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Tour Dashboard Guide

Build a shared operational plan for a tour: itinerary, venues, schedules, travel, guest and VIP lists, private files, equipment, vehicles, routing, and crew exports. A Tour Manager owns the plan; invited people receive only the access explicitly granted to them.

1. Create, date, and activate a tour

From Tour Dashboard, choose + New Tour Plan, name the plan, add bands if needed, and add the dated stops in touring order. A plan begins as a draft. Set it to Active when the crew needs active-tour tools such as guest lists, VIP lists, private tour files, Loader Helper, and Stage Plot & Rider Creator.

  • Every show venue should have a date. Dates control itinerary order, guest/VIP lists, route legs, weather, and day-specific exports.
  • Use a venue stop for a show; use hotel, airport, rest-stop, or other custom locations when they belong in the route but are not show venues.
  • Archived tours are read-only operational records. Active-tour access is revoked when a member is removed or the tour is archived.

2. Link venues and complete the itinerary

Link an existing StageRage venue to each show stop when available. This adds its coordinates, crew ratings, facilities, and venue link to the plan. You can also attach custom locations by searching for a hotel, airport, rest stop, or address.

  • Linked and custom locations feed the vehicle route calculation.
  • Expand a stop to set daily times: departure, arrival, load-in, soundcheck, doors, show, load-out, bus call, and overnight/hotel.
  • Add per-band set times, notes, status, and venue-specific operational details. Dated show venues can be selected for Guest List and VIP List entries.

3. Roles and delegated access

The actual Tour Manager is the paid subscription holder who owns that specific tour; it is not the optional profile role. An invited Tour Manager has view-only access until the owner assigns a role on that tour. Admins retain administrative access.

  • Assistant Tour Manager can add and edit stops, hotels, and flights; review guest requests; manage VIP entries; and use Loader Helper and Stage Plot & Rider Creator. They cannot archive a tour, change permissions, or delete someone else's work.
  • Flight Manager manages flight records and can see all flight records for the active tour. Other members see only their own assigned flight and booking details.
  • Guest List Manager can review and accept/reject guest-list requests.
  • Hospitality Manager manages hospitality checklists and private VIP lists.
  • Production Manager manages production checklists and equipment, and may access Loader Helper and Stage Plot & Rider Creator.
  • Delegated roles can remove entries they created themselves. Only the actual Tour Manager or an admin can delete other people's work, manage permissions, archive the tour, manage vehicles, or edit/export expenses.

4. Checklists, hospitality, and expenses

Each venue stop has Tech & Production and hospitality/amenity checklists. Reusable templates speed up repeated requirements and can be applied when a venue is linked. Use stop notes for local contacts, access, parking, curfews, or other show-day context.

  • Tour Manager and Assistant Tour Manager can view expenses.
  • Only the actual Tour Manager/admin can create, edit, delete, or include expense detail in exports.
  • Use the Equipment tab for the tour-wide equipment catalogue; it is available to the Production Manager, Assistant Tour Manager, Tour Manager, and admins.

5. Flights and hotels

Use the Flights and Hotels tabs for actual booking records. Travel search links can help start a Skyscanner or Booking.com search, but the team's operational records are stored in the tour.

  • Tour Manager, Assistant Tour Manager, and Flight Manager can add/edit flights. Ordinary members see only their own assigned flights and their own PNR/booking information.
  • Tour Manager and Assistant Tour Manager manage hotels. A crew member only sees a hotel record where their email is assigned, including its booking code.
  • Delegated managers may delete only records they created; the actual Tour Manager/admin may delete any record.

6. Guest List and private VIP List

Any invited member of an active tour can submit a guest-list request for a dated venue stop. The form derives the date, city, and venue from the tour plan, so those details cannot be changed in the request.

  • Members see only the status of their own requests: Awaiting review, Accepted, or Rejected.
  • Tour Manager, Assistant Tour Manager, and Guest List Manager see the management view and can accept or reject requests. They can also submit guest requests themselves.
  • VIP List is separate and private. Tour Manager, Assistant Tour Manager, and Hospitality Manager first choose a venue, then see and add VIP names for that venue only.
  • Approved guest and VIP counts appear against the relevant stops and are included in tour exports without exposing private names to ordinary members.

7. Private tour files and venue uploads

The Documents tab and each venue summary separate public Rage attachments from private active-tour files. Public venue pages never expose private tour documents.

  • Permitted active-tour members can upload supported tour files, including PDFs, Office files, CSV, MVR, C2P, Depence, WYSIWYG, and photos. Files are malware-scanned, stored in private storage, and downloaded through an authenticated endpoint.
  • PDFs receive a bounded local summary when text extraction is possible. Proprietary formats are catalogued and downloaded rather than rendered in the browser.
  • Only the actual Tour Manager/admin can delete private tour documents. Access ends as soon as a member loses active-tour permission.

