11- Using the SuperBrowser to access Google Mail, Google Calendar, Google Voice, Facebook Events, and other websites you may use on a regular basis

We use the SuperBrowser to access the Sugar Still Google Calendar, Google Mail,and Google Voice. We also use it to enter Facebook Events for gigs we have booked at venues. We added a drop-down list just above the browser window to make it easy to switch between these sites quickly. You can modify this drop-down list to access other sites if you want, we use Google for everything it seems like, but not everyone does. So if you want to change this drop-down list, click on it, scroll to the bottom of the list, and choose “Edit…”

A text window should appear, you can edit it however you like. If you enter a line with only a hyphen, a separator line will appear between values when you use the drop-down list later.

Here’s a 30 second tutorial video showing you exactly how to edit the SuperBrowser drop-down list:

(insert tutorial video here)

12 – Using the “Copy Gig List to Clipboard” button to copy your upcoming tour gigs into a list you can paste into a Facebook status, or onto your website

We post a lot on social media, we create Facebook Events, anything we can do to help spread the word. One thing that seems to get more response than most is when we post a whole list of our upcoming gigs. Yes, we have a gig calendar on our website, we use BandsInTown, and that’s helpful to a lot of our fans and for the venues themselves, but we sure get a lot of response from just posting our upcoming gig list into a Facebook status, especially if it’s attached to a photo.

For this reason we made a little utility that copies all our upcoming gigs into a list, sorted by date and time. We paste that into a Facebook status, attach a photo, add a witty aside, and voila. You can find it on the Gigs detail screen. Here’s a 3 minute tutorial video to show you how we use it, and how booking agents or festivals could use it too.

13 – Using the “Gig” detail screen to track more detailed logistics, income, and expenses

As we discussed on another page, BandMgrX helps us track our booked gigs. We enter the gig on the Contacts “Extras” tab screen. This means we need to go to the venue’s contact record, click on the “Extras” tab, and then enter the date, time, status, $$, and notes there first. Once we’ve entered the gig on that screen, we can click the circle-arrow button to the left of the gig and navigate to the Gig Detail screen where we can enter To Do items and financial info about the gig like how many CDs, shirts, stickers, and posters we sold and how much we made in the tip jar.

Any $$ figures we enter get totaled at the bottom. Any To Do, Call, Send Out, or Notes get added to our To Do List until they’re checked as done. We can enter as many items as we want, and they can be about anything we want. Want to remember the sound person’s name and phone? Jot it in here. Meet someone at the gig? Did the venue reserve a motel for you? Tracking tickets sales? Whatever you want to keep track of can go in here.

If you want to modify the drop-down lists you can, just click on the list, scroll to the bottom of the list itself, and click “Edit…” to get a dialog box you can edit however you wish. Inserting a line with just a hyphen will create a separator line between values when you go back to use the list later.

Here’s a 2 minute video tutorial showing how we use the Gigs detail screen.

14 – Using the “Notes” list as a To Do List for calls, emails, and sending contracts or posters

As we mentioned on the page about the “Extras” tab, we use this Notes screen as a To Do List tool. Are you a To Do List person? We’re totally To Do List people. Not everyone is though, and that’s totally cool. But if you do like using To Do Lists to help you remember to send out the posters, mail the contracts, follow-up with the booker, create a Facebook event for the gig, your name it, this page is for you.

The idea here is you can set To Do items for a FUTURE date, then they appear in your To Do list on that date, but not before. They will then continue to show up in your To Do list until they’re marked as DONE. Once they’re done they’re automatically archived forever or until you delete them. We break To Do lists into three types: TO DO, CALL, and SEND OUT.

We like to break up our day and focus on specific tasks when the time is right. For example, we like sending posters (SEND OUTS) in the afternoon usually, it’s kind of a mindless task, so we can give ourselves a break from booking and sit down with a sharpie to write dates and times on posters and stuff them into envelopes. We find out what posters need to be sent out by calling up the “Send Out” list.

Honestly, we don’t use this a ton, but there are some bookers who ask that us to call them to talk over scheduling. We also call reporters for newspaper interviews. Sometimes we put in a reminder to call a musician friend, a venue, or a booking agent we haven’t spoken to in awhile.

This is the big one, we enter anything and everything in here. We might link them to a venue or a gig and we might not. First thing in the morning we take a look at our To Do list and we might work it on and off all day. It’s just our way of getting shit done. Like we said before, not everyone is a To Do List person, but we are. If you like them too, cool! If not, no worries, you don’t have to use them here in BandMgrX, it’s just a thing we made because it helped us. All good.

her’s a 30 second video tutorial on how we use the Dated Notes screen as a To Do list tool.

(insert tutorial video here)

15 – Using the “Notes” list to help track income and expenses

We added a $$ field to the Notes screen so we could enter in sort of ad-hoc financial data on the fly. Stuff like how many CDs we sold at a show, how many stickers, how many shirts, what we made in tips, stuff like that. It was never meant to be a full blown accounting package for doing our taxes or anything, it’s just a place we can enter stuff quickly to track what we’re making at gigs.

But that being said, you can use this $$ field however you like. If you want to track expenses you could add items with negative numbers. We usually only track income, but you could add things like gas, meals, lodging, supplies, posters, you name it. There’s a total at the bottom of the column. And you can search by Note Type and Date Range to calculate specific totals, like all the CDs you sold in March for example. Or all the tips you made in August.

Here’s a 2 minute video tutorial to show you what we mean.

(insert tutorial video here)

16 – In case of emergency, recovering from crashes, re-installing, etc.

Things happen. Computers crash. Databases get corrupted. Not all the time, but they do happen sometimes. For those times we have contingency plan in place to help us deal with it. basically, everything comes down to backing up this one file (BandMgr.fmp12) in multiple locations and keeping those backups as current as possible. If something breaks down, we can go back to a recent backup. We have a number of ways that we back things up.

We use Dropbox as our primary way of backing up and sharing the database between band members. We made a shared folder on Dropbox, put the BandMgr.fmp12 file into that folder with our one-sheet bios that we send to venues, and Dropbox does the rest. In the morning, before we start using BandMgr we make a compressed archive of the BandMgr.fmp12 file and put that compressed archive in an Archives folder inside the Dropbox folder. In most instances, this has been enough of a backup for us. If the file crashes we evaluate it case-by-case on whether we can revert to a backup, or whether we want to attempt further data recovery.

But sometimes computers crash. It happens. In almost all instances, if your computer crashes while BandMgr is running, you can usually just restart you computer and start BandMgr up again, it usually recovers on its own.

This is the worst case scenario really. Your device simply won’t open BandMgr anymore. Maybe you get a message saying why, maybe you don’t. Don’t panic. Make sure you have a backup of your BandMgr.fmp12 file, backed up to multiple locations, and then we can take steps to recover the file and/or reinstall BandMgr from scratch and transfer your data to a clean, un-crashed original version.

(insert tutorial video here)