USER GUIDE

1. Getting Started

Creating Your Account

To get started with Load In Suite:

1. Visit app.loadinsuite.com or download the desktop/mobile app
2. Click "Sign Up" and enter your email address
3. Create a secure password
4. Verify your email address by clicking the link sent to your inbox
5. Complete your profile with your name

Your Home Screen

After logging in, you'll see your home screen which displays all the artists you have access to. Each artist card shows:

• Artist name and logo
• Quick access to that artist's tours

Click on any artist to view their tours and access all modules.

Navigation

The main navigation bar includes:

• Home - Return to your artist list
• Artists - Manage your artists and crew members
• Users - User management (Admin only)
• Theme Toggle - Switch between dark and light mode
• Notifications - Bell icon for alerts
• Profile - Your account settings

2. Artist Management

Creating an Artist

Artists are the top-level entity in Load In Suite. All tours belong to an artist.

1. Click Artists in the navigation
2. Click + Add Artist
3. Enter the artist name
4. Optionally add:
   • Artist bio and image
   • Management contact details
   • Agent contact details
   • Accountant contact details
   • Banking information
5. Click Save

Managing Crew Members

Add crew members who will have access to the artist's tours:

1. Click on an artist to open their settings
2. Go to the Crew Members section
3. Click + Add Member
4. Enter the crew member's email address
5. Select their role:
   • Admin - Full access to all modules and settings
   • Editor - Can create and edit content
   • Viewer - Read-only access
6. Select which modules they can access
7. Click Send Invite

3. Creating Tours

Creating a New Tour

Tours contain all the dates, venues, and information for a specific run of shows.

1. From an artist's page, click + Create Tour
2. Enter the tour name (e.g., "Summer European Tour 2026")
3. Optionally upload a tour routing file (PDF or spreadsheet) - the AI will extract venue data automatically
4. Set the default currency for the tour
5. Click Create Tour

Adding Tour Dates

After creating a tour, add your show dates:

1. Open the tour
2. Click + Add Date in the Tour Dates panel
3. Enter:
   • Date
   • Venue name
   • City/Location
   • Day type (Show Day, Travel Day, Day Off, etc.)
4. Click Save

Tour Dashboard

Each tour has a dashboard showing:

• Overview statistics
• Upcoming dates
• Budget summary
• Quick links to all modules

4. Load In Module

The Load In module is your central hub for managing day-to-day tour logistics. It provides all the information your crew needs for each show day.

Accessing Load In

1. Open a tour
2. Click on any date in the Tour Dates panel
3. You'll see the Load In view for that day

Schedule

Create a detailed day schedule with times for each activity:

• Click + Add in the Schedule section
• Enter the time, activity name, and optional notes
• Select the item type (Load In, Sound Check, Doors, Show, etc.)
• Set visibility if certain items should only be seen by specific crew

Venue Details

Store comprehensive venue information:

• Venue address (with map navigation link)
• Website
• Capacity
• Stage dimensions
• Parking information
• WiFi details
• Catering information

Travel Info

Document all travel arrangements:

• Transport type (Bus, Van, Flight, Train, etc.)
• Origin and destination
• Departure and arrival times
• Flight numbers or booking references
• Estimated duration

Travel items automatically create schedule entries showing the journey times.

Hotels / Accommodation

Track where the crew is staying:

• Hotel name and address
• Phone number
• Check-in/check-out times
• Booking reference
• Notes (room allocations, etc.)

Key Contacts

Store important contacts for each show:

• Promoter
• Production Manager
• Venue Contact
• Local Crew Chief
• Any other relevant contacts

Guest List

Manage guest list entries for each show:

1. Click + Add in the Guest List section
2. Enter guest name
3. Select ticket type (Guest List, AAA, Photo Pass, etc.)
4. Enter number of tickets
5. Add who they're a guest of

Notes

Add any additional notes for the day. Notes support rich text formatting and can be set to specific visibility levels.

Attachments

Upload relevant files such as:

• Stage plots
• Input lists
• Parking passes
• Contracts
• Any other documents

Day Sheet Export

Export a professional PDF day sheet containing all the day's information:

1. Click the Export button
2. Select which sections to include
3. Choose visibility level (what info to show)
4. Download or share the PDF

5. Budgeting Module

The Budgeting module helps you plan and track tour finances with detailed income and expense forecasting.

