Song request stages & flow (auto-advance)
On the day, two separate axes move: "member sign-up" and the "song stage".
Recruiting members ⇄ Member sign-up closed. Automatic at the close time, or manual by the host. You can reopen after closing (for when you find you're short of people).
Advances through the four stages below. Automatic or manual by the host. This one can't go back (going back would contradict participation that "was allowed because of that stage").
The four song stages, and what you can do
= Songs not open yet
Part sign-ups only. Songs aren't accepted yet.
= Song requests open
Participants put forward their own songs. The person who posted joins on their own part; others' songs can't be joined yet.
= Join others' songs
You can join others' songs too, on your participation part.
= Open to all
You can join any song, on any part.
| Stage (creation form / Progress panel) | Song request | Join others' songs | Parts you can join |
|---|---|---|---|
| ① Members only / Songs not open yet | ― | ― | ― (Songs aren't accepted yet. Part sign-ups are possible) |
| ② Initial song requests / Song requests open | Participants only (song limit applies) | No | Your part, in songs you requested |
| ③ Join requests / Join others' songs | Yes | Yes | Your participation part only |
| ④ Fully open / Open to all | Yes | Yes | Any part |
Auto-advance settings
In the creation form, you set whether to "use" each stage and "when to advance to it automatically", in a three-row table.
| Setting | Meaning | Default |
|---|---|---|
| Enabled | Whether to use that stage. If unchecked, it's skipped when advancing. "Members only" is the foundation, so it's always on (can't be unchecked). | All stages on |
| Auto advance | Advances to that stage automatically when the set time arrives. | All stages off |
| Date/time | When to advance automatically. Only enterable when auto advance is on. | Blank |
The date/time under "Start recruiting automatically", shown when you pick "Pre-announcement", refers to the same thing as ① Members only's "Auto advance / Date/time" in this table.
Running the session
At the top of the session details, a "Progress" panel appears for the host only. Operate the three separately.
Session state: Recruiting Advance session → Live
Member sign-up: Recruiting members Close member sign-up
Accepting applications. This continues even as the song stage advances.
Song stage: Song requests open Advance song stage → Join others' songs
Participants can add songs. Whoever adds a song joins on their own part (they can't join others' songs).
▲ The Progress panel. Below each is written "what participants can do right now".
| Action | Confirmation | Can it be undone? |
|---|---|---|
| Advance the session (→ Live) | Yes | ― |
| Close / reopen member sign-up | Yes | Can reopen |
| Advance the song stage | Yes (shows what becomes possible) | Can't go back |
Per-song controls on the jam board
While the session is "Live", a row of buttons for the host and co-hosts only appears under each song on the jam board (on narrow screens they show only when that song is expanded). This is where you move a performance along.
| Current song status | Button shown | What it does |
|---|---|---|
| Open / Ready | Start playing | The song becomes Playing and is pinned to the top. |
| Playing | Finish | The song becomes Played and moves to the "Done" group. This is the moment it counts towards the rankings. |
| Played | Reopen | Puts it back to Open (for when you finished it by mistake). |
A delete button also sits at the right end, and it's shown whatever the song's status is.
Co-hosts
You can appoint people to help run the session as hosts for that session only.
When running it alone is a lot, appointing a co-host lets that person do the same operations as you (the host), for that session only (adding songs, running the performance, editing, etc.). There's no limit on the number of people.
How to appoint
- Open the session details (only the original host can appoint; co-hosts can't appoint others).
- Press the "Co-hosts" button at the top.
- Enter the display name of the person you want to appoint and press "Nominate". You can appoint several people in a row.
Removing
- The original host can remove them anytime ("Remove" in the list).
- When removed, that person loses host rights at that moment.
- Data they added or changed as a co-host (songs, etc.) up to then stays as is.
Venue monitor display
When the host connects their PC to the venue's monitor, it becomes a display screen shown in the venue. It's always dark-themed so it's visible even in a dim room.
iPad shows this on any model in landscape; portrait only on the 12.9-inch / 13-inch. Narrowing the width with Split View and such returns it to the normal display.
▲ The monitor display. Shows the playing song large, with the QR and join ID always visible.
- The QR and join ID are always shown, so anyone in the venue can join on the spot.
- The playing song is shown largest (song, artist, and each part's performer name).
- The action buttons have a subtle, outline-only look so they don't stand out when projected in the venue.
Reordering songs
The host can grab the ⠿ handle at a song's left edge and drag to swap the playing order. This works the same way regardless of screen width, not only in the monitor display (host only).
- Reordering is possible only within the "Ready" and "Open" groups. You can't move across groups (they're split automatically by whether the song is set).
- Playing is always pinned to the top, Done to the bottom.
- A group with only one song shows no handle.
- The reordered order is reflected on everyone's screen immediately.
