Every show requires a similar set of tasks and advance materials. Instead of building these from scratch each time, Roadcase lets you create templates that you can apply to any event with one click. There are two types of templates: todo templates for task checklists and advance templates for technical and hospitality packages.
Todo templates
A todo template is a reusable checklist of tasks that you apply to shows and other events. When applied, each task in the template becomes a todo scoped to that event, with due dates calculated automatically from the event’s date.
Creating a todo template
- Navigate to Settings > Todo templates
- Click New todo template
- Give the template a name (e.g., “Standard show prep” or “Festival checklist”)
- Add items to the checklist, each with:
| Field | Description |
|---|
| Title | What needs to be done |
| Due offset | How many days before (or after) the event this task should be due |
- Save the template
Due date offsets
Each item in a todo template can have a due date offset expressed in days relative to the event date:
| Offset | Meaning |
|---|
| -30 | Due 30 days before the event |
| -7 | Due 1 week before the event |
| 0 | Due on the day of the event |
| 1 | Due 1 day after the event |
Applying a todo template
When viewing an event:
- Navigate to the Todos tab
- Click Apply template
- Select the template
- Roadcase creates individual todos for each task, scoped to the event
Due dates are automatically calculated based on the event date and each task’s offset. For example, a task with a -14 day offset applied to a show on March 30 gets a due date of March 16.
Automatic application
Todo templates can be set to apply automatically to new events of specific types. When a template’s application mode is set to automatic, Roadcase creates the todos as soon as a matching event is added to the calendar. You can configure which event types trigger automatic application — shows, meetings, rehearsals, travel, or any combination.
Use automatic templates for your most common workflows. A “Show day checklist” that auto-applies to all new shows ensures your team gets a consistent set of tasks without anyone having to remember to apply the template manually.
Example todo template
A typical “Standard show prep” template might include:
| Task | Due offset |
|---|
| Send advance to venue | 21 days before |
| Confirm backline rental | 14 days before |
| Submit guest list requests | 7 days before |
| Finalize guest list | 3 days before |
| Confirm load-in time | 3 days before |
| Print day sheets | 1 day before |
Advance templates
An advance template is a reusable package of riders, stage plots, and documents that you apply to a show’s advance. This saves you from re-attaching the same files to every show.
Creating an advance template
- Navigate to Advances > Templates
- Click New template
- Give it a name (e.g., “Standard club advance” or “Festival advance”)
- Attach riders, stage plots, and any documents
- Save
Applying an advance template
When setting up a show’s advance:
- Open the show and navigate to the Advance tab
- Click Apply template
- Select the template
- The template’s riders, stage plots, and documents are copied to the show’s advance
You can then customize the show-specific advance without affecting the original template.
Applying a template copies the content at that point in time. If you later update the template, shows that already had it applied are not affected. Apply the updated template to new shows going forward.
Organization-level templates
If your artist belongs to an organization, todo templates can be scoped at the organization level. Organization templates are shared across all artists in the organization, which is useful when multiple acts follow the same operational workflows. Artist-level templates remain specific to a single artist.
Managing templates
All templates are managed from Settings > Todo templates (for todo templates) and Advances > Templates (for advance templates). Administrators can edit, duplicate, or delete templates at any time. Templates are scoped per artist, so each act can have its own set tailored to its workflow. 
