Frequently Asked Questions
Quick answers to common questions about CanWePlayIt.
General
What exactly does CanWePlayIt do?
It answers one question instantly: can your band play on a given date? Members maintain a running list of dates they cannot play, and the leader checks a date any time without sending a single message. No group texts. No polling. No waiting on replies.
Is CanWePlayIt free?
CanWePlayIt is free for members and substitutes. Band leaders can try the leader tools during a trial; after the trial, leaders need an active subscription to create and manage bands.
What phones does it work on?
CanWePlayIt works on iPhone (iOS 15 and later) and Android (version 8 and later). It's designed as a mobile-first app.
Why do I have to enter an email code?
CanWePlayIt uses short 6-digit email codes when you create an account, reset your password, or change your email address. That confirms the address works before it becomes part of your band communication.
For Members
Do I have to check in every day?
No. You only need to mark dates you cannot play. If nothing has changed, you don't need to do anything. The one thing to keep current is your "covered through" date — bump it forward once a month or so so your leader knows your calendar is still accurate.
What if I forget to mark a date as unavailable?
The booking check will show green for that date, and your leader may book a gig you can't make. This is why keeping your calendar current matters. If you realize after the fact that you have a conflict, let your leader know as soon as possible — they can check whether your substitute is available.
What does the coverage warning mean?
Your "covered through" date has either expired or hasn't been set. Open the Calendar tab and extend it forward. Until you do, your leader will see a warning on booking checks that your data may be stale — even if you don't actually have any conflicts.
Can I be in multiple bands?
Yes. Each band appears as a separate card on your home screen. Availability, coverage dates, and events are all managed independently per band. A conflict you mark for one group doesn't affect another.
Can I see the band's upcoming schedule?
Yes. The Events tab shows upcoming gigs for each band you belong to. You can confirm or decline events directly from there.
Can members book gigs?
No. Members and subs can maintain availability, view events and venues, and respond to confirmation requests. Booking checks, event creation, venue management, and sending confirmations are leader tools.
What happens if I'm removed from a band?
You'll receive a notification, and the band will disappear from your app the next time it refreshes. You won't be able to see that band's events, venues, or member list anymore.
Does my leader see my personal schedule details?
No. Your leader only sees whether you're available or unavailable on a given date, and whether your coverage is current. The reason for a conflict is private — the app doesn't ask for it and doesn't share it.
For Leaders
What does a red booking result mean exactly?
At least one of these is true: a member has marked that date as unavailable, or a member's covered-through date doesn't extend far enough to cover it. The result shows which member is the issue. You can then try a different date or check whether their substitute is free.
What's a substitute?
A substitute is a backup player you pre-assign to a specific member. If that member is unavailable for a gig, you can use their sub instead. Subs use the app exactly like regular members and maintain their own availability calendar.
Can someone be both a leader and a member?
Yes. You can be the leader of one band and a regular member — or a sub — in another. Each membership is independent.
What if a member doesn't accept their invitation?
Pending invitations show in your member list. You can revoke and resend an invite from the app. If a member declines, you'll see the declined status and any note they included. Older invitation attempts are grouped under Invitation History so the active member list stays clean. Until a member accepts and sets up their availability, they'll appear as a gap in your booking checks.
Can I book a date even if the check shows red?
As a leader, yes. The booking check is a decision aid, not a gate. You can create an event for any date. The check just makes sure you go in with full information.
What happens when I create an event?
After creating the event, the app takes you to the event detail workflow where you can send confirmation requests. Members receive notifications after those requests are sent, then they can confirm or decline in the app. Your Events screen shows their responses as they come in.
Can a member find a sub after they already confirmed?
Yes. The member can open the event, tap Find a sub, and invite a substitute for that one gig. The leader sees that member as asking the sub to cover until the sub accepts; after acceptance the event shows Sub found and the substitute appears as confirmed.
Do invitations and coverage changes update immediately?
Yes, when the app is open and connected, changes appear right away. If the app isn't open, phone notifications and badges keep members informed so they know to come back into the app.
What is the Venues tab?
The Venues tab gives leaders a place to maintain a reusable list of the places your band plays. Each venue stores a name and optional address, phone number, and website. When you create a gig, you pick from this list — or add a new venue on the spot. Members can view venue details so they always have the address and contact info they need for a gig.
What happens to existing gigs if I delete a venue?
Events that were booked at that venue keep their venue name — it's stored directly on the event. Deleting a venue removes it from your Venues list but does not change any past or future events that reference it.
Can I have more than one leader per band?
Currently, each band has a single leader. Additional leadership roles are planned for a future update.