for it for the whole season. It stays with the folder from concert to concert, whatever the seating chart does, until someone changes it. The holder doesn't have to be the player: a parent can hold the trumpet folder for their son. Under the seated-player setting, a folder that has never had a holder takes the player seated on its chair when it is first built (copy 1 to the first seated player, copy 2 to the second). Percussion and extra folders have no chair, so they start with nobody. Under the section-leader setting, a folder nobody holds reads "Clarinet section · Ana Ruiz", or just "Clarinet section (no leader yet)". Assign… gives a folder to someone. It lists the players who have no folder yet first, marked "No folder yet", and shows what everyone else already holds, so the best candidate is at the top. Anyone can still be picked, because one person may hold several folders. Clear holder, inside Assign…, takes the name off and it stays off. The same words show in My Section; the build sheet prints the name, or the section when it has no leader yet.`},{type:"table",sectionHeader:"Where a folder is",headers:["Word","Meaning"],rows:[["In bin","In the section's crate or with the librarian. The default; a normal night writes nothing."],["Out — name","With that member, since the date shown."],["Checked in","Back in the library after the concert."],["Missing","Not back at the roll call. The last holder is kept so you know who to ask."]]},{type:"steps",sectionHeader:"Packing",items:["Tap a folder to open its list and tick each piece in. Pack whole folder ticks every piece at once. When a folder is done, the next folder with anything unpacked opens.","Pack next opens the first folder with something left in it; the Not packed filter hides the finished ones.",'A piece you have not scanned yet is listed as "part not listed yet" and can be ticked like any other; when the scan lands, the tick carries over to the real parts.',"Print the build sheet, the check-out sheet and, if needed, labels, from the print row at the top of the Folders tab (they are under More as well): Only folders new this concert, Every folder, Just these numbers, or Blank labels to hand-write."]},{type:"steps",sectionHeader:"Share with section leaders",items:['Section leaders see nothing for a concert in My Section until you say the folders are ready. When they are, tap Share with section leaders on the line under the status line; it then reads "Shared with section leaders" with the date and your name, and the status line drops "not yet shared".',"Ready is your call, not the app's: 

1it is not tied to every folder being packed or to Hand out. Until you share, a leader cannot check a folder out, so a change of program or seating still updates the folders for you rather than waiting on a folder that went out early.","Unshare hides them again while you change something; anything already recorded stays in the history."]},{type:"steps",sectionHeader:"Handing out and getting back",items:["Each row has one button that fits its state: Check out when a person holds it and it is in the bin; Assign… when the folder is the section's or nobody's; Check in… when it is out or missing.","If music goes home with players, the tab's main button is Hand out: every folder goes out to whoever is responsible for it in one confirm (a folder with nobody responsible stays in the bin, and the confirmation says how many did). With Nobody as the responsible party, Hand out is not offered.","After the concert, Check in… opens the roll call: number tiles by section, tap the ones that did NOT come back, then Check in N folders. Everything else is checked in; the tapped ones are marked Missing with their last holder.",'Checking in one folder asks "Anything missing?": tick any piece that did not come back and it is recorded against that folder.',"The … menu on a row has Change number…, Print label and History (every check-out, check-in and assignment, with who recorded it). Change number… renames that physical folder at every concert it is used at, and whoever holds it keeps it; a number another folder already has is refused, with the folder that has it named, so two seats can never share one folder. Mark missing and Found sit under the open row with the other custody actions."]},{type:"tip",text:'If the custody setting has never been answered, the Folders tab asks on one line: "Do folders go home with players? Yes / No". Yes turns on Hand out; No means folders stay in the bins and you record only the exceptions.'},{type:"tip",text:"Mark all packed and Clear packing ticks, under More, tick or clear every piece in every folder after a confirm."},{type:"intro",sectionHeader:"When the program or roster changes",text:`Until you start packing, the folders update themselves when a piece is added or removed or the seating changes. Once you have ticked anything, or once any folder is out, they are never changed behind your back: the Prepare tab's button reads Update folders, and a note at the top of the Folders tab says in plain words what changed since this concert's folders were last built, why (the program, or who is playing in this concert: someone added, removed or moved to another chair), and what to do about it -- for example "46 folders are no longer needed. Keep them in the bin as they are for the next concert, or retire them and file the music back." grouped by instrument, with Show all for the full list. While folders are out, an update only records the changes; the folders themselves wait until they are back. Either way you get a changes sheet listing only what to add to or pull out of each folder. Tap Acknowledge when the shelf matches the sheet. It clears the note and unpacks nothing. A folder this concert no longer needs is never assumed unpacked: by default it stays in the bin as it is, keeping its number, so a player at the next concert can take it as it is. From the note (Keep all in the bin, or Retire and unpack all) or from each folder's ... menu (Keep in the bin, or Retire and unpack), you choose. Retire and unpack means you file its music back in the cabinet and its number is freed; a folder that is still out is retired when it comes back, and its check-out history is always kept. Not what you meant? The number of folders comes from your seating and your folder settings (More, then Numbering or Folder settings); change them and tap Update folders.`},{type:"table",sectionHeader:"Common questions",headers:["Question","Answer"],rows:[["Why does a folder for an empty chair exist?","Your band keeps a set number of folders per chair. Folders beyond the seated players have no holder; players beyond the count share."],['A folder says "no folder #".',"Numbers are dealt automatically; a folder without one means its part's range is full. Widen the range under More, then Numbering…, or the folder takes one from Extra folders."],['A row says "Removed from the set".',"The program no longer calls for that folder, but it was out or packed, so it was kept rather than deleted. Empty it when it comes back."],["Can I rebuild from scratch?","More, then Rebuild from roster…. Packed ticks carry over for any piece still in the same folder. While any folder is out or missing, a rebuild records the changes only (nothing moves) so the changes sheet still prints; renumbering waits until every folder is back."],["Who can pack or record custody?","Anyone who can change music (librarian, music director, president). Other leaders can view but not tick."]]