Guides › Sharing tour info with band and crew
Sharing tour info with band and crew
Updated October 7, 2026 · 3 min read
A tour runs on shared information, but not everyone needs everything. Musicians need schedules and hotels; the merch seller needs merch numbers; settlement figures are usually for the tour manager and band leader. Sharing well means giving people what they need, not more.
Free templates for this guide
Download and edit these for your own tour. No sign-up, no email required.
Band and crew contact sheet
Names, roles, phones, emails, emergency contacts, dietary needs and passport dates in one place.
See the complete free resource library for budgets, riders, checklists and more.
Map who needs what
Make a quick list of roles and what each needs:
- Band: schedule, hotels, setlists, guest list.
- Front of house / production: schedule, stage plot, input list, tech rider, contacts.
- Merch: schedule, merch sales and inventory.
- Tour manager: everything.
View vs edit
Most people should be able to view, and only a few should edit. One person editing each area avoids conflicting changes. Give edit access deliberately.
Keep a contact sheet
Collect name, role, phone, email and emergency contact for everyone on the tour. Keep personal details (dates of birth, passport numbers) separate and private.
Use one channel for changes
Announce changes in one place everyone checks. Saying "check the day sheet" works only if the day sheet is current.
When people leave
When a crew member leaves the tour, remove their access to shared documents and tools. It’s easy to forget.
A simple access plan (EXAMPLE)
| Role | Sees | Edits |
|---|---|---|
| Band members | Schedule, hotels, setlists, guest list | Guest list |
| Front of house | Schedule, stage plot, input list, tech rider, contacts | Input list |
| Merch seller | Schedule, merch | Nothing |
| Tour manager | Everything | Everything |
Write a plan like this before the tour and apply it consistently. Revisit it if someone’s role changes.
What to keep private
- Money: settlements, deals, budgets and cash. Usually the tour manager, band leader and management only.
- Personal details: dates of birth, passport numbers, medical information. Keep these out of shared documents.
- Contracts: share the relevant details (times, hospitality), not the whole contract.
Onboarding someone mid-tour
When a fill-in player or new crew member joins, give them access the day before they arrive, send a short welcome message with where to find the schedule and who to ask, and add them to the contact sheet. On their last day, remove access.
Avoiding information overload
More information isn’t always better. People stop reading long emails. Keep the daily information to the day sheet, and send separate, short messages only for real changes.
How TRMNGR helps
In TRMNGR each person on the tour has View and Edit checkboxes for every area: Show, Day Sheet, Notes, Tech Rider, Tickets Sold and Guest List; Setlists, Stage Plot and Input List; and Contacts, Merch, Hospitality, Gear, Flights, Lodging, Advance, Settlement and Cash Deposits. New people start with view access to the Calendar and Stage areas plus Contacts, Flights, Hospitality and Lodging; money areas start off and nobody can edit until you allow it. Apply to all crew copies one person’s settings to everyone, the band or the crew. If someone taps a locked area they see the message “Ask [owner] for permission to view.” Share a tour from All Tours → Tour Actions (the three dots on the tour you want) → Share, and Revoke access when someone leaves.