8. Equipment and ATA Carnet General List

Add each item's detailed trade description, serial or identification marks, quantity, unit value, weight, currency, and ISO-2 country of origin. The catalogue stores these fields server-side.

  • Universal ATA General List exports are available as Excel, CSV, and PDF.
  • The Slovenia/GZS export uses the current six-column `.xls` template structure.
  • Export is blocked if items have missing identity/weight/origin data or mixed currencies. Always verify the finished list with the carnet's issuing association before submission.

9. Multiple vehicles and saved routes

In Tour vehicles & saved routes, the actual Tour Manager can add up to ten vehicles, entering exact height, width, length, weight, class, and selected measurement system. All crew members can view saved vehicle dimensions, distance, and drive time.

  • Calculate one selected vehicle at a time. The route is stored on the server with its segments and geometry, avoiding repeated routing API calls.
  • Each vehicle can be recalculated once every seven days; the page shows its next available time. A vehicle route never silently applies to all vehicles.
  • Routes include the configured rest allowance for vehicles above 3.5 tonnes. Google Maps and Apple Maps are visual references that recalculate normal driving routes; GPX preserves the planned track but navigation software may reroute it.
  • Routing is for planning only. Confirm dimensions, low bridges, weights, closures, and legal driving requirements with professional vehicle navigation and local authorities.

10. Loader Helper and Stage Plot & Rider Creator

These tools live in Toolkit and keep their tour permissions. They are available to Tour Managers/admins and to active-tour members assigned Assistant Tour Manager or Production Manager.

  • Loader Helper creates and archives safe cargo load plans; manually edited plans retain their warning/approval history and cannot be rerun through the algorithm.
  • Stage Plot & Rider Creator keeps plots, equipment, inputs/outputs, imported assets, PDF output, and tour context together. Use the tour's private files for technical documents that must not be public.

11. Exports, chat, calendar, and weather

Tour Manager/admin can export a whole tour or a selected day range as PDF or CSV. Day-scoped exports calculate the relevant onward vehicle distances/times from saved vehicle routes without re-running the routing provider.

  • Exports include itinerary details, schedules, linked venues, travel locations, checklists, guest/VIP counts, and vehicle distance/time. Expense detail is included only for the actual Tour Manager/admin.
  • Use Tour Chat for live crew coordination and the calendar/weather views for date-based planning. Gig status helps identify Pending, Confirmed, and Action Needed stops.

12. Import from Master Tour

Use Master Tour import when you already have a source tour. Enter the Master Tour API credentials only for the import request, preview the data, then create a StageRage plan and refine its stops, venues, schedules, and roles here.

  • Master Tour artist name, tour name, leg/part, dated day name, day type, city/country/time zone, recognised venue data and operational notes are mapped into the matching Tour Plan fields where supported.
  • Show Days can create/link venue records when safe venue identity data is available. Travel Days, Days Off and other non-show days stay as itinerary days and are never fabricated as venue shows.
  • Refresh is additive and preserves unrelated StageRage work. It can add newly supplied source data and update source-linked fields, but it must not delete manual itinerary work, manual venues, notes, documents, crew entries, requirements or exports.
  • Review every imported day and venue before sharing it with crew. API access, source permissions and the original tour remain the authoritative source for any disputed detail.

13. Linked Concert & Festival Operations

StageRage automatically matches a coordinator to a Tour Plan when the exact venue and date match. The connection is intentionally narrow: it surfaces useful operational contacts and a read-only production-patch view to people who need it without exposing the entire coordinator or its role-gated documents.

  • There is no manual link to set up. In itinerary day edit and the venue summary, Tour Manager, Assistant Tour Manager and Production Manager can view matched coordinator contacts such as Production Manager, Stage Manager, FOH, MON, Lighting Designer, Video Engineer, Artist Liaison, Security Lead, Medical Lead and Venue Representative.
  • The matched coordinator sees the relevant Tour Manager, Assistant Tour Manager and Production Manager contacts for the assigned tour/day. Multiple people holding those Tour Plan roles are all shown.
  • Generated coordinator Audio I/O, consoles, stageboxes and routing appear through a separate itinerary action for authorised managers only. It is an advance/planning aid, not a final patch, RF plan, PA design, safety approval or console import.
  • Matched information is included only in authorised itinerary/day-sheet/CSV/PDF exports. It is not added to public venue pages, ordinary crew view or public reviews.

14. Documents, chat, notifications, and retention

Use the right workspace for the right conversation: Tour Chat belongs to the Tour Plan; coordinator chat belongs to that coordinator. Each chat shows its 10 newest messages and can securely search its retained record without loading the whole history. Messages remain available across reloads/devices for authorised members, including an archived record where retention permits it.