}]},{id:"section-leader-folders",category:"music-library",categoryLabel:"Music Library",title:"Folders in My Section: hand a folder to a player and get it back",description:"A section leader's Folders tab: the section's folders for the next concert, who holds each one, and one tap to hand a folder to a player or take it back.",keywords:["section leader","my section","folders","folder","hand out","check out","check in","holder","responsible","set by hand","custody","music folders","section folders"],relatedPages:["/my-section","/music-folders"],content:[{type:"intro",text:"My Section has a Folders tab for section leaders and anyone above them. It lists only your section's folders for one concert, in folder-number order under each instrument, with the part, who is responsible for the folder and where it is right now. The librarian builds, numbers and packs the folders under Music Folders;

1 this tab is for the moment the folders are in your hands on the risers."},{type:"intro",sectionHeader:"Who a folder belongs to",text:`The Holder column is the person responsible for the folder for the season. It stays with the folder whatever the seating chart does, until you or the librarian changes it. A folder nobody holds shows the section and its leader ("Clarinet section · Ana Ruiz") when the band has its leader answer for unclaimed folders; otherwise it shows nobody. The librarian's board and the build sheet show the same words.`},{type:"intro",sectionHeader:"Which concert",text:'Folders appear here once the librarian has shared them: until then the tab says the librarian is still preparing the folders for that concert, and nothing can be checked out. The tab opens on the earliest upcoming concert whose folders have been shared. If your ensemble has more than one concert coming up, a concert picker sits at the top; a concert whose folders are not ready yet says so in the list. One line under it sums up the section: "6 folders · 2 out", with a missing count when any folder is missing.'},{type:"table",sectionHeader:"Where a folder is",headers:["Word","Meaning"],rows:[["In bin","In the section's crate or with the librarian. Nobody has it."],["Out — name","With that player."],["Checked in","Handed back after being out, to the crate or the librarian."],["Missing","The librarian marked it not back at the roll call. The last holder is kept so you know who to ask."]]},{type:"steps",sectionHeader:"Handing a folder to a player",items:["Tap the folder's row (or Check out… when the folder is the section's or nobody's). A list opens: who is responsible right now on the first line, then the players seated on that chair, then Anyone else in the section.","Tap a name. The folder is checked out to that person AND they become its holder for the season, in one step. That name shows in the app and on the librarian's build sheet. If someone else held it, they are replaced.","Check out, on a row a person holds, hands the folder to that person with one tap.","Clear holder, at the bottom of the list when the folder has a holder, takes the name off without moving the folder, and it stays off."]},{type:"steps",sectionHeader:"Getting it back",items:["Check in on a row that is out (or missing) records the folder as back, with one tap and no questions.","A piece that did not come back is the librarian's to record: tell them, and they mark it under Music Folders."]},{type:"tip",text:"Every hand-out and check-in you record shows in the folder's history under Music Folders as recorded by the section leader, so the librarian's board and your tab always agree. When music goes home with players, a normal night writes nothing; only the exception is recorded."},{type:"tip",text:"Percussion folders (Percussion 1, Mallets, Timpani) belong to the section rather than a chair, so the list offers every percussionist as a holder."},{type:"roles",canDo:["Section leaders (their own section) and every role from Librarian up"],cannotDo:["Regular members"]}]},{id:"equipment-loans-overview",category:"equipment",categoryLabel:"Equipment",title:"Lend instruments to members: how equipment loans work",description:"Check band-owned equipment out to a member, get your loan agreement signed online or on paper, follow each loan while it's out, and check it back in.",keywords:["equipment","loan","loans","lend","borrow","instrument loan","checkout","check out","check in","agreement","equipment manager"],relatedPages:["/equipment"],content:[{type:"intro",text:"Most bands already lend instruments; the record usually lives in someone's memory. On the Equipment page, each loan becomes a checkout with a signed agreement, a visible progress line, and an honest check-in. Members never need the app: they sign from an emailed link, or on paper in person."},{type:"steps",sectionHeader:"A loan, start to finish",items:["Check out: pick the member and the item, or several items at once. The accessories going out are recorded, and a due date is optional.","Sign: your band's own loan agreement, signed from an emailed link (no app, no login) or on a printed copy in person. A guardian signs for a borrower under 18.","On loan: the Loans tab shows each loan as a progress line from requested to signed to check-in. Reminders are one click, and 

1you edit them before they send.","Check in: mark the condition, tick each accessory that came back, and note anything wrong. The borrower gets a thank-you email."]},{type:"tip",sectionHeader:"Before your first loan",text:"Write your agreement once under Equipment, then Loan agreement: your title, your opening text, and a checkbox for each clause. If you have a paper loan form today, its wording moves straight in. The same editor prints blank forms for signing on paper. Changing the wording saves a new version. Each loan records the version it was signed under, anyone who signs from then on sees the new wording, and View previous versions shows every earlier wording with its checkboxes."},{type:"tip",text:"Loans that were already out before you started can be recorded with no agreement and no due date, so the system knows who holds what without asking anyone to sign again."},{type:"tip",sectionHeader:"Which plan",text:"Instrument loans are part of the Complete plan. On Essentials you keep the equipment inventory, repairs and the value report, and anything already checked out stays on the Loans tab and can still be marked returned."