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Help · club owners

Set up your club in the right order.

Create the public club page, choose how bookings work, build the weekly rhythm, and then work the roster. This guide follows the order you will use in HostArtists.

Create a club See how HostArtists works

The short path

One setup flow. Two ways to work.

The Simple schedule screen is the quickest route from opening hours to a usable roster. Advanced management stays available when the club needs more control.

  1. 01

    Create the club

    Add the public identity, Second Life location, images, and basic booking settings.

  2. 02

    Set the weekly rhythm

    Choose days, SLT hours, set lengths, roles, and Manager coverage.

  3. 03

    Fill and publish

    Assign accounts or guest names, review the draft, then release the dates.

02 · Booking model

Choose what an open position means.

Set this when you create the club, or change it later in Edit club or Advanced management → Release. It controls how an open DJ, Host, Live Singer, or Manager position gets filled.

Staff assign

Club managed

Only the owner or authorised club staff assign people. Open positions are for your management team to fill.

Best for: a curated roster or a club that already works from its own bookings list.

Claim instantly

Self booking

Eligible performers can claim a released open position. HostArtists checks the role, capacity, deadlines, conflicts, and scheduling rules first.

Best for: a club that wants performers to take available slots directly.

Staff approves

Reservation

An eligible performer reserves a released position. It stays pending until a Club Owner or authorised Schedule Manager approves or denies it.

Best for: a club that wants applications in the schedule without giving up the final decision.

03 · Performer access

Decide who is allowed to book open slots.

Booking mode answers how a slot is claimed. Performer access answers who may claim it. The two settings work together.

All HostArtists role holders

Any active account with the matching DJ, Host, Live Singer, or Manager role can claim or reserve an eligible open position.

Approved club performers

The performer must have the matching global role and separate approval for this club. Use this when you require a club application, audition, or roster invite first.

04 · Weekly pattern

Build the schedule from the hours you already use.

Open the Simple schedule screen from the club or use the Pattern tab in Advanced management. Everything in the pattern is entered in SLT (America/Los_Angeles).

  1. Choose the days

    Select Monday–Friday, every day, the weekend, or a custom combination. Each selected SLT day receives the same pattern.

  2. Set the opening window

    Choose when the club opens and closes. The builder calculates the number of complete sets before you save.

  3. Choose the set lengths

    Set the first set and following sets to 1, 1.5, or 2 hours. A longer first set is supported when the remaining window still fits exactly.

  4. Choose the positions

    Select DJ, Host, and/or Live Singer for every set. Add Manager coverage as one longer shift over 3 sets, 4 sets, or the full opening.

05 · Roster

Fill each position without rebuilding the pattern.

After you generate a period, the schedule is a table: time, set, DJ, Host, and Live Singer, with Manager coverage shown separately. Click the position you want to work on.

ActionWhat it does
Use an accountChoose a HostArtists account that has the matching role. This connects the booking to the performer profile and calendar.
Use a name without an accountChoose Name without account for an existing roster member who has not joined yet. The name is shown in the schedule without inventing a profile.
Choose how far it appliesUse Only this date for a one-off assignment, or Every week / Every 2 weeks from this date for a recurring assignment when that option is available.
Keep one-off changes localRemove this date to clear a single dated assignment. It does not delete the recurring assignment or alter future weeks.

06 · Generate and release

Treat a draft and a published programme differently.

Generating creates dated schedule periods from the recurring pattern. A draft stays inside club management so you can fill the roster and resolve open positions before visitors see it.

  1. Generate a period

    Use Build & generate next 2 weeks in the simple builder, or choose the start and end dates in Advanced management → Release.

  2. Fill and review

    Check the dated table, permanent assignments, open positions, pending reservations, and any conflicts or call-outs.

  3. Release the period

    Publish the period only when it is ready. Only released periods expose public occurrences and open booking positions.

  4. Choose the cadence

    Weekly, biweekly, monthly, or manual release rhythm controls how you plan the next periods.

07 · Weekly maintenance

Change one night without breaking the next one.

The recurring pattern is the default. Dated assignments and call-outs are the exceptions. Work at the smallest level that matches the change.

A regular performer is away

Open that dated position, choose Call out this date, add an optional reason, and assign a replacement if you have one. Future recurring editions remain intact.

The whole week is different

Edit the weekly pattern only when the regular rhythm has changed. Use Advanced management for custom time blocks or rules.

A performer requests a slot

Open Requests to approve or deny pending reservations when the club uses Reservation with approval.

A roster member joins or leaves

Use Performers to approve or revoke club access, and use Team & rules to manage club staff separately.

08 · Publish elsewhere

Keep HostArtists as the schedule source of truth.

Once the club page and roster work, connect the public programme to the places your community already visits. These integrations are optional.

WordPress plugin

Embed the public club schedule on the club website with the official HostArtists schedule plugin.

Read the WordPress setup

Discord bot

Publish released public occurrences as Discord Scheduled Events and keep announcements aligned with the HostArtists schedule.

Read the Discord setup

Ready to begin?

Create the club, then start with one simple week.

You can add detail later. The first useful version is a clear club page, a workable weekly rhythm, and a released programme your community can find.

Create a club