Line-up

The Artists screen, filed under Lineup in the event menu, holds the whole programme. It does not store artists one by one: it stores slots. A slot is one performance, and a slot can carry several artists at once, which is how a b2b set is represented.

How much of that screen exists depends on a single switch: Timetable, in the event's Settings.

What the Timetable switch decides

With the switch off, the Artists screen is a roster: who plays, under what name, at what status. Set times are the part that does not exist. Turn it on and the same screen becomes a schedule builder.

Turn the timetable on

1. Open your event, then Settings.
2. On the Main tab, find Timetable and turn the toggle on. The same toggle sits on the Dates tab, and either one saves it.
3. Click Save changes.
4. Open the Dates tab and fill in End date and time. It is optional on a normal event; with the timetable on, its label changes to (required if timetable enabled).
5. Click Save changes.

The Stages tab only joins the tab bar after the toggle has been saved, so do not go looking for it before step 3.

Do this early. Once an event has sold tickets its dates lock, and the Dates tab says so at the top.

Add stages

1. Go to Settings → Stages.
2. Click Add Stage, type a Stage name, then Save in the window.
3. Repeat for each stage. Drag a row by its handle to move it.
4. Click Save changes at the bottom of the tab.

The order you set here is the order the stages appear in on the public timetable.

A stage you have added or removed but not saved is held in the form rather than lost: switching tabs keeps it, and clicking Save changes on the Main or the Dates tab writes it out along with everything else on that tab. A reordering is the exception, and only lands through the Stages tab's own Save changes, so finish the job here.

Add days

Days are how a multi-day event is split. Each one is a name and a window.

1. Go to Settings → Dates and scroll to Manage Days.
2. Click Add Day, fill in Day name, Start and End, then Save in the window.
3. Repeat, drag to reorder, and click Save changes at the bottom of the tab.

Each day has to sit inside the event's own start and end. A day that falls outside them is refused with a message rather than saved.

A one-night event does not need days as such, but you still need one to be able to set times: the time fields on a slot only appear once a day is selected.

Add an artist to the line-up

1. Open Artists and click Add Artist Slot.
2. On the left, search. Type a name, or paste a SoundCloud, Spotify or Sway artist link — the field accepts all three, and pasting strips the tracking parameters for you.
3. Tick every artist in this slot. One for a solo set, two or more for a b2b.
4. On the right, set the Status.
5. Set the Stage: pick it from the list, or type it if the event has no stages defined.
6. If the event has days, pick the Day. That is what makes Start Date / Start Time and End Date / End Time appear, and it bounds the values they accept. The day itself is a control on this form, not a property of the slot, and it is not saved with it.
7. Fill in the start and end.
8. Adjust the Custom Name if you want something other than the artist names.
9. Click Save.

The slot appears in the table. Use Edit on a row to reopen the same window, Delete to remove the slot.

Reopening a slot that has set times

Because the day is not stored, Edit always reopens a slot with Day unset, and with it unset the four time fields are hidden. The times are still there: save the slot without touching anything and they are written back unchanged.

To read or change them, pick the Day again first. The four fields come back with their current values. Pick the day the set actually falls on: the range check runs against the day you selected, so the wrong one is refused with the allowed range spelled out.

When the artist is not on Sway yet

The search looks at Sway's own artist pages first. If none match, SoundCloud and Spotify are searched automatically. If Sway does have matches but none of them are the right one, click See more results to run the same wider search. Artists that are already on Sway are not offered a second time under SoundCloud or Spotify, so you cannot create a duplicate that way.

Tick an external result and it becomes a chip like any other selection. The artist page itself is created on Sway when you Save the slot, carrying the name, the picture and the link it came from. Complete it afterwards from Create artist and venue pages.

Several artists in one slot

Tick two artists and Custom Name fills itself in as Artist A B2B Artist B. With three it becomes B3B, and so on. It keeps following your selection until you type something of your own, at which point it stops and keeps your text.

Leave it empty and the joined artist names are used publicly. Fill it in and it replaces them everywhere the slot is shown, which is what you want for a back-to-back billed under one name, or a live alias.

Statuses

The status is what makes a booking public. Only confirmed slots leave the admin. A Pending or a Cancelled slot stays between you and your team: it is in the admin table and in the CSV export, and nowhere else.

Every public surface is built from confirmed slots only:

• The Lineup section of the event page.
• The public timetable, in both its grid and its list view.
• An artist's own page, among both its upcoming and its past events.
• That artist's press kit, in the same two lists.
• The public API, in an event's line-up.
• Follower notifications.

To hold an unannounced name back, leave the slot on Pending. That is the cleaner move: one field, and the slot keeps its stage and its set times, ready for the day you announce it. Emptying the Stage field keeps a slot off the timetable, but it does not keep it private: a confirmed slot with no stage is still named in the Lineup section of the event page, on the artist's own page, in that artist's press kit and in the public API; the timetable page itself still names it in the data it publishes for search engines; and it has already notified that artist's followers, which nothing can undo. Switch the status to Confirmed and the slot joins every surface above at once.

What the public sees

On the event page, confirmed artists appear in the Lineup section. With the timetable on, a Timetable button next to that heading opens the full schedule. That button only shows up once the event has at least one confirmed artist, but the timetable is a public page in its own right and opens without it.

The timetable page offers a grid view and a list view, a Select day picker when the event has days, and a Stages filter that lets a visitor hide the stages they do not care about and reorder the rest for themselves. Your saved stage order is the starting point.

A confirmed slot with a stage but no start time is never placed on the grid, which is laid out on time. What the list does with it depends on the days. If the event has days, the timetable is read one day at a time and a slot with no time belongs to no day, so it drops out of both views. If the event has no days at all, that filter never runs and nothing removes the slot: the list shows it with an empty time range, after any slot that does have a time. Slots can still have one there, because removing an event's days leaves the times already saved on its slots untouched. Do not lean on either behaviour to hide a name: leave the slot on Pending instead.

The slot form, field by field

Times outside the day's window, or an end before its start, are refused inside the window with the allowed range spelled out.

The table behind the form lists one row per slot, with columns Artists, Custom Name, Time, Status, Stage, Day and Actions. The Day column always reads -, because the day is not part of the slot; read the Time column instead. To check the schedule as an attendee will read it, open the public timetable page rather than reading the row back.

Export

Export CSV, at the top of the screen, downloads the line-up as event_<id>_artists.csv, one row per slot. It stays available to members who can only view the line-up, so a stage manager without edit rights can still pull the list.

Who can edit

Opening the screen needs View lineup. Every button that writes — Add Artist Slot, Edit, Delete — needs Manage lineup; without it the screen is readable and the buttons are greyed out. Both live under the Lineup group on the event's Permissions screen. See Manage Permissions.

Related

• Create an event: where the timetable is first offered.
• Publish an event: the line-up is not one of the requirements, so an event can go public with an empty one.
• Editing an event (mobile app): the line-up and the timetable from your phone.