},{type:"printable",title:"Instrument Loans Guide",description:"For the equipment manager: setup, checkout and signing (online or on paper), following a loan while it's out, check-in, missing accessories and repairs.",pdfHref:"/app/guides/equipment-loans-guide.pdf",pages:6,sizeKb:141},{type:"printable",title:"Instrument Loans at a Glance",description:"One page for your board and equipment manager: the four steps of a loan and what the system guards.",pdfHref:"/app/guides/equipment-loans-summary-guide.pdf",pages:1,sizeKb:88}]},{id:"equipment-loans-checkout",category:"equipment",categoryLabel:"Equipment",title:"Check out equipment and get the agreement signed, online or on paper",description:"Check an item out to a member and choose how the loan agreement is signed: an emailed link, or a printed copy signed in person and recorded afterwards.",keywords:["check out","checkout","loan agreement","sign","signature","paper","print agreement","record signed paper copy","guardian","under 18","minor","parent","blank form","signing reminder"],relatedPages:["/equipment"],content:[{type:"steps",sectionHeader:"Check out",items:["On the Equipment page, open the item and click Check out to member. Or, on the Loans tab, click New loan.","Pick the member. Add more items if they're taking several; one loan and one signature cover them all.","Check the accessories going out with each item. Check-in is measured against this list.","Set a due date if the loan has a natural end, or leave it blank.","Under Loan agreement signing, choose Email a signing link or Paper, print and sign in person (below)."]},{type:"table",sectionHeader:"Two ways to sign",headers:["Way","What happens"],rows:[["Email a signing link (default)","The signer gets your agreement by email and signs from the link, with no app, account or password. They tick each clause and sign; the loan activates and you're notified."],["Paper, print and sign in person","No email is sent. Checkout finishes on Print agreement: the same agreement on one page, with a box beside each clause and lines to sign. After it's signed, click Record signed paper copy on the loan."]]},{type:"steps",sectionHeader:"Signing on paper",items:["At checkout, choose Paper, print and sign in person, then click Print agreement. The print dialog opens by itself.","Meet the borrower, or their parent or guardian, and have them tick each clause and sign.","On the Loans tab, find the loan and click Record signed paper copy, then Record signature.","Keep the signed sheet in your files. The loan is now signed and active for every item on it, exactly as if it had been signed online."]},{type:"tip",sectionHeader:"Borrower under 18",text:"Tick Borrower is under 18 and enter the parent or guardian's name and an email or a phone number; either one works. The guardian is the responsible signer: with an emailed link it goes to them, on paper they sign the printed sheet. If there is no guardian email, choose Paper."},{type:"tip",text:"Changed your mind after checkout? Until a loan is signed, its card on the Loans tab shows Print agreement and Record signed paper copy, so an emailed agreement can still be signed on paper. A paper loan can still be signed online if there's an email on file: once it has sat unsigned for a few days, the card offers Send a signing reminder, which emails the link."},{type:"tip",text:"Keep a few blank forms for inventory day or the family that only signs on paper: Equipment, Loan agreement, then Print blank form. It prints your saved agreement with every field left as a write-in line."},{type:"warning",text:"Record signed paper copy completes the loan straight away. Only record it once you have the signed sheet in hand."}]},{id:"equipment-loans-checkin",category:"equipment",categoryLabel:"Equipment",title:"Check equipment back in: missing accessories and repairs",description:"Mark a loan returned, record what came back and its condition, handle missing accessories without blaming the next borrower, and keep a repair history.",keywords:["check in","return","mark returned","incomplete","missing accessories","repair","needs repair","send for repair","mark repaired","at repair","extension","due date","overdue"],relatedPages:["/equipment"],content:[{type:"steps",sectionHeader:"Check in",items:["On the Loans tab, click Mark returned… on the loan. For a loan of several items, click Mark returned… beside the item that came back.","Under Condition on return, cho

1ose Good, Fair or Needs repair. Needs repair asks you to describe what's wrong and flags the item in the inventory.","Under Accessories returned, every accessory starts ticked. Untick anything that didn't come back; it's recorded as missing.","Add a comment if you like, then click Accept return. The borrower gets a thank-you email once the last item is home."]},{type:"intro",sectionHeader:"Missing accessories",text:"An accessory that didn't come back marks the item Incomplete until someone resolves it as returned or replaced. Until then, the next checkout leaves the missing piece off its list, so nobody signs for a mouthpiece they never received. The Incomplete filter on the inventory lists every item waiting on a piece."},{type:"steps",sectionHeader:"Repairs",items:["An item returned as Needs repair (or edited to it) shows the flag on the inventory.","Send for repair: note the shop and the date. The item shows At repair so it's never confused with one nobody has dealt with.","Mark repaired: the date, the cost, what was done, and the condition if it changed. The flag clears and the problem moves into the item's repair history.","Fixed it yourselves? Click Mark repaired straight away."]},{type:"tip",sectionHeader:"Loans that run long",text:"When a loan is due soon or overdue, its card offers Ask about an extension. The email opens in an editor first so you can make it yours, and replies come to you. Extending, or removing the due date, is one step on the same card."}]},{id:"equipment-stock",category:"equipment",categoryLabel:"Equipment",title:"Track shirts, stand lights and other things you own in quantity",description:"Keep an In stock count for identical items like band shirts by size, a box of stand lights or reeds; check them out with no due date; sell from the same stock; get a reminder when a size runs low.",keywords:["stock","inventory","shirts","polo","uniform","size","sizes","stand lights","reeds","merch","in stock","reorder","quantity","receive","write off","adjust count","history","sell","sold to member","buy now","door sales","draws from stock","refund"],relatedPages:["/equipment"],content:[{type:"text",text:"An instrument is one record with a serial number. A band shirt is not: you own ten of them in XL and what matters is how many are in the box. Choose Stock in quantity when you add the record and the page keeps the count for you."