Every show, one list, nothing left behind.
A gig's pack list is the gear you promised for that show. Build it out of things you already own — a case, a package, a whole rig — then scan against it and watch the number close. It flags the moment two shows want the same piece on the same weekend, and it won't let you quietly archive a job while a case is still out on somebody's truck.
The list is a spreadsheet, and it's already wrong.
It gets built on Tuesday, printed on Thursday, and by Friday somebody has pulled a wireless rack for a different show and told nobody. Load-out becomes one person with a clipboard counting cases against a page that no longer describes the warehouse. Strike is the same person, in the dark, hoping. Two weeks later a mic stand is gone and there is no way to say which job it left on.
The expensive part is quieter than that. Nothing catches it when the September mitzvah and the September corporate both want the same eight radio mics — so nobody finds out until the second crew opens an empty drawer, on site, with a client standing there.
With GigPal PRO: the list is built from gear you actually own, the app flags a double-booking the moment the dates overlap, shortfalls become a rent list instead of a surprise, and closing a show asks what didn't come home before it lets you file it away.
From an empty gig to a truck that's loaded right.
Build the list out of things, not rows.
One picker, five ways in: setups, cases, packages, racks & kits, or individual items. Add a case and its standard pack lands already grouped under that case. Add a package and every member comes with it. Drop a setup and the whole rig gets placed in real, tagged units — and gear already on the gig counts toward it, so re-applying tops the rig up instead of doubling it. Anything your inventory can't fill goes straight to SHORTAGES instead of just quietly not being there.
It tells you what it wouldn't add, and why.
A green ADD button that quietly does nothing is worse than no button at all. So a case whose roster is real but whose contents are all in service — or flagged by your last shelf audit — reads "⚠ 6 in pack — NONE addable" with the reason printed on the row, and the line after the add names exactly what got left behind. Gear hard-wired inside a flypack never appears in the item list in the first place: it travels as part of the rack, not as a loose piece somebody can double-book.
Two shows, one radio mic — Conflict Radar catches it.
Every gig has a load-to-return window. Where two windows overlap and share a piece, both gigs get flagged. A serialized unit conflicts on any overlap, because there's only one of it. A bulk pool only conflicts when the combined ask outruns what you can actually field — owned minus what's in service, never raw stock on the books.
Then it does the math nobody wants to do by hand: availability gets allocated across the competing shows, earliest load date first, so each gig is only short the units it actually missed out on. Two gigs short the same four cables order four, not eight. Fix it right there — swap in a free unit, swap a whole package in one move, trim the count, or push it to the rent list.
One button says what today's job is.
RUN GIG shows the stage you're actually at and keeps the rest one tap deeper, in the order the day runs: pull the gear, scan it onto the truck, plan the load, print the driver's paperwork. The pull sheet counts a packed case once — you grab the box, not its twelve items — so ▶ PULL 6/9 means six things left the shelf, not six of a hundred and forty pieces.
Scan out against the list and the load-out card counts down: 38 of 47, nine to go. Every gig card in the list carries the same state at a glance — IN, LOADING, OUT, or OVERDUE — so you can see the whole season's physical position without opening a single show.
Closing the show is a question, not a checkbox.
Archive a gig that still has gear scanned out and it stops to ask about each line: came back, never came back, or leave it open for now. Returned puts a serialized unit back on its shelf. Missing flags that unit for service with a note naming the show and the date it closed — so it stops counting as bookable instead of quietly sitting on next month's pack list as gear you don't actually have.
The edge cases are handled deliberately. A bulk pool records the lost units rather than locking the whole pool out of every future gig over four cables. And an empty case that went out as a box and never came home keeps its out-mark, because that mark is the only record it ever left the building.
The parts you only notice at 6am.
Ten deadlines, counted back from load day
Event details at 120 days out, rental outreach at 60, crew confirmed at 30, bench-test at 7. Each step opens into a plain-English how-to and a ready-to-send message with the gig name, dates and your company already filled in. The schedule is a company setting you can retune — not a per-browser preference that only exists on one laptop.
A shortage becomes real, trackable gear
Rent or buy a shortfall and it lands in inventory as a tracked line on this gig: it gets labels, scans out and back like anything you own, and the strike count won't let it be left in a ballroom. The money side rides on the gig too — vendor, cost, due-back date, and a ↩ RETURNED step you can hit from the truck.
Fix the gig and the shortage clears on its own
Delete the conflicted item, add the replacement, and the rent line goes away on its own — every edit re-checks each open shortage against what the gig actually holds now. Anything you already committed to, rented or bought, is left standing. No second cleanup pass to remember.
Eight seconds to take it back
Edits save as you go, which means there is no CANCEL — so every removal arms an undo instead. Pull a 12-item case off by mistake and one tap restores the gear, the case assignments, which setup placed each piece, and the rent lines that removal deleted along the way.
Load-out is exactly when that happens
Every edit re-reads the live gig before it writes, and the full-screen editor's SAVE is a three-way merge against what it opened with. A trip to the scan screen mid-edit, or a second device on the loading dock, doesn't get quietly reverted by whoever hits save last.
Reuse the show, not its dates
Make a template and it copies the gear and the case assignments — never dates, crew, or custody, so a new show starts with nothing checked out. Push a template onto gigs that already exist and each one draws its own units rather than inheriting the template's asset tags.
A quote list a rental house can read
Every item by category, identical names rolled up, priced by them: asset tags, road cases and your own replacement values are deliberately left off, and the price column ships blank. Load and return dates stay, because a house quotes a window. Anything you're already sub-renting is marked so it can't get paid for twice. Print it, export CSV, or email it.
Four cables, two boxes, one line
Two of a pool in this case and two in that one is a real thing crews do, so the row shows each box's actual share — 2 of 4 · also in CASE-012 — and the shares always add back up to the line. The pull sheet, the load plan and the bill of lading all read the same split.
- A gig holds
- Name, category, load & return dates, ship-to address, the gear lines, which case each line rides in, crew and call times, attachments, wiring diagrams, milestone progress and a communication log.
- Categories
- Mitzvah, Private Event, Videography, Corporate, Non-Profit — plus anything you type. Derived rather than managed: a category exists while a gig uses it, gets a stable colour stripe down the card, and filter chips only appear for categories that actually have gigs in them.
- Ways to add gear
- Setups, cases, packages, racks & kits, individual items — plus barcode scan-to-add (bulk increments per trigger pull) and CSV import with a tag column and an optional qty.
- Groups on the list
- CASE · PACKAGE · SETUP · LOOSE, each colour-coded and collapsed by default so a 38-line gig opens readable. A part-packed kit is badged and names what's absent.
- Refuses
- Silently clamping a quantity down to stock (asking for 15 of a pool of 10 is how a shortage gets raised), importing a CSV row whose tag matches nothing — it's skipped and reported by name — and archiving a gig with gear still out without asking first.
- Who can do what
- Crew leaders read the gig, follow the load all day, check the rent list and print the paperwork — load plan and bill of lading included. Creating, editing and archiving are admin actions, refused up front with a reason rather than appearing to work and then evaporating.
One list per show, and it's the true one.
Put your next show on it.
Bring your inventory in by CSV, build one gig out of the cases you already pack, and scan it out the door this week.
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