User Guide

Introduction

TrouperList is a CRM (customer relationship manager) built specifically for working performers — magicians, musicians, comedians, jugglers, speakers, and anyone else who books gigs for a living. It replaces the spreadsheet, the notes app, and the sticky note on the mirror.

At its core TrouperList tracks three things:

• Shows — every gig you have booked or performed, with venue, contacts, fee, set list, and debrief notes.
• Routines — your library of material (songs, bits, tricks, talks), each with its own timing history, props, tags, and checklists.
• Contacts — clients, venues, and leads, linked to the shows they are associated with.

From those three records TrouperList generates run-of-show sheets, invoices, push reminders, a live calendar feed, and income reports — without you doing any extra data entry.

Getting Started

Creating an account

Open the app and tap Get started free. You can sign up with an email address and password, or tap Sign in with Google to use your Google account. There is no credit card required for the free tier.

Performer type

On first sign-in you will be prompted to pick your performer type. This changes the vocabulary the app uses throughout:

You can change your performer type at any time in Settings.

Free tier limits

The free plan lets you store up to 25 shows, 25 contacts, and 10 routines. All features — printables, calendar feed, and reminders — are available on the free tier. Upgrade to a paid plan for 1,000 shows, 1,000 contacts, 500 routines, 100 saved sets, and 25 custom fields per record type.

Dashboard

The Dashboard is the first screen you see after signing in. It gives you a quick read on the health of your business.

KPI cards

• Upcoming shows — how many shows are booked and still in the future.
• Performed this year — shows marked as performed in the current calendar year.
• Avg show length — average door-to-door length across all performed shows this year. You can hide this card in Settings if it is not relevant to your act.
• YTD gross — the sum of all service fees charged this calendar year.

Revenue over time

The bar chart shows monthly gross for the selected year. Use the year picker in the top-right of the card to view prior years. Bars only appear for months that have at least one performed show with a service fee.

Next up

Shows the soonest upcoming show — date, venue, contact name, and payment status badge. Tap Open show to go directly to that show.

Recently performed

The last five performed shows in reverse-chronological order. A Needs notes badge appears on any show where you have not filled in the debrief fields (what went well, improvements, follow-ups). A Needs times badge appears when actual per-routine times have not been logged after performing.

Shows

Booking a new show

Tap the + button on the Shows list (or + Book a show on the Dashboard when your list is empty) to open the new show form. Fill in:

• Date and time — when the show starts.
• Venue — name, address, and any access notes (parking, load-in door, etc.).
• Contacts — the client(s) or booker. Link to existing contacts or type a new name to create one inline.
• Service fee — what you are charging the client.
• Payment status — Quoted, Deposit pending, Deposit received, Partially paid, Paid, or Overdue.
• Target runtime — how long the client is expecting (used in the Run of Show).
• Setup / teardown time — added to the door-to-door total.
• Booking type & performance style — e.g. Corporate / Stage.
• Show notes — anything you want on the printed run-of-show.

The set builder

Inside a show, scroll down to the Routines section to build your set.

1. Use the Pick a routine dropdown to select from your library. Type to filter by name. Tap Add (or press Enter) to add it to the list.
2. Use the ↑ / ↓ arrow buttons to reorder routines in your set.
3. Tap the red × button to remove a routine from this show (it stays in your library).
4. On stage shows the sum of all routine runtimes. Door to door adds your setup and teardown time on top.

Tip: tap Suggest to auto-fill your set from a saved set list template. You can also filter by tag using the tag chips above the dropdown — tap a tag (e.g. "closer") to hide routines that don't have that tag.

Repeat detection

When a show has at least one linked contact or venue, TrouperList checks your history and warns you if any routines in the current set were already performed for that client or at that venue. The amber banner tells you how many repeats exist.

Use the Hide repeats dropdown to filter the picker:

• Don't hide any — show everything (repeats are flagged inline with the ↻ icon but still available to pick).
• Hide all repeats — removes any routine ever performed for this client from the dropdown.
• Hide repeats from the last N years — only hides recent repeats; older material is fair game.