},{type:"steps",sectionHeader:"Add stock",items:["On the Equipment page, click New equipment and under What is it choose Stock in quantity.","Under Part of, choose A new item and give it the name you use, like Band polo. For a sized item enter the size under Size or variant; the page shows the sizes together as one card with a size table.","To add another size later, open New equipment and choose that item under Part of: the name comes from it, so the sizes always stay together. If you type a name that reads like something you already track, the form offers to add it as a size of that item instead. Ended up with two by mistake? Edit the stray one and pick the right item under Part of.","Enter the quantity on hand. That becomes the first line in the item's history.","Under Reorder when in stock is at or below, enter the number that means it is time to order more, like 3. Leave it blank for no reminder.","Enter Units per pack first if you buy by the box, then What you pay: type the box price and the form shows what one unit costs. That per-unit cost is what the value report multiplies by what is on hand, and what the sale price is set against. Where to reorder and Reorder link put the supplier one click from the Reorder chip.","For something bought by the box and sold one at a time, like reeds, enter Units per pack. Receive then asks whether you are counting packs or single units.","Add a photo while you create the item, or later from the row's menu under Photos. The first one is what members see when they buy it and what shows on the inventory card. A size with no photo of its own shows the item's, so one reed photo covers every strength.","Untick Members can borrow this for something used up, like reeds: it can be sold, counted and written off, but never checked out. Leave it ticked for shirts and stand lights.","Leave Ask for the loan agreement at checkout unticked unless you want a signature for this item. A shirt or a stand light usually does not need one."]},{type:"table",sectionHeader:"What the numbers mean",headers:["Number","Meaning"],rows:[["On hand","How many you own, including the ones members have out."],["Out","How many are checked out to members right now."],["In stock","On hand minus Out: what is in the box. The reorder reminder watches this number, because a shirt out with a member is usually not coming back."]]},{type:"steps",sectionHeader:"Change the count",items:["Open the row's menu (the three dots) and choose Receive when a delivery or a donation arrives, Adjust count after a recount, or Write off for units that are lost or worn out.","Enter the number and, if you like, a reason. History on the same menu shows every change with who recorded it.","The count itself is not typed over on the edit form. That keeps the history true."]},{type:"tip",sectionHeader:"Checking stock out",text:"Click Check out on the size, pick the member and you are done: a stock loan has no due date (it is theirs for as long as they are a member) and asks for no agreement unless the row says so. It shows on the Loans tab as While a member, and Mark returned brings the unit back into stock."},{type:"tip",sectionHeader:"When a size runs low",text:"A size at or under its reorder line shows a Reorder chip on its row, and the dashboard To-Do lists it under Stock to reorder. Nobody is emailed. If that size has a reorder link, the chip is the link: click it and 

1you are at the right product, which matters when every reed strength has its own page."},{type:"steps",sectionHeader:"Selling from the same stock (Complete plan)",items:["Under Payments, add a good (or edit one) and set Draws from stock to the item, like Band polo. Under the price you will see what a unit costs the band and what the price you are typing earns, so you can price it with the numbers in front of you.","To sell off the shelf: on the size row's menu choose Sell to member, say how many, pick the member and how they pay. Cash and check are recorded now; Later bills them, and the charge shows on their My payments where you can remind them. The unit comes off In stock either way.","At checkout of a stocked item, Buy now sits beside Loan for now, so a member who wants to keep the shirt buys it in the same step.","When a member decides to keep a loaned shirt: on the Loans tab click Sold to member on the loan. The loan closes and the sale is booked; the count does not change because the shirt was already out.","Sold at the door at a concert? Record sales on the row takes a count and keeps the shelf honest; book the money under Payments."]},{type:"tip",sectionHeader:"Refunds",text:"A full refund of a stock sale puts the unit back In stock. If the shirt was sold off a loan, the refund reopens the loan instead, because the member still has it. Partial refunds change nothing on the shelf."},{type:"tip",sectionHeader:"Members buying online",text:"A stocked good on the member's Dues & Payments page asks for a size, and only sizes with units in stock are offered."},{type:"tip",sectionHeader:"Former members",text:"When a member becomes inactive or alumni with a shirt still out, the dashboard To-Do lists it under Stock out with former members. Mark it returned, or Sold to member if they are keeping it."}]},{id:"treasurer-season",category:"payments",categoryLabel:"Payments",title:"Running dues for the season: the treasurer’s walkthrough",description:"The five moves of a dues season, in order: set up, tell the members, collect and record, nudge one person, reconcile with the bank and close.",keywords:["treasurer","dues","season","walkthrough","record payment","check","cash","refund","reminder","statement","deposit","payout","reconcile","fiscal year","digest","overpaid","paid twice"],relatedPages:["/payments","/reports/payments","/account/payments"],relatedArticles:["payments-report","payments-statements","weekly-digest"],content:[{type:"intro",text:"A dues season is five moves. Set up the product and charge everyone. Tell the members, once, when you are ready. Collect the money and record the checks and cash. Nudge the one or two people who are late. Then match it all to the bank and close the year. Everything happens on two pages: Payments, and Reports → Payments. This article walks the season in that order. The two articles after it go deeper on the report and on statements."},{type:"roles",canDo:["Treasurer","President","Owner / Admin"],cannotDo:["Vice President (can look, not record)","Secretary","Music Director","Band Manager","Section Leaders","Regular Members"]},{type:"steps",sectionHeader:"1. Set up the product and the season",items:["On the Payments page, under Products, click New product. Give it a Name members will recognize (“Annual Dues”), the Type Dues, the Price (USD), and Season starts (the month and day your year begins, such as 08-01). The season start is what names every season after this: an August start reads 2026–27.","Check your check instructions before anything goes out. Under Check instructions, set who checks are payable to and where to hand or mail them. Those words appear on every email, every statement and the weekly digest.","On the product, click Assess dues (Charge members on a fee or an item), pick the period it is for, and click Add the charges. Every active member now has a charge on their account; anyone already charged is skipped. Nothing is sent and members do not see it yet: you choose when, with Notify members… on the product (move 2).","Members who pay nothing this year (a director, a student on a waiver)? Click Waive on their row and give a reason. A waived charge is not owed, so nobody nudges them."]