Accessing Budgets

1. Open a tour
2. Click Budget in the tour navigation

Budget Structure

Budgets are organized into categories:

Adding Line Items

1. Click on a category to expand it
2. Click + Add Item
3. Enter:
   • Description
   • Estimated amount
   • Actual amount (once known)
   • Per-show or one-time cost
   • Currency
4. Click Save

Budget Summary

The budget summary shows:

• Total Income - Sum of all income line items
• Total Expenses - Sum of all expense line items
• Net Profit/Loss - Income minus expenses
• Per-Show Average - Figures divided by number of shows
• Variance - Difference between estimated and actual

Scenario Planning

Create multiple budget scenarios to compare different options:

1. Click Scenarios in the budget view
2. Click + New Scenario
3. Name your scenario (e.g., "Best Case", "Conservative", "With Support Act")
4. Adjust line items for this scenario
5. Compare scenarios side-by-side

Exporting Budgets

Export your budget as a PDF or spreadsheet for sharing with management, accountants, or agents.

6. On The Road Module

Track real-time expenses and receipts while on tour.

Accessing On The Road

1. Open a tour
2. Click On The Road in the tour navigation

Recording Expenses

1. Click + Add Expense
2. Enter:
   • Amount and currency
   • Category
   • Description
   • Date
   • Payment method
3. Optionally attach a receipt photo
4. Click Save

Receipt Management

• Upload photos of receipts
• AI automatically extracts amount, date, and vendor
• Link receipts to budget line items
• All receipts stored for expense reporting

Allocating to Budget

Link expenses to budget categories to track actuals vs. estimates:

1. Open an expense
2. Click Allocate to Budget
3. Select the budget category and line item
4. The expense will now appear in your budget actuals

Expense Reports

Generate expense reports for accounting:

1. Click Export Report
2. Select date range
3. Choose categories to include
4. Download as PDF with receipt images

7. Advance Module

Create and send professional advance documents to promoters and venues.

What is an Advance?

An advance is a document sent to venues/promoters before a show to collect all necessary information. It typically includes questions about:

• Venue specifications
• Load in times
• Parking and access
• Catering requirements
• Local crew availability
• Technical specifications

Creating an Advance

1. Open a tour date
2. Click the Advance tab
3. Click Create Advance
4. Select which sections to include
5. Customize questions as needed
6. Add the promoter/venue contact email
7. Click Send Advance

Email Integration

Connect your email account to send advances directly from the app:

1. Go to Profile → Connected Email
2. Click Connect Gmail or Connect Outlook
3. Authorize the connection
4. Emails will now be sent from your address

Tracking Responses

The Advance module tracks:

• When the advance was sent
• When it was opened
• When a response was received
• Outstanding questions

8. Riders Module

Create and manage technical and hospitality riders.

Creating a Rider

1. Open a tour
2. Click Riders in the tour navigation
3. Click + New Rider
4. Select rider type:
   • Technical Rider
   • Hospitality Rider
   • Combined Rider
5. Add your requirements
6. Click Save

Rider Sections

Typical rider sections include:

Exporting Riders

Export riders as PDF documents to send to promoters and venues.

9. User Roles & Permissions

Load In Suite uses a flexible permission system to control who can access what.

User Roles

Module Access

In addition to roles, you can control which modules each user can access:

• Load In
• Budgeting
• On The Road
• Advance
• Riders

For example, you might give a Tour Manager access to all modules, but only give band members access to Load In.

Visibility Controls

Individual items (schedule entries, notes, etc.) can have visibility restrictions:

• Everyone - All crew members can see
• Selected Users - Only specific users can see

This is useful for sensitive information like financial details or private notes.

10. Offline Mode

Load In Suite works offline so you can access your tour information anywhere, even without internet.

How It Works

• All your tour data is cached locally on your device
• When you go offline, you can still view and edit data
• Changes are saved locally and synced when you're back online
• A sync indicator shows your connection status

Sync Status

Look for the sync indicator in the app:

• Green - All synced, you're online
• Yellow - Syncing in progress
• Gray - Offline, changes saved locally

Desktop App Benefits

The desktop app (macOS/Windows) provides enhanced offline capabilities:

• Larger local storage for more data
• Faster performance
• Works completely offline once synced
• Automatic background sync