Set list view

From the show detail page, tap Set list to open the large-text view. This is designed to be readable on your phone from a music stand or table. Each routine shows its expected runtime.

Marking a show performed

After you perform a show, open it and tap Mark as performed. TrouperList will:

• Lock in the set list so future edits don't affect the historical record.
• Prompt you to log the actual time each routine took (used to refine the rolling average).
• Add the show to the repeat-detection history for all linked contacts and venues.
• Count the show's service fee toward your YTD gross on the Dashboard.

After marking performed, fill in the Debrief fields: what went well, what to improve, follow-up actions, and things to remember for next year. These notes are surfaced the next time you book the same client.

Communications log

Every show has a Communications section where you can log calls, emails, and in-person conversations with the client. Each entry records the date, channel (email, phone, SMS, in-person), and a note. This gives you a complete paper trail without leaving the app.

Downloading an .ics file

From a show's detail page, tap the calendar icon to download a single-show .ics file you can add to any calendar app. This is separate from the live calendar feed (see Calendar & Reminders).

Routines

Adding a routine

Tap + on the Routines list. Give it a name and optionally:

• Description — notes about the piece for your own reference.
• Runtime — your initial estimate (e.g. 3:30). The app will refine this from your performance log.
• Tags — comma-separated labels (opener, closer, close-up, kids, adult, etc.). Used to filter the set builder.
• Props — comma-separated prop list. Props roll up into the packout checklist on the Run of Show.
• Recurring cost — if a consumable is used in this routine, enter the per-show cost. It is added to the show's cost calculation.
• Performance style — Parlor, Stage, or Close-up (multi-select).
• Author / source — where the routine comes from; useful for credit tracking.
• Pre-show checklist — steps to run through before performing (e.g. "Check thread for breaks"). One item per line.
• Pocket load checklist — for magicians: what goes in each pocket. Appears on the Run of Show.

Performance log and timing

Each routine has a Performance Log section where you can record individual run times. You can enter:

• Date — when you performed it.
• Start and Finish time — optional clock times; TrouperList calculates the duration from these.
• Duration only — if you don't have clock times, leave start/finish blank.
• Notes — e.g. "ran long because of audience interaction".

The Rolling avg shown at the top of the log is calculated from the most recent 10 entries. This is the number TrouperList uses when building set totals. The manually-entered Runtime field acts as a fallback if there are no log entries yet.

Tip: after marking a show as performed, TrouperList prompts you to lock in per-routine times for that show. Those entries automatically flow into each routine's performance log.

Saved sets (set list templates)

In the Routines section, tap Saved sets to manage reusable set list templates — for example, your standard 30-minute corporate set or your kids-party opener sequence. To use a saved set when building a show, tap Suggest in the set builder and choose a template. TrouperList will replace the current set with the routines from the template.

Contacts

Contacts hold the people and organisations you work with. Every contact has:

• Name, email, phone, and address.
• A type field — client, venue, lead, or vendor.
• Free-text notes.
• A show history section listing every show this contact appears on, with dates and payment status.

You can create contacts inline when booking a show (type a name in the Contacts field and select "Create…") or manage them directly from the Contacts list.

Sorting and filtering

The Contacts list can be sorted by name, date added, or last show date. Use the search box to filter by name or email. Column visibility can be customised using the Columns button so you only see what matters to you.

Printables

Run of Show

From any show's detail page, tap Run of Show to open the print-ready page. It contains:

• Date, time, and venue (with a Directions link).
• All linked contacts and their phone numbers.
• Target runtime vs. actual set total.
• Numbered set list with per-routine times.
• Packout checklist — every prop from every routine in the set, de-duplicated and formatted as a tickable list.
• Setup list (show-level items you added).
• Show notes.

Tap your browser or iOS share button and choose Print to send it to a printer or save as PDF.