},{type:"steps",sectionHeader:"2. What members see, and telling them",items:["Nothing yet: adding charges does not show them to members or send anything. Under Products, at the top of the Payments page, the product says so: “Members can’t see this yet · 41 owe”.","When you are ready, click Notify members… on that product and tick how they hear. Show it on their home page, with a Pay now button: members who sign in see what they owe on their home page and their Dues & Payments page. Email them what they owe, with a link to pay: each member gets one email about this product only. Tick both, or just one. Each product is its own choice, so a trip fee can wait while dues are showing. Anyone you email can always see it on their home page too.","Once members can see it, members who owe also get a short reminder in the Weekly digest unless you turn it off under Weekly email reminder.","Changed your mind, or the season is over? Click Hide from members on the product. Its open charges come off members’ home page, Dues & Payments page, pay link and Weekly digest. Nothing is sent and nothing is removed; Notify members… shows them again. Someone who joins later and is charged sees it once the rest of the band can.","Before anything sends, a box tells you who it will reach: how many members hear about this for the first time, how many already said a check or cash is coming (they get a softer note that acknowledges that), how many are being reminded again and when the last email went, and how many have charges but no email on file. Anyone who has already paid is never contacted.","Each member gets one email: what they owe, a Pay online button that is their own personal page (no login), and your check instructions. A member who never opens the app still has a complete way to pay.","Emailing again later with Notify members… sends a reminder to everyone who still owes. It is y

1our judgement call, not the system’s. For one person, use Email reminder… instead (move 4)."]},{type:"tip",text:"A member who cannot use email? The dues page they would have been sent works on paper too: Print statement (move 4) carries the same balance and check instructions."},{type:"steps",sectionHeader:"3. Collect and record",items:["Online payments record themselves. A card or bank payment marks the charge Paid on its own, with the card brand and last 4 or the bank name. You do nothing.","A check or cash: click Record payment on the member’s row. Pick the Method (Cash or Check), set Received on to the date on the check (it defaults to today), enter the Amount received (USD), the Check number (optional) and a Note (optional) such as “Handed to Kevin at rehearsal”.","A member who pays more than they owe: enter the real amount received. The form tells you the extra will be recorded as a donation, and it is, as a gift kept apart from dues.","Gave cash or a check back? Open the … menu at the end of that row and click Refund…. Enter the Amount to refund (USD) and a Reason (optional). A full refund puts the charge back to owed; a partial one leaves it paid. The refund is its own line, dated the day you made it.","A card or bank payment is refunded from your band’s Stripe dashboard, never here. It appears on the Payments report on its own within a day, and a full refund puts the charge back to owed.","Collecting at rehearsal? Under Check instructions, Print envelope labels gives you labels with name, amount, cash or check and date, so money that travels to you carries its own record."]},{type:"intro",sectionHeader:"What a member sees while they still owe",text:"Their weekly digest carries an amber Dues box at the top: “Dues for 2026–27: $100.00 outstanding.”, a Pay online button that is their own link, and the check line (“Or bring a check to rehearsal — payable to …” with your instructions). It is in every digest for four weeks after you charged them or last emailed them, then only in the first digest of each month, and it is gone from the next digest once they pay. It is in their copy only; a member who is paid up never sees it. A communication proxy’s copy says whose dues they are and carries the member’s link. Nothing extra is sent."},{type:"intro",text:"On their own Account → Dues & Payments page they see each charge with a Pay online button, your check instructions, their Payment History, and Print my statement. On the pay page they can also press I’ll bring a check or I’ll bring cash. That marks the row Promised — check or Promised — cash on your Charges list, so you know what is arriving on Wednesday."},{type:"tip",sectionHeader:"When a member buys something",text:"When a member pays for an item (a band shirt, reeds), the treasurer gets one email saying who bought what, and it appears under Items to hand out on the Payments page, right under Products, with the size and how they paid. Hand it over, then click Mark handed over. The line at the bottom of that card says who gets the email (the folded card says it too); click Change beside it and tick the roles (the equipment manager, say). A sale you record at the counter from Equipment is handed over right there, so it is never emailed or listed."},{type:"steps",sectionHeader:"4. Nudge one person",items:["Find the member under Charges (search by name, or filter to Owed). Open the … menu at the end of the row and click Email reminder…. It is only offered while that member still owes.","The dialog first says who it reaches: the member and their email, or their communication proxy on their behalf. If they said a check or cash is coming, it shows Promised a check or Promised cash, and the note starts as a thank-you that says it has not reached you yet, not a chase.","Your message starts with a friendly line using their first name and the season. Change it to your own words. Under What rides along, you see exactly what goes with it: each open charge, the Total, a Pay online button that is their own link (no login), and your check instructions.","Click Send reminder. Replies come to you. The row shows the date it was emailed.","No email on file? The same dialog offers Print statement instead, so the person still gets their balance on paper.","A member asks what they owe, or the family wants it in 

1writing: the same … menu has Print statement and Email statement. One member, one season, every charge and payment, the balance in bold, their pay link and your check instructions. No fees ever appear on a statement.","Statements for everyone (above the Charges list) prints one page per member for a season. Only members who still owe is ticked by default. Untick it to print everyone who had a charge that season."]},{type:"steps",sectionHeader:"5. Reconcile and close",items:["Open Reports → Payments. It opens on the Payouts and deposits tab, which is your first stop with a bank statement in hand.","Stripe payouts: each line is one deposit Stripe sent to your bank, with the arrival date, Gross, Fees, Refunds and Net. Net is the number on the bank statement. Open a line to see the payments inside it.","Cash and checks: under Not yet deposited, tick the ones you took to the bank together, click Record deposit…, and give the batch its date and the slip reference. The batch total is the other bank line. Whatever is still unticked is your cash in the drawer.","A payout missing, or a payment saying Payout not yet synced? Click More → Refresh from Stripe. Payouts otherwise arrive overnight.","Transactions is the drill-down: one row per payment, refund or dispute, with the member, product, gross, Stripe fee, net, the card or bank last 4 or check number, the paid-on date and where it landed. Show waived adds the $0 rows so the accountant sees why someone owes nothing.","Pick the Period at the top: This fiscal year, Last fiscal year, This season, Last 30 days, Last 90 days, or Custom dates. Fund, method, status and product narrow it further.","For the accountant: More → Export Excel gives three sheets (Transactions, Payouts and deposits, Summary) with money as numbers. Export CSV gives the Transactions for accounting software.","For the board and the 990: the Summary tab totals by fund and method (gross, fees, net), then refunds, net after refunds, what is still owed, what was waived and what is not yet deposited. More → Print summary prints it with the payouts and deposits.","Your fiscal year: More → Change fiscal year… (January 1 unless you change it). A year that starts on any other day is named by the calendar year it ends in, so July 2026 to June 2027 is FY2027. The dues season is a separate thing and stays what your product says.","Year-end donor letters live on the Payments page under Donation Statements, once your 501(c)(3) status is on file. Dues and fees never go on them."]