Docs & Help
Mainstay AV runs event staffing end to end: book and dispatch crew, plan the room, quote the job, and get paid. This guide covers the two ways people use it — running an event company, and working as crew — plus answers to common questions. Questions we didn't cover? hello@mainstayav.com.
On this page: For event companies · For crew · FAQ
For event companies
The admin app is where you run the business. Sign in at app.mainstayav.com (works on desktop and phone). A typical job flows top to bottom:
1. Set up your workspace
In Settings, set your display name and timezone, connect payments (Connect with Stripe — add your bank in Stripe's secure flow, no keys to copy), and invite teammates (admins or dispatchers) under Team.
2. Build your roster and clients
Add your crew in Roster (name, contact, skills) — each gets a login to the crew app. Add the companies you staff for in Clients; each client can get a portal login to see their events and invoices.
3. Create an event
In Events, create a job with the venue, date, and times, and assign a client. Everything else — dispatch, schedule, quoting, billing — hangs off the event.
4. Dispatch crew
In Dispatch, add the roles you need and send offers to crew. They accept or decline from their phone; confirmed crew fill the roster for the event. Stale offers expire automatically so nothing sits open.
5. Plan the room and quote it
In Layout, drag stage, speakers, LED wall, cameras, and crew onto a floor plan. As you add elements the quote updates live from your Pricing list. Send the quote to the client for approval — an approved quote becomes an invoice.
6. Schedule, media, and check-in
Schedule lays out the day (load-in, doors, breaks). Media holds stage plots and on-site photos, assigned per client and event. Crew check in and out on site, and their hours feed timesheets.
7. Money
Money shows what's billed and paid per event. Send an invoice by email (with a PDF attached) or charge the client's card through Stripe; pay your crew via direct deposit once their payout account is set up. The "View & download in your portal" link in an invoice email takes the recipient straight to it.
8. Track the pipeline
Pipeline is a simple sales board — track prospective events from first lead through Contacted, Quoted, and Won, with an estimated value on each.
For crew
The Mainstay AV Crew app is how you get gigs and get paid.
- Install & sign in. Install from the App Store (iOS) or Google Play, and sign in with the email and password your dispatcher set up. Tap Forgot password? on the login screen if you need to reset it.
- Offers. New gig offers appear under Your offers — tap Accept or Decline. Accepting books you for the event.
- Availability. Add the windows you're free so dispatchers know when to send you offers.
- Payouts. Tap Set up payouts to add your bank via Stripe's secure flow — once complete, you're paid by direct deposit after a job.
- On site. Check in and out to log your hours, and attach event media (stage plots, on-site shots) from your phone.
FAQ
How do I reset my password?
On the sign-in screen tap Forgot password? and follow the emailed link. Admins can also re-issue a login from the Roster or Team screens.
Does it work on iPhone and Android?
Yes. The crew app runs on both. The admin app runs in any modern browser on desktop or phone at app.mainstayav.com.
How do payments and payouts work?
Payments run through Stripe. You connect your own Stripe account, so client payments land in your account and crew are paid by direct deposit. Mainstay never holds your money.
Is my data secure?
Each company's data is isolated to its own workspace, and everything is encrypted in transit and at rest. See our Privacy Policy for details, and Data Management to export or delete your data.
Can other event companies use Mainstay AV?
Yes — it's built for it. Any AV or event company can run its own isolated workspace with its own crew, clients, branding, and Stripe account. To get set up, email hello@mainstayav.com.
I still need help.
Email hello@mainstayav.com and we'll get back to you.