How I Keep My Gigs Organized: Free Schedule for Freelancers
As a full-time freelance session singer, I’m constantly managing my schedule and running around between gigs and clients. I do a lot of creative gigs including singing, songwriting, regular writing and teaching, so it’s important to keep my clients organized. I’m going to show you how I do it in case it helps you, and also give you my exact schedule template! Hopefully this will help you keep a sense of order over your day.
My Session Singing Schedule
Here’s a photo of my schedule template:
I’ll explain why I listed each thing, in case you want to re-create this for yourself. I didn’t use any fancy software here, just good ol’ Numbers (or Excel if you’re on a PC).
1). Date Started
I need to know how long my projects have been outstanding, so knowing when they came in is important. You can do this by the date they paid, the date they first contacted you, whatever works for you!
2). Client Name
I put both their stage name if they have one and their real name, so that way if they contact me using one or the other I’ll know how to find them.
3). Project Title
If you’re a musician or singer, this will likely be a song title. If you’re not, you’ll still need to call the project something, like “Logo Design for Company X.” Just have something here so that you’ll know what project they had when you’re 6 months out and have no recollection of who they are 😉
Where did the client hire you? Your own website, Fiverr, Upwork? You’ll want to know that so you know where the bulk of your work comes from. At the end of each month, I tally where I got jobs and focus my marketing efforts strategically.
What did you do for them? As a session singer, I use Lead Vocals, Lead + Harmonies, Harmonies (and how many), Songwriting, etc. If you do multiple things, you’ll need this space to make sure you know what you did for each client.
I just put the total pay before taxes/fees, but you can do the exact revenue if you prefer. I probably should do that, but I’m lazy and I don’t use this sheet for accounting as much as I use it for scheduling.
7). Date Completed
You’ll need this to make sure you’ve actually completed the gigs! It’s helpful to look at what jobs you still have outstanding and where they came in. It will also give you an idea of how long each project took when you look at the first and last columns together.
A). Rate The Client
You can organize clients by how awesome they are, and weed out ones you don’t want to work with again. If you don’t want a separate column for this, you can change the font color of the ones you don’t want to work with. This way, if they contact you again, you’ll remember them as an issue from before.
B). Personal Details
I like this one but it’s not necessary, so I didn’t include it. If the client mentions something about them, put it in this space. I have things like “Loves Skiing,” “Beatles Fan,” etc. That way, if I see a documentary about skiing or a new Paul McCartney single, I can write them and keep in touch. It’s a nice personal note, but you don’t have to do this.
C). Products Used
This would be helpful if you’re a makeup artist or you work with specific products or colors. For musicians, it’s easy to save plugins in the DAW, but this could be helpful if you need to remember it for another gig!
You can easily make your own version of my schedule, or you can get my pre-made template for free here. You’ll find it in my resource library after signing up!
Did you know that I wrote a whole book on communicating with clients? If you want to check it out, it’s right here!
I am also currently giving private consultations for session musicians. We can talk about whatever you like, whether it’s your schedule, marketing, or any other aspect of running a session business. Feel free to contact me about it here!
Do you have any other tips for keeping your schedule organized? Let me know in the comments!