},{type:"tip",text:"For the report in full detail, read “The Payments report: reconcile with the bank” in this Help Center. For statements, read “Member statements: print one, email one, or print everyone who owes”. For how the weekly digest is put together, read “Weekly digest” under Performances."},{type:"table",sectionHeader:"Questions",headers:["Question","Answer"],rows:[["A member paid twice.","If the second payment was cash or a check, open the … menu on that paid row and click Refund… for the full amount, or hand it back and record it the same way. If it was a card or bank payment, refund it from your Stripe dashboard; it appears on the Payments report by itself. If they would rather the band keep it, Record payment with the real amount: the extra is recorded as a donation."],["Someone says they sent a check.","Filter the Charges list to Promised — check to see everyone who said so. When it arrives, Record payment with Received on set to the date on the check. If it never arrives, Email reminder… already knows they promised and starts with a gentle note."],["A card payment was refunded in Stripe. What do I do here?","Nothing. It shows up on the Payments report as its own negative row, dated the day the money went back, and a full refund puts the charge back to owed. On the member’s statement it reads as Returned to you."],["Why is net less than gross?","Stripe keeps a fee on each card or bank payment. Gross is what the member paid, net is what reached your bank. Cash and checks have no fee, so their net equals their gross."],["Where do fees show?","Only on Reports → Payments: the Transactions tab has a fee on every row and the Summary totals them. They never appear on a member’s statement, on the pay page or in the digest, and the Progress panel on the Payments page leaves them out on purpose."],["Can I turn off the digest nudge?","Not yet. It stops on its own when the member pays or you waive the charge, and after the first four weeks it only appears in the first digest of each month."],["A member has no email.","Print statement from the … menu on their row, and the Email reminder… dialog offers the same. Notify members… tells you how many members have charges but no email before it sends, and Show it on their home page still reaches them when they sign in. A member with a communication proxy who has email is reached through the proxy."],["We don’t use Stripe. Does any of this apply?","Yes, apart from the payouts. Charges, Notify members…, the digest box with the check line, Record payment, Refund…, statements and deposit batches all work with cash and checks alone."]]}]},{id:"payments-report",category:"payments",categoryLabel:"Payments",title:"The Payments report: reconcile with the bank",description:"Every payment, refund, payout and deposit in one place, in the order the bank statement reads — with the Excel export your accountant asks for.",keywords:["payments report","treasurer","reconcile","bank statement","payout","deposit","refund","stripe fee","net","fiscal year","excel","csv","990","dues"],relatedPages:["/reports/payments","/payments"],content:[{type:"intro",text:"Reports → Payments is the treasurer’s report. It lists one row per money movement (a payment, a refund, a dispute), ties every card and bank payment to the Stripe payout that landed it in the bank, and lets you batch cash and checks into the deposit you actually walked to the bank with. Dates are your band’s local dates and fees are what Stripe charged — nothing is estimated."},{type:"roles",canDo:["Treasurer","President","Vice President (view)","Owner / Admin"],cannotDo:["Secretary","Music Director","Band Manager","Section Leaders","Regular Members"]},{type:"table",headers:["Tab","What it answers","Its one button"],rows:[["Transactions","What is row 47? Every movement with member, product, gross, Stripe fee, net, method (card brand and last 4, bank and last 4, or check #), the paid-on date, and where it landed (payout arrival or deposit date).","Export Excel"],["Payouts and deposits","Does BSB match the bank? One line per Stripe payout (net = the bank line) and per deposit batch, each opening to its rows. Below them, Not yet deposited: the cash and checks still in the drawer.","Record deposit…"],["Summary","What goes on the 990 and in the board packet: fund × method with gross, fees and net, then refunds, net after refunds, outstanding owed, waived and not yet deposited.","Print summary"]]}

1,{type:"steps",items:["Pick the period. The presets are your fiscal year (this and last), the dues season, the last 30 or 90 days, or any two dates.","Narrow by fund (dues, donations, goods, fees), method, status or product if you need to.","On Payouts and deposits, tick the cash and checks you are taking to the bank, click Record deposit…, give it the date and the slip number, and save. The batch total is what the statement will show.","Click More → Refresh from Stripe after a payout lands if you don’t want to wait for the nightly sync.","Export Excel for your accountant (three sheets: Transactions, Payouts and deposits, Summary) or Export CSV for accounting software. Print summary gives the board packet."]},{type:"tip",text:"Refunds and disputes are their own NEGATIVE rows, dated when the money went back, with their own payout. Never an edit to the original payment — the payment landed in one deposit, the refund came out of another, and they may fall in different fiscal years."},{type:"table",headers:["Stripe reference","What it is for"],rows:[["Payout ID (po_…)","The join key between BSB and the bank: one payout = one line on the statement, arriving on the payout arrival date."],["Balance transaction (txn_…)","Where the fee lives. Stripe’s own exports key on it."],["Payment intent (pi_…) and charge (ch_…)","Look a payment up in the Stripe dashboard when a member calls. A dues payment with an add-on donation shares one intent across two rows, one per fund."],["Refund (re_… / dp_…)","The refund or dispute object in Stripe."]]},{type:"tip",text:"Show Stripe references (on the Transactions tab) turns those columns on; they are always in the Excel and CSV exports."