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Roadcase includes a document management system for organizing files across your artist. Store contracts, riders, production documents, photos, and anything else your team needs access to.

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Document types

Roadcase has two document systems:

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Artist documents

A centralized file library for your artist, organized in folders. This is where you store files that are not tied to a specific event — contracts, templates, reference documents, press materials, etc.

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Event documents

Files attached directly to a specific event. These are contextual documents tied to a show or other event — load-in instructions, parking maps, day-of contacts, etc.

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Artist document library

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Folders

Artist documents are organized in a hierarchical folder structure. You can nest folders inside other folders to create a directory tree that makes sense for your operation. Example folder structure: 
Documents/
├── Contracts/
│   ├── 2025/
│   └── 2026/
├── Press/
│   ├── Photos/
│   └── One sheets/
├── Technical/
│   ├── Stage plots/
│   └── Riders/
└── Financial/
    ├── Receipts/
    └── Settlements/

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Creating folders

  1. Navigate to Documents in the sidebar
  2. Click New folder
  3. Name the folder and optionally select a parent folder
  4. Click Save

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Uploading files

  1. Navigate to the target folder
  2. Click Upload or drag and drop files
  3. The file is uploaded and available to the team

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Visibility controls

Documents can be marked as admin-only, which restricts visibility to administrators. This is useful for sensitive files that should not be visible to all team members:
  • Financial documents
  • Contracts with sensitive terms
  • Internal planning documents
When a document is marked admin-only, members and crew cannot see or access it.

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Document browser

The documents browser provides an aggregated view across all artists you have access to. This is especially useful if you belong to multiple artists — you can browse and search documents across your entire portfolio from one place.

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Event documents

To attach a document to an event:
  1. Open the event from the calendar
  2. Navigate to the Documents tab
  3. Upload the file
Event documents appear on the event detail page and can also be marked as admin-only.

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Common event documents

  • Contracts and deal memos
  • Parking and load-in instructions
  • Local production contacts
  • Day-of schedules
  • Venue-specific notes

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Who can manage documents

All roles can upload documents. Only administrators can:
  • Create and manage folders
  • Set admin-only visibility
  • Delete other users’ documents
Each document tracks who uploaded it, giving you a clear audit trail.