Invoice

From a show's detail page, tap Invoice to open the printable invoice. It pulls:

• Your business name, address, email, and phone from Settings → Business profile.
• The client's name and address from the linked contact.
• Service fee, additional charges (with custom line-item labels), and optionally travel.
• Deposit received and amount paid, calculating the balance due automatically.
• Invoice number (generated from the show date) and performance date.

Tip: fill in your business profile in Settings before generating your first invoice. The name, address, and contact info print directly onto every invoice.

Calendar & Reminders

Push notifications

TrouperList can send a push notification before each upcoming show. To enable it:

1. Go to Settings and scroll to the Notifications section.
2. Tap Enable notifications and allow the permission prompt.
3. Choose your default lead time(s) — e.g. 24 hours before, 2 hours before. You can select multiple.

Once enabled, a Send test notification button appears so you can verify it is working. Notifications are scheduled automatically when you book or edit a show.

Calendar feed

TrouperList generates a private .ics feed URL containing all your upcoming (and optionally past) shows. Add it to Apple Calendar or Google Calendar as a subscribed calendar and your gigs appear alongside your personal events.

1. In Settings → Calendar feed, tap Copy to copy your unique URL.
2. Apple Calendar: File → New Calendar Subscription → paste the URL.
3. Google Calendar: Other calendars → From URL → paste the URL.

Apple Calendar refreshes the feed approximately every hour. Google Calendar polls on its own schedule (usually every 8–24 hours) — this is a Google-side limitation and cannot be overridden.

If you want to stop sharing your schedule (e.g. if the URL has been shared accidentally), tap Revoke to invalidate the current URL and generate a new one.

Custom Fields

Custom fields let you track information specific to your act on any record type. They are available on the paid plan — up to 25 fields per record type (Show, Contact, or Routine).

Adding a field

1. Go to Settings → Custom fields (or the Custom fields link in the sidebar).
2. Select the Record type: Show, Contact, or Routine.
3. Enter a field Name (e.g. "Lead source", "Contract status", "Requested songs").
4. Choose a Type: Text, Number, Date, or Checkbox.
5. Tap Add field.

The field immediately appears on every record of that type. Fill it in from the record's detail page in the Custom fields card.

Important: choose the name and type carefully before saving. Fields cannot be renamed after creation, and a field cannot be deleted while any record still has a value stored in it.

Use cases

• Show: Lead source, Contract status, Indoor/outdoor, AV requirements.
• Contact: Agent name, Organisation, Referral source, Birthday.
• Routine: Difficulty rating, Age-appropriateness, Language (for international acts).

Settings

Business profile

Your business name, email, phone, and address. This information prints on every invoice. Keep it up to date before you send your first invoice.

Performer type

Switch between Magician, Musician, Comedian, Juggler, Speaker, or Generic. Changing this renames labels throughout the app ("Routine" → "Song", etc.) but does not delete or move any data.

Reminder lead times

Set the default lead time(s) for show reminders — how far in advance you want the push notification. Options range from 15 minutes to 7 days before show time. Multiple lead times can be selected.

Mileage tracking

Enter your mileage rate (per mile) and free range (miles from home before you start charging). TrouperList uses these to calculate a suggested travel fee when you enter the venue address on a show.

Subscription

View your current plan, next renewal date, and billing status. To upgrade, tap one of the plan cards to go to the Stripe checkout. To manage an existing subscription (change plan, update payment method, cancel), tap Manage subscription to open the Stripe customer portal.

Cancelling takes effect at the end of the current billing period — you keep paid features until then. After cancellation your data is preserved; you just revert to the free-tier limits.

Data export

Tap Export all data to download a JSON file containing every show, contact, routine, and saved set in your account. Keep a copy for your own records. The export can be used to restore data or move to another system.

Theme

Toggle between Light, Dark, and Auto (follows your device setting) using the buttons at the bottom of the screen on any page.