},{type:"tip",sectionHeader:"The Progress panel is the daily glance, not the books",text:"On the Payments page, Progress has a Season picker beside the product filter (it opens on the current dues season; pick All seasons for everything) and a By product table under the tiles: assessed, collected, waived and outstanding per product, with donations listed but greyed because they are gifts, not money owed. Under the table, Collected over time is one line. Nothing about fees lives there — that is this report."},{type:"warning",text:"Fiscal year is an org setting (More → Change fiscal year…; default January 1). A year that starts on any other day is named by the calendar year it ends in — July 2026 to June 2027 is FY2027. The IRS form year is the year the fiscal year BEGINS: a July 2026 start files on the 2026 Form 990. The season stays whatever your dues product says, and both ride on every row because they differ."},{type:"tip",text:"Recording checks, cash and refunds happens on the Payments page, not here: Record payment (with its Received on date) and Refund… on the row. The walkthrough “Running dues for the season” covers both. Card and bank refunds are made from your Stripe dashboard and appear here on their own."},{type:"table",headers:["Question","Answer"],rows:[["Why does a payout’s net not equal the sum of its rows’ gross?","Net is what Stripe sent to the bank: gross minus fees minus any refunds that rode the same payout. That is the number to match on the statement."],["Where is gross vs net on the 990?","Gross receipts, with fees as an expense. The Summary shows both; never report net alone."],["Can I include waived charges?","Yes — Show waived adds $0 rows with method “waived” so the accountant sees why a member owes nothing."],["A payment shows “Payout not yet synced”","Stripe has not paid it out yet, or the nightly sync has not run. Refresh from Stripe checks now."],["I cancelled my plan. Can I still get this?","Yes. The report and its exports work on every plan, before and after cancelling, because they are your own money records."]]}]},{id:"payments-statements",category:"payments",categoryLabel:"Payments",title:"Member statements: print one, email one, or print everyone who owes",description:"A one-page statement for one member and one season — charged, paid, refunded, balance owed with their personal pay link — for the treasurer to print or email, and for a member to print their own.",keywords:["statement","member statement","print statement","email statement","balance","owes","season","pay link","dues","receipt","tax"],relatedPages:["/payments","/account/payments"],content:[{type:"intro",text:"A statement is one member, one season: every dues, fee or purchase charge, each payment under it (date, and card last 4 or check number), any refund as its own line, and the balance still owed with the member’s personal pay-online link and your check instructions. No fees ever appear on it — the member paid $50, they see $50. Dues and fees are not tax-deductible, and the footer says so; donations sit under their own heading and point at the year-end donation letter."},{type:"roles",canDo:["Anyone who can view payments (Treasurer, President, Vice President, Owner / Admin): print","Anyone who can manage payments (Treasurer, President, Owner / Admin): email","Any member: their own"],cannotDo:["Secretary","Music Director","Band Manager","Section Leader (others’ statements)"]},{type:"steps",sectionHeader:"For the treasurer",items:["On the Payments page, find the member’s row under Charges and open the … menu at the end of it.","Print statement opens the statement for that charge’s season, ready to print (

1on a phone or the installed app it opens in place with a way back).","Email statement confirms the member and season, then sends it from the band with replies to you. A member with no email on file gets a message saying so — print it for them instead.","Email reminder… (first in the same menu, only while that member still owes) is a note in your own words with the same balance, pay button and check instructions under it. The walkthrough “Running dues for the season” covers the dialog step by step.","Statements for everyone (above the Charges list) prints one page per member for a season. Only members who still owe is ticked by default; untick it for everyone with charges that season."]},{type:"tip",sectionHeader:"The weekly digest carries the balance too",text:"While a member still owes, their own copy of the weekly digest opens with an amber Dues box: the amount for the season, their personal pay-online link and your check instructions. It is there for every digest in the four weeks after members can first see the charge or you last email them, then on the first digest of each month, and it disappears once they pay. A communication proxy sees whose dues they are and gets the member’s link. Nothing extra is sent — it rides the digest members already get."},{type:"steps",sectionHeader:"For a member",items:["Open Account → Dues & Payments.","Under Statement, click Print my statement. If you have charges in more than one season, pick the season first."]},{type:"tip",text:"A season is named by the year it starts in and follows your dues product’s season start (August-to-July dues read 2026-27). A shirt or a fee with no dues period lands on the season its date falls in; a band with no dues product has calendar-year seasons."},{type:"tip",text:"Like the dues email, a statement email or an individual reminder waits until your band is live and notifications are not paused. Printing always works."},{type:"table",headers:["Question","Answer"],rows:[["Why is there no Stripe fee on it?","The fee is the band’s cost, not the member’s. It belongs on Reports → Payments, never on something a member reads."],["A member paid, then we refunded part of it. What do they see?","The charge, the payment, and the refund as its own negative line dated when the money went back, with the reason if one was recorded."],["Can a member get this without the app?","Yes. Email statement sends it to them; the pay button in it needs no login."],["Does a donation show?","Paid gifts are listed under Donations, kept apart from dues. The deductibility line appears only once your 501(c)(3) status is confirmed under Donation Statements."]]}]},{id:"printable-guides",category:"resources",categoryLabel:"Resources",title:"Printable guides (PDF)",description:"Branded one-pagers you can print or share — section leader cheat sheet, audience counter instructions, more.",keywords:["print","pdf","cheat sheet","guide","download","printable","handout"],relatedPages:["/my-section"],content:[{type:"intro",text:"These are designed to be printed (one letter page each) or shared as a PDF link. Updated as the platform evolves — when something changes in the app, the matching guide here gets updated too."