How to Set Up Your Organization on SetBook

SetBook Organizations are built for groups — worship teams, music schools, community bands, and any team that needs to manage charts, setlists, and gigs together. One organization account. One shared library. Everyone on the same page.

This guide walks you through everything: creating your org, adding members, managing resources, and understanding your billing.

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What Does an Organization Get You?

When you create an organization on SetBook, you get:

• A shared chart library — upload and manage songs that every member of your team can access
• Shared setlists — build setlists your whole team can view (admins can edit)
• Shared gigs — schedule performances, assign musicians, and track pay all in one place
• Member management — invite people by email or phone, assign roles, and remove members at any time
• Sponsored accounts — your org pays for your members' SetBook access, so they don't need personal subscriptions

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Step 1 — Create Your Organization Account

Go to set-book.com and click Sign up. On the sign-up screen, choose "I manage a team or organization".

You'll be asked for:

• Your organization's name (e.g. "First Baptist Worship Team")
• An email address and password for the org account

This creates a separate login for your organization. You'll use this account to manage members, content, and billing — it's independent of any personal SetBook account you may have.

Once created, you'll land on your organization dashboard.

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Step 2 — Add Members

From your dashboard, go to the Members tab and click Invite.

You can invite people by:

• Email address
• Phone number
• SetBook username (if they already have an account)

What happens when you invite someone?

If they're new to SetBook (or their trial expired): They'll get a welcome email and/or text message with a link to confirm their identity and set a password. Once they do, their account is created and your org is already sponsoring it — they don't need to enter any payment info.

If they already pay for SetBook: They'll get a notification letting them know your organization is now sponsoring their account. Their personal subscription is automatically paused — they won't be charged anymore, and they keep all their personal charts, setlists, and gigs exactly as they were.

If they're already sponsored by another org: No problem — they'll be added to your org as well. Multiple orgs can sponsor the same user. They'll see your org appear in their Orgs tab.

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Step 3 — Set Roles

Every member has a role that controls what they can do inside your org:

| Role | What They Can Do | |------|-----------------| | Owner | Full control — members, content, billing, settings | | Admin | Invite/remove members, create and edit all org content | | Contributor | View all org content, create their own personal content | | Viewer | View-only access to org charts, setlists, and gigs |

To change a role, go to Members, find the person, and select a new role from the dropdown. Only admins and the owner can do this.

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Step 4 — Build Your Shared Library

Once members are added, head to the Charts tab inside your org. Click + Add Chart to create a song that lives in your org's shared library.

Every member of your org can:

• See all org charts from their personal Charts page under the "Org" tab
• Use org charts in setlists and gigs
• View chart details including keys, notes, links (Spotify, YouTube, sheet music)

Only admins and the owner can create, edit, or delete org charts.

Setlists

Go to the Setlists tab to create setlists for your org. These are visible to all members. When you attach an org setlist to a gig, members can follow along from their personal app.

Admins can edit the master setlist. If a musician needs different notes for a specific gig (like a capo change or a different key), those changes are gig-specific and don't affect the master setlist.

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Step 5 — Schedule Gigs

Under the Gigs tab, click + New Gig to schedule a performance, service, rehearsal, or event.

For each gig you can:

• Set date, time, location, and call time
• Attach a setlist
• Assign musicians (from your member list)
• Set pay amounts (per musician or a flat rate)
• Track who's confirmed, who's paid, and who still needs to respond

Members get notified by email and/or text when they're added to a gig, and can RSVP directly from the notification.

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Billing — How It Works

SetBook org billing is per-seat, per month — you pay for each member in your organization. The more members you have, the lower the per-person rate.

Pricing Tiers

| Members | Per Person / Month | |---------|-------------------| | 1–4 members | $8.99 / person | | 5–14 members | $7.99 / person | | 15+ members | $6.99 / person |

Seats are adjusted automatically when you add or remove members — you only pay for the people currently in your org.

Example Breakdowns

Small worship team (8 members): 8 × $7.99 = $63.92/month (Compare: 8 individual subscriptions at $9.99 each = $79.92/month — you save $16/month)

Medium church band (20 members): 20 × $6.99 = $139.80/month (Compare: 20 individual subscriptions = $199.80/month — you save $60/month)

Large music ministry (50 members): 50 × $6.99 = $349.50/month

The more your team grows, the more you save compared to everyone paying individually.

Connecting to Stripe

SetBook uses Stripe for secure payment processing. When you're ready to activate your org subscription:

1. Go to the Billing tab in your org dashboard
2. Click Subscribe
3. You'll be taken to a secure Stripe checkout page
4. Enter your card or bank details
5. Once confirmed, your subscription is active and your members are immediately sponsored

You can manage invoices, update payment methods, and view billing history at any time from the Billing tab → Manage Billing (this opens the Stripe customer portal).

Your card is charged monthly on the same date you subscribed.

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Managing Members Day-to-Day

Adding a new member mid-cycle

Just go to Members → Invite. A new seat is added to your subscription automatically and prorated for the rest of the month.

Removing a member

Go to Members, find the person, and click Remove. Their seat is removed from your subscription. If they have no other org sponsor, they'll receive a 14-day grace period before needing to subscribe personally.

Transferring ownership

If you need to hand off the org account (e.g. a new worship director takes over), go to Settings → Transfer Ownership and enter the new owner's SetBook username.

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Member Experience

From a member's perspective, being part of your org means:

• They see an Orgs tab on web (or an Orgs section in the Community tab on mobile)
• All your org's charts, setlists, and gigs appear there — they don't need to search for them
• Their personal charts, setlists, and gigs are completely separate and unaffected
• They don't need to pay for SetBook as long as your org is sponsoring them
• If they're in multiple orgs, they see each one listed and can switch between them

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Questions?

If you need help setting up your organization or have questions about billing, reply to any SetBook email or reach out at [email protected]. We're happy to help you get your team set up.