Ending, cancelling & copying
Ending
End it from "End" at the top right of the jam board. To prevent mistakes, confirmation is in two steps.
- "End this session?"
- "Set the session status to ended?"
Yes = end it and go home. No = leave the state unchanged, just close the jam board and return to the session details.
Cancelling
The cancel button sits in its own bordered box on the session details, directly below the "Progress" panel. It is labelled "Cancel this session" and is visible only to the host and co-hosts (it also appears for instant sessions). It is hidden once the session has finished or has already been canceled.
- Press "Cancel this session" and you get the confirmation "Cancel this session?".
- Enter the "Reason for cancellation (required)" (up to 500 characters). You can't proceed while it's empty (the button stays disabled). What you write here becomes the body of the notification participants receive.
- Confirm with "Cancel the session". Cancelling can't be undone.
- You can cancel anywhere, before or during the session.
- All participants and waitlisted people are notified. The session stays in the list as "Canceled" (it can't be deleted).
- Afterwards, "This session has been canceled." and the "Reason for cancellation" are shown at the very top of the session details.
Releasing a slot on a Ready song
When you want to remove a specific person from a Ready song, the host can release that slot. This is because participants can't leave themselves after a song is Ready.
Copy & create (repeat events)
You can make a new session with the same content from a past session. From "Copy & create" under "Past sessions" in the management hub.
- Press "Copy & create" and you're first asked "Link these sessions?" (see "Grouping recurring sessions" below). Choose "Link them" or "No". If you just dismiss the dialog, the copy doesn't start.
- The creation form opens, with a notice at the top about what was carried over from the original.
- Re-enter the event date, start, and end, then "Publish" (or save as a draft).
| Carried over | Not carried over |
|---|---|
| Session name & description / venue & region / parts wanted, capacity, song limits / fee, tax, notes / cancellation deadline, participant-list and private settings / prepared songs | Participants & waitlist / songs and parts requested on the day / comments / date & time (re-enter) |
The notice at the top of the form says so too: "Copied from a past session. Venue, parts, fee, notes, and songs are carried over. Participants and date/time are not."
Grouping recurring sessions (linking)
When you run the same event repeatedly — a monthly regular, say — you can link the editions together. Linked sessions can be reached from each other's details screen, so participants can look back through past editions.
- You're asked when you copy: pressing "Copy & create" shows "Link these sessions?". Choose "Link them" and the new session is tied to the original once it's saved. "No" leaves them unlinked (you can add it later).
- Adding later: on a session's edit screen, use the "Linked sessions" box, enter the other session's session number (the same 8-digit number as its join ID), and press "Add". This box only appears on the edit screen (a new session doesn't have a number yet).
- Removing: press the broken-link icon ("Unlink") to the right of an entry. After confirming, only the session on that row leaves the group. The session itself is not deleted.
- Adds and removals here take effect the moment you press them, separately from the Save button (because they also write to the other session).
- You can only link sessions where you are the host (or a co-host) of both. If the number is wrong or points at the same session, a message says so on the spot.
Host FAQ
Q. I can't create a planned session.
Creating a planned session requires Premium. If you're not Premium, the management hub's "Create new" button is unpressable and a notice appears above it. From the notice you can go to "Enter promo code" and "Start now (instant)".
If you have a promo code, entering it from "Promo code" in the menu gets you Premium. If you just want to start easily, "Start now" (instant) is available to any registered user.
Q. The join QR code isn't showing.
The QR appears in the jam board's right panel, but only when the screen is 900px or wider. On an iPad, switch to landscape to show it (portrait only on the 12.9-inch / 13-inch). If you've narrowed the width with Split View, please turn that off.
Hosting is intended to be done on a PC or tablet. The join ID is shown regardless of width, so you can also tell it verbally.
Q. I advanced the song stage by mistake.
The song stage can't go back (going back would break participation consistency). A confirmation always appears before advancing. Note that member sign-up closing can be reopened.
Q. Can I set a recruitment deadline? What happens if I leave it empty?
You can. Put a date and time into "Recruitment deadline" on the create/edit form and member recruitment closes automatically at that moment (you can set it on published sessions too). Leave it empty and nothing closes automatically — recruiting continues until the start time. Use the ✕ at the right to empty it again whenever you like.
To close it by hand while watching how the day goes, press "Close member sign-up" in the "Progress" panel on the session details (and "Reopen member sign-up" to undo). Either way, new applications after closing go to the waitlist.
Q. What if I forget to end an ongoing session?
Planned sessions auto-end 24 hours after the end time. Instant sessions auto-end 12 hours after the last action.
Q. Can people who show up on the day also join songs?
Yes. People who entered via QR or join ID can participate according to the song stage at that moment. The stage rules apply to everyone the same way, regardless of when they joined.
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