How to manage multiple music groups with one Band Pencil account

Band Pencil is designed for managing one organisation per account, but you can manage multiple groups under a single account if they share the same business details. This keeps things simple, fair, and aligned with how most users run their operations.

When You Should Use Separate Accounts

We recommend separate Band Pencil accounts (with separate subscription licences) when the groups are truly distinct, for example:

• Different company numbers, tax numbers or bank accounts
• You run one group alone and another with a partner
• Groups operate as separate businesses with different finances or branding requirements

Separate accounts cannot share the same email address, so you’ll need to use a different email for each account.

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Managing Multiple Groups in One Account

If all your groups operate under the same business, you can manage them together using Services. For example:

John Doe Music Ltd manages two bands:

• Crazy Funk (8-piece function band)
• Armstrong Quartet (4-piece brass quartet)

In this setup:

• John signs up once using his company details
• Adds both groups as separate Services
• Chooses the correct Service when creating each event
• Customises communications (e.g., logos) per event
• Musicians see which group they’re performing with in the Member Portal

If the bands were separate legal entities, John would need two accounts.

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Which setup do you need - one account or multiple?

The table below summarises common use cases and whether they can be managed under a single Band Pencil account.

Scenario / Use Case	Can Be Done With One Account?	Requires Multiple Accounts?	Notes
One band (standard use case)	✅ Yes	❌ No	Designed for this.
Two groups under the same business (e.g., two bands run by one owner)	✅ Yes	❌ No	Use Services to differentiate groups.
Band + small agency setup (same company, same bank account)	✅ Yes (with limitations)	❌ No	Works, but admin can feel “busy” in one account.
Band + agency as separate businesses	❌ No	✅ Yes	Different legal entities → separate accounts.
Different company numbers / legal entities	❌ No	✅ Yes	Required for compliance, invoicing and tax info.
Different bank accounts or payment details	❌ No	✅ Yes	One account supports only one payment setup.
You manage one group alone and another with a partner	❌ Not recommended	✅ Yes	Separate accounts prevent access and privacy issues.
Two bands wanting separate client branding (but same parent company)	⚠️ Possible	✅ Yes	Upload separate logos, but one trading name and one Client Portal branding still applies.
Different tax numbers or VAT setups	❌ No	✅ Yes	Only one tax number allowed per account.
Event organiser managing multiple venues (same company)	✅ Yes	❌ No	Works via Services or custom fields.

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Limitations of a Single Account

A Band Pencil account can store only one set of:

Field	Limitation	Notes
Trading name	One per account
Billing address	One per account
Payment method	One per account	This is a free text box so additional payment methods can be listed.
Tax number	One per account	This is a free text box so additional Tax numbers can be listed e.g. UK and EU tax numbers.
Company number	One per account

Because of this, single-account setups work best when all groups share the same business details.

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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.