Invite Guests to Events – Soloists, Conductors and More

Why Guests Are Essential at Choir Rehearsals and Concerts

Choir work thrives on collaboration. Whether it's the soloist enriching the Christmas Oratorio, the guest conductor bringing fresh perspectives to rehearsals, or the pianist accompanying the dress rehearsal – external contributors are an integral part of choir life. Yet integrating them into event planning has often been cumbersome: separate emails with sheet music attachments, WhatsApp messages with event details, and the constant question of whether all information has actually been received.

With the new guest feature in Chorilo, this chaos is a thing of the past. External contributors can now be invited directly to individual events and receive access to all relevant information – just like regular ensemble members, but without having to permanently join the ensemble.

Who Benefits from the Guest Feature?

The applications are diverse and cover almost all situations where external people participate in choir events. Soloists engaged for a specific concert program can view all sheet music and know exactly when and where they are expected. Guest conductors leading a rehearsal or concert have access to the program and can prepare optimally. Instrumentalists such as pianists, organists, or other musicians see the sheet music and event details relevant to them.

The feature is also ideal for voice coaches invited to individual rehearsals or for fellow choir directors collaborating on a joint project. Even former members who want to sing along for a special concert can be easily integrated.

How the Invitation Works

Inviting guests is remarkably simple. In the participant list of an event, administrators and moderators find a button to invite guests. With just a few clicks, they enter the name, email address, and optionally a voice part. If a Chorilo account already exists with that email address, the person is invited directly. Otherwise, a new account is automatically created and the login credentials are sent along with the invitation.

Particularly practical: A voice part can be assigned directly during the invitation. This way, the invited soloist appears as a tenor in the voice distribution, for example, and the choir director can see at a glance how the lineup is composed – including all guests.

What Guests Can See and Do

Invited guests receive access to all essential information about the event. They see the date, time, and location of the event and can confirm or decline their attendance. The sheet music assigned to the event is available to them, allowing optimal preparation. In the mobile app, guests can even save sheet music offline and add annotations.

The comment function is also available to guests. They can ask questions, clarify organizational details, or leave important notes. This way, all communication around the event takes place in one central location.

In the app's event list, guest events are marked with a corresponding badge, making it immediately clear which events you have been invited to as a guest.

Full Integration into Voice Distribution

A special highlight is the integration of guests into the voice distribution. When a guest is invited with a voice part and confirms attendance, they automatically appear in the overview of participating voices. The choir director sees not only that eight sopranos and six altos have confirmed, but also that the invited tenor soloist is attending.

This transparency is particularly valuable for concerts with mixed lineups of choir members and external contributors. At a glance, it's clear whether all required voices are covered.

Notifications and Reminders

Guests are informed just as reliably as regular members. They receive an invitation via email with all important details and can activate push notifications in the mobile app. Event reminders are sent automatically, ensuring nobody misses an important date.

Even when changes are made to the event – whether a rescheduling, a new location, or additional sheet music – guests are automatically notified. The days of laboriously informing external contributors about changes by phone are over.

Privacy and Control

The guest feature was developed with careful attention to privacy and control. Guests only see the events to which they have been explicitly invited – not the entire ensemble or other events. They cannot view member lists and have no access to internal ensemble information.

Inviting and removing guests is reserved exclusively for administrators and moderators. This way, you maintain full control over who has access to your events.

Practical Application Examples

Imagine your choir is preparing a performance of an oratorio. For the solo parts, you have engaged a soprano and a baritone who are not part of the ensemble. With just a few clicks, you invite both to the dress rehearsal and concert, assign their voice parts, and link the relevant sheet music. The soloists receive their invitations, can confirm, and immediately have access to all the information they need.

Or consider the situation where your regular choir director falls ill and a colleague steps in at short notice. Instead of hectic phone calls and email chains, you simply invite the guest conductor to the event. They see the planned program, the participant list, and can coordinate with the board in the comments.

The feature is also ideal for workshops and voice training sessions. The external voice coach is invited to the corresponding event and has all information at hand without having to permanently become a member of the ensemble.

Seamless Integration into Chorilo

The guest feature integrates seamlessly into the existing Chorilo ecosystem. Guests use the same app and the same web interface as regular members. They benefit from all the advantages of the platform – from the PDF viewer with annotation function to the clear event display.

For choir directors and administrators, the new feature means less organizational effort and more overview. All participants of an event are gathered in one place, all information is centrally available, and communication runs through a single channel.

Try It Now

The guest feature is available to all Chorilo users. Try it at your next event with external contributors and experience how easy collaboration with soloists, guest conductors, and other guests can be. Your external partners will appreciate the professional organization – and you save valuable time that you can invest in the music.