How to manage multiple music groups with one Band Pencil account

Band Pencil is primarily designed for managing one organisation per account. However, it's possible to manage multiple groups or bands under a single account with some limitations. We designed Band Pencil this way because it aligns with how most users manage their groups. It also ensures fair use of our software while keeping it simple and user-friendly.

Recommendation for Separate Accounts

If your organisations are entirely distinct, we highly recommend keeping separate Band Pencil accounts with different licenses. This is particularly important if:

• The organisations have different company and tax numbers or seperate bank accounts.
• You manage one group independently and another with a partner.

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Managing Multiple Groups in One Account

Although Band Pencil is designed for single organisations, you can manage multiple bands or services under one account. Here's how it works, using a fictional example.

John Doe operates two bands:

1. Crazy Funk – An 8-piece funk function band.
2. Armstrong Quartet – A 4-piece brass quartet.

John establishes a limited company, John Doe Music Ltd, to manage both bands.

Step-by-Step Setup

Sign Up:

Use any email address (e.g., john@johndoemusicltd.com or enquiries@crazyfunk.com). Provide the trading name (John Doe Music Ltd), billing address, payment information, and company/tax numbers (if applicable).

Add Services:

List Crazy Funk and Armstrong Quartet as separate services offered by John Doe Music Ltd and upload a unique logo for each group.

Event Management:

Create events in Band Pencil for client bookings. Select the relevant service (e.g., Armstrong Quartet) for each event. Then customise invoices and communications by changing the logo to the band’s logo. Inform clients that John Doe Music Ltd is the official trading name for the group.

Member Portal:

Musicians will log in to the Member Portal under John Doe Music Ltd and for each event, they will see the specific service they’re performing under (e.g., Crazy Funk or Armstrong Quartet).

Please note... If John Doe operates Crazy Funk and Armstrong Quartet as two distinct companies (they have different company numbers, different bank accounts etc.) John Doe will need to have two seperate Band Pencil accounts to manage each of his companies.

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Limitations of a Single Account

When managing multiple groups under one account, keep the following in mind:

Field Option	Limitation
Trading Name	Only one trading name can be used.
Billing Address	Only one billing address can be stored.
Payment Information	Only one payment setup is allowed.
Tax Number	Only one tax number can be associated.
Company Number	Only one company number can be listed.

 

While Band Pencil supports managing multiple groups within one account, it’s best suited for situations where the groups share common administrative details.

For distinct organisations with different legal or financial requirements, separate Band Pencil accounts are necessary. If you have unique needs or need guidance on the best setup for your operation, don’t hesitate to contact our support team.