Groups and sharing

Overview

A group is a shared library for your band, team, or ensemble. Songs and setlists that belong to the group are visible to every member, and roles decide who can change them.

You can also share a single song or setlist with someone by email without a group. Both paths are covered here.

Personal vs group content

Anything you create while the scope is set to Personal lives in your personal library, visible only to you. Content in a group is shared:

• Every member can open it
• Changes are visible to everyone as soon as they save
• Roles control who can edit and who can only view

The scope switcher in the top bar filters your library between Everything, Personal, and each group. A "Showing:" line under the page header confirms the current scope.

Keep personal for work in progress and material only you need. Use groups for anything the band rehearses from.

Roles

Every group member has one of four roles.

Owner

Full control. Owners can invite and remove members, change roles, rename the group, move content in and out, and delete the group. A group can have several owners, and the person who creates it is the first.

Can edit

Contributes to the library. Can create and edit songs and setlists in the group and import songs into it. Deleting a song or setlist is reserved for its owner. This is the role for your core team.

Setlists only

Manages the running order without touching charts. Can create and edit setlists and add or remove songs from them, and can view every song, but cannot edit charts or arrangements. Good for a service coordinator or band leader who plans sets.

This role appears as Setlists on the member list and Can edit setlists on group cards.

View only

Can open everything but change nothing. View-only members can read charts, use Stage mode and practice tools, transpose for their own screen, and export PDFs. Good for subs, guests, and anyone who only needs to read along. New invites default to this role.

Creating a group

1. Open Groups in the navigation.
2. Enter a name in the field at the top and choose Create group. Use the band's real name so invites make sense to the people receiving them.
3. Open the group to manage members and content.

The number of groups you can belong to depends on your plan. See Account settings.

Inviting members

Only owners can invite.

1. Open the group.
2. Type an email address in the Add people by email field.
3. Choose a role: Can edit, Setlists only, or View only.
4. Choose Send invite.

The invitee receives an email with a link. If they do not have an Akordo account yet, they create one along the way. Invites also appear on their Invites page in the account menu, where they accept or reject.

Pending invites

Pending invites are listed with the members. To cancel one, use its Cancel invite button. To resend, send a new invite to the same address; it replaces the pending one.

Invites expire after 7 days. A group can hold up to 100 members and pending invites combined.

Moving content into a group

Open the song or setlist, choose Share from its actions, and expand Ownership & permissions. Pick the group and choose Move to group. Anyone who owned the item personally becomes a collaborator with edit access.

Move to personal takes an item back out of a group. Collaborators keep their access.

You can also create songs and setlists inside a group directly: pick the group as the owner when creating a setlist, or switch the scope to the group before creating a song.

Sharing a single song or setlist

You do not need a group to collaborate on one item. Choose Share on the song or setlist:

• Invite someone by email as Can edit or View only
• Current access lists everyone with access, with their role and whether their invite is still pending. The owner can change roles, remove people, or cancel invites.
• Ownership & permissions lets the owner allow re-sharing, so collaborators can invite others at or below their own access, and transfer ownership to another person.

Sharing a setlist gives the recipient access to the songs in it. When someone's access to a song comes only through a setlist, the setlist owner removes them from the setlist to take it away.

There are no public links. Everyone you share with needs an Akordo account.

Managing the group

Changing roles

Owners change any member's role from the drop-down beside their name. Promoting someone to Owner is how you add a second owner or hand the group over. Changes take effect immediately.

Removing members

Use Remove member beside a name. They lose access to group content. Their personal library is untouched.

Renaming

Owners can rename the group with the pencil beside its name.

Leaving

Choose Leave group to remove yourself. You lose access to the group's songs and setlists. A sole owner cannot leave; promote another owner first. You also cannot delete your account while you hold the Owner role in any group, so ask another owner to change your role or delete the group beforehand.

Deleting the group

Owners can delete a group from the Danger zone. Akordo asks what should happen to the group's songs and setlists:

• Move to my personal library keeps everything under your account
• Delete all content with the group removes it permanently. Songs and setlists deleted this way do not go to the Deleted list and cannot be restored.

A typical band setup

1. Create the group with the band's name.
2. Move existing songs and setlists in, or import straight into the group.
3. Invite the band: Can edit for people who maintain charts, Setlists only for whoever plans the sets, View only for subs.
4. Build setlists in the group so everyone sees them.
5. Agree conventions: who owns edits to each song, how arrangements are named, and how setlists are named.

Best practices

• One source of truth. The group's version is the current version. If someone has an old PDF, they open the group.
• A setlist per event. Even for repeat material, an event setlist locks in the arrangements and becomes a record once you mark it completed.
• Export a backup of key setlists before a gig in case the venue has no signal.
• Tidy up. Archive completed setlists and delete test charts so the library stays scannable.

Next steps

• Setlists to plan events in the group
• Songs for per-song sharing details
• Account settings for group limits and account deletion rules