Tour management & advancing
Email, WhatsApp, a spreadsheet.
Advancing Buddy is the software a show gets organised in: crew and roles, contracts and riders, the advancing round with the promoter, travel and the day sheet. Everyone involved works on the same date — and anyone who is not on it does not see it at all.
Questionnaire
BER · 12.03 · Columbiahalle
- Event info Doors 19:00 · Set 20:30
- Stage & timetable Load-in 14:00
- Ground transfers Hotel ↔ Venue · 12 min
- Hotel & rooming 8 rooms · 2 twin
- Technical rider PA confirmed
- Contacts Promoter · Stage · Security
Waiting for the promoter
Show advanced
Plain terms
What advancing is.
Advancing is the round of questions that goes to the venue and the local promoter before a show — what time is load-in, where is the stage power, who picks the band up, which hotel, how many twins, what does the rider actually need. On tour it happens before every single date. Answer it well and the show day is calm. Answer it badly and you find out at 18:00 that nobody booked the shuttle.
- Before the showAdvancing with promoter and venue
- Around the showCrew, contracts, travel, tasks
- TodayA mail thread, a folder, a spreadsheet
- With BuddyOne date everybody works on
Advancing is the part nobody ever built a tool for, so it ended up in email. Advancing Buddy builds it in — into the software the show is already being organised in.
Where the show lives today.
None of this is invented and none of it is stupid — it works for a long time. It breaks on the day somebody asks where exactly that was written down.
- Contract
- Today An attachment somewhere in a mail thread
- With Advancing Buddy A file on the show, categorised and virus-scanned
- Rider
- Today A PDF on somebody else’s drive
- With Advancing Buddy On the date — and in the promoter’s questionnaire
- Crew
- Today One WhatsApp group per tour
- With Advancing Buddy A team on the show, with real touring roles
- Travel
- Today A spreadsheet, rebuilt every time
- With Advancing Buddy Segments and an itinerary, exportable as PDF
- Advancing
- Today Ten emails to the promoter
- With Advancing Buddy One link the promoter fills in themselves
- Decisions
- Today Spread across chats and inboxes
- With Advancing Buddy On the date, as tasks with mentions
Four areas, one date.
What a show is made of does not live in four tools. It lives in four areas of the same date.
- 01
Show & crew
Create the date with venue, show type and geo, assign the artists, staff the team with roles that exist on tour — tour manager, sound engineer, technician, driver, photographer. Invitations go out as codes carrying an expiry and a use limit.
- 02
Contracts & documents
Contracts, riders, run sheets, invoices, travel and accommodation papers — fifteen categories, taggable, mentionable from tasks and chat, scanned by ClamAV on every upload. Import straight from Drive, Dropbox or OneDrive.
- 03
Advancing
The questionnaire for promoter and venue: nine sections you switch on per show, two pre-filled read-only blocks, custom fields for whatever else this date needs. You see who opened it, who started, and who sent it back.
- 04
Travel & show day
Travel party, segments by car, train, flight or shuttle, and an ordered itinerary built out of them. Tasks with deadlines and reminders, a calendar across every show, itinerary and travel party as PDF.
Not every show is everyone’s business.
If you are not on the project, you do not see it — you do not even learn that it exists.
Who sees what, and who may change it.
Visibility hangs on the show, not on goodwill: a date you are not on answers "not found", not "no access". Inside a date the team works together, and the role decides what may be changed.
This is the implementation, not an intention. Organisations are separated outright — nothing crosses between them.
| Org admin | Show admin | On the team | Promoter | |
|---|---|---|---|---|
| See the organisation’s shows | all | own | own | — |
| Read everything on a show | yes | yes | yes | — |
| Change their own uploads | yes | yes | yes | — |
| Delete someone else’s uploads | yes | yes | no | — |
| Change the team and its roles | yes | yes | no | — |
| Edit or archive the show | yes | yes | no | — |
| Fill in the released sections | — | — | — | yes |
| Anything in another organisation | no | no | no | no |
The promoter’s link shows exactly the sections you switched on and nothing else from the show. A team always keeps at least one admin — the last one cannot be removed, only handed over.
Advancing in three moves.
The one part that runs the same way on every date and eats weeks anyway. Advancing Buddy turns it into a form the promoter answers once, instead of a thread you chase.
Start free Request access- 01
Pick the sections
Choose what this venue actually has to answer. A club date does not need visa paperwork; a festival does. Whatever you leave out, the promoter never sees.
- 02
Send one link
The promoter gets a link and nothing else — no account, no password, no software. They fill it in at their own pace, from their phone if they want, and the link expires when you say it does.
- 03
Collect the answers
Answers land on the date while they are being typed. Visit counts and timestamps show who opened it and who did not, so you know exactly who needs a nudge.
You always know who has answered.
Example run — real venues, invented dates. Your board shows your own shows.
What we can actually show you.
No trust badges we cannot back. This is the implementation, and you can ask us about any line of it.
- Identity
- Keycloak · SSO-ready
- Tenant isolation
- Per organisation
- File scanning
- ClamAV on every upload
- Object storage
- MinIO / S3
- Hosting
- Germany · Hetzner
- Data protection
- GDPR
- Promoter access
- Scoped link, no account
- Invitations
- 64-char codes, expiry + use limits
The questions we get asked.
Short answers. Anything longer is a conversation — write to us and one of us answers, not a ticket number.
Advancing is the round of coordination with the venue and the local promoter before a show: load-in and timetable, stage and power, ground transfers, hotel and rooming list, the technical rider, the contacts on site. On tour it happens before every single date — often forty times a tour.
For everyone who organises a show: booking agencies, tour management and production, artists and DJs with their own team, crew, and the promoters and venues who contribute their part. Whoever only fills in the questionnaire needs no access at all.
No. They get one scoped link per show, fill in the sections you released, and never create a login or a password. The link can carry an expiry date, and you can see how often it was opened.
A project tool knows tasks and files. It does not know a rooming list, a technical rider, a travel party, or a promoter who contributes from outside without becoming a member. Advancing Buddy speaks the vocabulary that is already being used on tour.
The separation runs along the show rather than along single fields. Anyone not on the team of a date does not see that date — the server answers "not found", so they do not even learn it exists. Inside a date the team works together, and the role decides what may be changed: the team and its roles, the show itself and other people’s uploads are admin-only, while your own uploads stay yours.
On servers in Germany, at Hetzner. Identity (Keycloak), the database, files and virus scanning all run on our own infrastructure; the only third parties in the regular flow are the host and Stripe for payments.
Take the next date in your calendar.
One show is enough to tell. Create the date, invite the people who are on it, send the questionnaire to the promoter — and see whether you get the evening back.
- 30 days free
- No credit card
- Hosted in Germany