Availability & conflicts

When you are managing a team of musicians and crew, knowing who is available is just as important as knowing what is booked. Roadcase provides block dates for individuals and conflict detection for administrators.

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Block dates

A block date is a personal event that marks a date (or date range) as unavailable. Any team member — administrator, member, or crew — can create block dates.

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Creating a block date

1. Open the Calendar
2. Click New event and select Block date
3. Set the date range
4. Add an optional note explaining why (e.g., “Family wedding”, “Other gig”, “Vacation”)
5. Save

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Who can see block dates

This privacy model means members and crew do not see each other’s personal schedules, but administrators have full visibility for planning purposes.

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Per-artist block dates

If you belong to multiple artists, block dates are visible across all of them. When you block a date, administrators of every artist you belong to can see the conflict. This prevents double-booking scenarios across different acts.

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Conflict detection

Roadcase automatically detects when a block date overlaps with a scheduled event. Administrators are alerted to these conflicts.

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How conflict detection works

When an event is created or a block date is added, Roadcase checks for overlaps:

• Event on a blocked date — A show (or other event) falls on a date a team member has blocked
• Block date on an event date — A team member blocks a date that already has events scheduled

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Where conflicts appear

Conflicts are surfaced in two places:

1. Dashboard — The admin-only “Availability conflicts” widget shows all current conflicts across upcoming events
2. Event detail — When viewing an event, administrators can see if any team members have block dates on that date

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Resolving conflicts

When you spot a conflict, you have several options:

• Discuss with the team member — The block date may be movable
• Adjust the event — If the date is flexible, reschedule
• Mark attendance — Update the team member’s event attendance to “not attending” if the conflict cannot be resolved
• Proceed anyway — If the team member is not critical for that event

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Best practices

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For team members

• Block dates early — As soon as you know about a personal commitment, add the block date so your team can plan around it
• Include notes — A brief note helps administrators understand the nature of the unavailability
• Block date ranges — If you are gone for multiple days (vacation, another tour), use a date range rather than individual dates

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For administrators

• Check the dashboard regularly — The conflicts widget keeps you informed without having to check each event
• Review availability before booking — Before confirming a new show date, scan the calendar for block dates
• Communicate about conflicts — When you see a conflict, discuss it with the team member promptly rather than assuming

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Common scenarios

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A musician has a conflict with a show date

1. Administrator sees the conflict on the dashboard
2. Discusses with the musician — is the conflict firm?
3. If yes, decides whether to proceed without them (sub player?), reschedule the show, or cancel
4. Updates attendance status accordingly

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Booking a run of shows

1. Before confirming dates with venues, open the calendar to month view
2. Look for block dates across the date range
3. If block dates exist, check if they conflict with key personnel
4. Adjust dates if possible, or plan for subs

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A crew member’s vacation overlaps with tour dates

1. Administrator sees the block date range overlapping with upcoming shows
2. Marks the crew member as “not attending” for the affected events
3. Arranges a fill-in if needed
4. Updates the team via the event or directly