},{type:"printable",title:"Section Leader Quick Guide",description:"Manage chairs, prep for the next concert, and send notifications. Both desktop and mobile workflows.",pdfHref:"/app/guides/section-leader-guide.pdf",pages:1,sizeKb:228},{type:"printable",title:"Weekly Update Guide",description:"For directors and board members — how the weekly update gets to your members, what to put in your reply, and what the final email looks like. With real-world examples and screenshots.",pdfHref:"/app/guides/weekly-digest-guide.pdf",pages:7,sizeKb:343},{type:"printable",title:"Sign-up Performances",description:"For directors and concert managers — a performance only part of the band plays: a school assembly, a library set, a small-group gig: set a performance to Sign-up, pick who plays or let members volunteer with a one-tap no-login link, what every control in the panel does, what members see, which notices go where, and the live email list. Ends with the two emails it sends and the member's version in one breath.",pdfHref:"/app/guides/partial-roster-guide.pdf",pages:2,sizeKb:120},{type:"printable",title:"Music Books",description:"For the librarian and directors — music you own as a book: one printed book for each part, the same titles in every book. Look the book up by name, tick the part books you have, and every title is ready to put on a program.",pdfHref:"/app/guides/music-books-guide.pdf",pages:1,sizeKb:108},{type:"printable",title:"Help Wanted (leaders)",description:"For leaders: post a job on a concert or work day, ask at every concert from the playbook, teams such as Transport, and hours credited the day after.",pdfHref:"/app/guides/help-wanted-guide.pdf",pages:1,sizeKb:118},{type:"printable",title:"How to Help (members)",description:"A one-page handout for every member: find a job, sign up with one tap and no login, bring someone along, and your hours. 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leading-relaxed",children:t.text}),t.type==="roles"&&e.jsx(z,{canDo:t.canDo,cannotDo:t.cannotDo}),t.type==="steps"&&e.jsx(L,{items:t.items}),t.type==="email"&&e.jsx(R,{trigger:t.trigger,subject:t.subject,expiry:t.expiry,note:t.note}),t.type==="warning"&&e.jsxs("div",{className:"bg-amber-50 border border-amber-200 rounded-lg p-4 text-sm text-amber-800",children:[e.jsx("span",{className:"font-medium",children:"Important: "}),t.text]}),t.type==="tip"&&e.jsxs("div",{className:"bg-brand-primary/5 border border-brand-primary/20 rounded-lg p-4 text-sm text-gray-700",children:[e.jsx("span",{className:"font-medium text-brand-primary",children:"Tip: "}),t.text]}),t.type==="table"&&e.jsx(y,{headers:t.headers,rows:t.rows}),t.type==="comparison"&&e.jsx(y,{headers:t.headers,rows:t.rows,comparison:!0}),t.type==="flowchart"&&(()=>{const r=N[t.component];return r?e.jsx(r,{}):null})(),t.type==="printable"&&e.jsx(H,{...t}),t.type==="image"&&e.jsxs("figure",{className:"my-2",children:[e.jsx("a",{href:t.src,target:"_blank",rel:"noopener noreferrer",className:"block border border-gray-200 rounded-lg overflow-hidden hover:border-brand-primary/40 transition-colors",children:e.jsx("img",{src:t.src,alt:t.alt||"",className:"block w-full h-auto"})}),t.caption&&e.jsx("figcaption",{className:"mt-2 text-xs text-gray-500 text-center",children:t.caption})]})]})}function H({title:t,description:r,pdfHref:n,pages:o,sizeKb:i}){const h=[o?`${o} page${o===1?"":"s"}`:null,i?`${i}

1 KB`:null].filter(Boolean).join(" · ");return e.jsxs("a",{...x(n,t),className:"flex items-start gap-3 sm:gap-4 bg-white border border-gray-200 rounded-xl p-3 sm:p-4 hover:border-brand-primary hover:shadow-sm transition-colors no-underline",children:[e.jsx("div",{className:"shrink-0 w-10 h-10 sm:w-12 sm:h-12 rounded-lg bg-brand-primary/10 text-brand-primary flex items-center justify-center",children:e.jsx("svg",{className:"h-5 w-5 sm:h-6 sm:w-6",fill:"none",viewBox:"0 0 24 24",stroke:"currentColor",strokeWidth:2,children:e.jsx("path",{strokeLinecap:"round",strokeLinejoin:"round",d:"M9 12h6m-6 4h6m2 5H7a2 2 0 01-2-2V5a2 2 0 012-2h5.586a1 1 0 01.707.293l5.414 5.414a1 1 0 01.293.707V19a2 2 0 01-2 2z"})})}),e.jsxs("div",{className:"flex-1 min-w-0",children:[e.jsx("p",{className:"font-semibold text-gray-900 text-sm sm:text-base",children:t}),r&&e.jsx("p",{className:"text-xs sm:text-sm text-gray-600 mt-0.5",children:r}),e.jsxs("div",{className:"flex items-center justify-between gap-2 mt-1",children:[h&&e.jsxs("p",{className:"text-xs text-gray-400",children:["PDF · ",h]}),e.jsx("span",{className:"text-xs sm:text-sm font-medium text-brand-primary whitespace-nowrap",children:"Download →"})]})]})]})}function D({article:t,onClick:r}){return e.jsx("button",{type:"button",onClick:r,className:"bg-white rounded-xl border border-gray-200 p-4 hover:border-brand-primary cursor-pointer transition-colors text-left w-full",children:e.jsxs("div",{className:"flex items-start justify-between gap-2",children:[e.jsxs("div",{children:[e.jsx("span",{className:"text-xs font-medium bg-blue-100 text-blue-700 rounded-full px-2 py-0.5",children:t.categoryLabel}),e.jsx("p",{className:"font-semibold text-gray-900 mt-2",children:t.title}),e.jsx("p",{className:"text-sm text-gray-500 mt-1",children:t.description})]}),e.jsx("span",{className:"text-brand-primary shrink-0 mt-2",children:"→"})]})})}const O=[{id:"all",label:"All"},{id:"resources",label:"Resources"},{id:"member-management",label:"Member Management"},{id:"performances",label:"Performances"},{id:"music-library",label:"Music Library"},{id:"equipment",label:"Equipment"},{id:"payments",label:"Payments"},{id:"notifications",label:"Notifications"}];function G(){const{articleId:t}=g(),r=b(),[n,o]=u.useState(""),[i,h]=u.useState("all");if(t){const a=m.find(d=>d.id===t);return a?e.jsxs("div",{className:"px-4 md:px-0",children:[e.jsx(c,{title:a.title,breadcrumbs:[{label:"Home",to:"/"},{label:"Help Center",to:"/help"},{label:a.categoryLabel},{label:a.title}]}),e.jsx("div",{className:"bg-white rounded-xl border border-gray-200 p-4 sm:p-6 space-y-4",children:a.content.map((d,f)=>e.jsx(I,{block:d},f))})]}):e.jsxs("div",{children:[e.jsx(c,{title:"Article Not Found",breadcrumbs:[{label:"Home",to:"/"},{label:"Help Center",to:"/help"},{label:"Not Found"}]}),e.jsx(k,{card:!0,title:"This help article could not be found.",action:e.jsx(w,{variant:"ghost",size:"sm",onClick:()=>r("/help"),children:"Back to Help Center"})})]})}const s=n.trim().toLowerCase(),p=i==="all"?m:m.filter(a=>a.category===i),l=s?p.filter(a=>a.title.toLowerCase().includes(s)||a.description.toLowerCase().includes(s)||a.keywords.some(d=>d.toLowerCase().includes(s))):p;return e.jsxs("div",{className:"px-4 md:px-0",children:[e.jsx(c,{title:"Help Center",breadcrumbs:[{label:"Home",to:"/"},{label:"Help Center"}]}),e.jsx(v,{className:"mb-4 -mx-4 px-4 sm:mx-0 sm:px-0",ariaLabel:"Help categories",tabs:O.map(a=>({key:a.id,label:a.label})),value:i,onChange:h}),e.jsxs("div",{className:"mb-6",children:[e.jsx("input",{type:"text",value:n,onChange:a=>o(a.target.value),placeholder:"Search help articles...",className:"w-full px-4 py-2 border border-gray-300 rounded-lg text-sm focus:ring-2 focus:ring-brand-primary focus:border-brand-primary"}),s&&e.jsxs("p",{className:"text-xs text-gray-400 mt-2",children:[l.length," article",l.length!==1?"s":""," found"]})]}),l.length===0?e.jsxs("div",{className:"bg-amber-50 border border-amber-200 rounded-lg text-sm p-4",children:["No articles found for “",n,"”. Contact support at ",e.jsx("a",{href:"mailto:[email protected]",className:"text-brand-primary hover:underline",children:"[email protected]"}),"."]}):e.jsx("div",{className:"grid grid-cols-1 md:grid-cols-2 gap-4",children:l.map(a=>e.jsx(D,{article:a,onClick:()=>r(`/help/${a.id}`)},a.id))})]})}export{G as HelpCenter};