  • Keep confidential rider, booking, contact, technical and hospitality files in authenticated tour/coordinator documents. Public venue pages and public Rage attachments are separate.
  • Push notifications are optional and controlled from the user profile/privacy settings. They require browser/device permission and can be disabled at any time.
  • Archives are operational records. Check exports and final notes before archiving because normal edits stop once the record becomes read-only.
  • Use the profile date/time format setting for the whole web app. Times in source documents and venue/local time zones still need operational verification.

15. Crew voice — voice messages and live push-to-talk

Crew voice lives inside Tour Chat and is private to the invited crew of this tour. Voice messages are always available; a live real-time walkie-talkie channel appears when your workspace has it enabled.

  • Voice messages: press and hold the microphone button beside the chat Send box, speak, then release to send. Slide up before releasing to cancel. Clips are up to two minutes; tap a received clip to play it. Your browser asks for microphone permission the first time.
  • Live voice channel: when a Live voice button appears in the chat header, it opens a dedicated real-time page. Hold the large button (or Space/Enter) to talk and release to listen. Only one person transmits at a time, and you can see who is connected and who is currently speaking.
  • Awake and in the background: the live page keeps the screen from sleeping while connected, and incoming audio keeps playing if you switch tabs or lock the phone, like a music app.
  • Hardware buttons: you can pair a Bluetooth or USB push-to-talk button on the live page (Chromium browsers).
  • Radios: a handheld radio (Baofeng, Motorola and similar) can join the same channel, either on the venue network through the Video Bridge or over the internet through a small gateway. Section 16 explains both.
  • One voice at a time, like a real walkie-talkie: nobody can talk over someone else, and a radio always outranks a phone. If the radio starts talking while you hold the button, your call is cut off and you see "The radio started talking, so your call was cut off." Wait until the radio stops, then try again.
  • Good to know: crew voice needs a working internet connection, is limited to this tour's invited crew, and is not for safety-critical or emergency communication.

16. Connect handheld radios (Baofeng, Motorola and similar) to crew voice

A radio lets crew who are not carrying a phone join the same walkie-talkie. There are two ways to link it. Pick the one that fits the venue; both keep the rule that only one voice is on the channel at a time.

  • On the venue network (recommended at the venue): the radio plugs into the computer that runs the Video Bridge, and phones talk to it over the Bridge's Wi-Fi. It works with no internet and nothing is compressed.
  • Over the internet: a small gateway (a Raspberry Pi with the same kind of interface) joins the live channel. Use it when the radio and the crew are in different places. The internet leg is compressed to save data, the wires to the radio are not.

What you need. A handheld's USB socket is only for programming; it carries no sound. Sound and push-to-talk go through the radio's speaker and microphone jack, so you need a USB sound interface with a cable that fits your radio model (a Baofeng UV-5R and most Kenwood-style radios use the 2-pin K connector; Motorola models vary, so match the cable to the exact radio). To key the radio you also need one of: a serial adapter or DigiRig-style interface (RTS or DTR), an interface with a CM108 or CM119 sound chip pin (Linux), a Raspberry Pi pin, or the radio's own VOX as a fallback.

  • Step 1. Plug the interface into the computer running the Video Bridge and cable it to the radio. Put an attenuator, or the interface's level control, between the computer and the radio's microphone.
  • Step 2. Open Video Manager, go to the Outputs tab and open the Radio box. Choose the interface as the sound input and output, choose how the radio is keyed, and keep the send level low to start.
  • Step 3. Switch the radio On. The line under the switch says what is happening: it waits for the phone services (they start when a phone session is open), then shows On air and listening, Receiving or Transmitting.
  • Step 4. Crew join the Video Bridge from their phones with its QR code and open Crew talk. Hold the big button to talk and let go to listen. Try it with a second radio before the show and raise the send level slowly.

How it behaves.

  • The radio always has priority. When someone speaks on the radio, a phone that was talking is cut off at once.
  • The Bridge never transmits over a call it is hearing from the radio, and it does not repeat the radio's own sound back into the channel while it is transmitting. A radio cannot receive while it transmits, so this is the same half-duplex rule a real walkie-talkie has.
  • A transmission ends after the time-out you set (90 seconds by default), and the radio is unkeyed whenever the radio box is switched off, the Bridge closes or something fails.
  • For the internet gateway, a tour manager creates a radio-bridge token on the live page and copies the Floor URL shown next to it into the gateway's settings. With the Floor URL the server cuts off a talking phone when the radio is heard; without it the two are mixed.

Before you go on air. Using a radio is for licensed operators on authorised frequencies, and linking a radio to a network may be regulated where you work. Everyone on the radio should know the channel is linked to phones. This is best-effort audio: it is not for safety-critical or emergency communication, and wiring a radio incorrectly can damage it.

Need a hand? Contact StageRage support, or return to the Tour Dashboard.