Choirs & Ensembles

Choirs list (all your choirs)

See all choirs you are a member of, with your role, the number of members and the subscription status. From here you open members or choir settings.

Create a new choir

Set up your choir in Theatilo: enter name, type, colour and address, done. The setup then guides you through bank details, voice parts and functions.

Edit choir details

Adjust your choir's name, address, time zone, description, colour, logo, bank details and basic settings. Once saved, they apply for everyone.

Delete a choir

Delete your choir with all its data from Theatilo for good when it is no longer needed. Only administrators can do this, and it cannot be undone.

Setup wizard (set up your choir)

After you create a choir, the setup wizard guides you through basic settings, bank details, voice parts, ensemble functions and the chart of accounts.

Your choir at a glance (Ensembles panel)

Via Ensembles in the sidebar you reach everything that belongs to your choir: members, contacts, cash book and choir settings, depending on your permissions.

Link your choir to a choir association

Assign your choir to a choir association. With managed associations you send a membership request; the association confirms it and receives totals.

Referral code (recommend Theatilo to other choirs)

Recommend Theatilo to other choirs with a referral code or link. When a referred choir takes out a subscription, your choir gets 50 % of its first payment.

View the member list

See all members of your choir in a table with voice part and ensemble function. Search, filter and sort the list, and open individual members.

Filter members (voice part, ensemble function, custom fields)

Find members quickly: filter by voice part, permission group, ensemble function, birthday month, entry date and custom fields, also combined with search.

Add a member directly

Create a new member directly in your choir. Active members receive their login details by email, passive members don't need an email address.

Generate & share an invitation link

Create an invitation link that lets new members join your choir by themselves. If you like, you approve every sign-up before it gets access.

Import members via CSV/Excel

Import whole member lists from CSV or Excel files. Ideal when switching from another tool or when you already have a member list for your club.

Add missing events

Add a member to upcoming events they are missing from, for example after joining. They get the events with the response “Pending” or directly “Attending”.

Edit a member (details, voice part, role)

Change a member's name, contact, voice part, permission group, status and custom fields in the side panel of the member list. Changes apply once saved.

View a member profile

Open a member from the member list and see their details, ensemble functions, singing career, event attendance and the files stored for them.

Remove a member

Remove a member from your choir for good and delete their member data. If the membership should only be paused, set the member passive instead.

Copy or move a member between choirs

Take a member from the children's choir into the main choir or between related choirs. Address, IBAN and details come along, the voice part is matched.

Approve new members (join requests)

Approve new members who joined via the invitation link. That way you decide who gets access to your choir before they can see anything.

Maintain the singing career (previous choirs)

Enter a member's previous choirs with their periods. Theatilo uses them to calculate the total singing years, the basis for membership anniversaries.

Export birthdays

Download your choir's birthday list for a year as Excel, CSV or PDF, with age, milestone birthdays and contact details for sending congratulations.

Export anniversaries & wedding anniversaries

Export membership anniversaries and wedding anniversaries for a year as Excel, CSV or PDF. The basis for honours and congratulations in your choir.

Export attendance

Download the attendance report for a year as Excel, CSV or PDF: accepted, declined and open responses per person, with the attendance rate.

Manage voice parts (soprano, alto, ...)

Define which voice parts exist in your choir: names, abbreviations and order. Voice parts determine the groups in events, sheet music and attendance.

Choir functions (director, music librarian, ...)

Use club functions such as choir director, music librarian or treasurer and create your own. Functions show who takes on which task in the choir.

Create custom member fields

Create your own fields for the member profile, such as clothing size, keys or membership number. They appear in the profile, the import and as filters.

Manage permission groups

Create permission groups and control who may do what in your choir: create events, manage sheet music, keep the cash book or edit members.

Permissions overview

Which permissions exist in Theatilo, and how do you check what a permission group may do? An overview of all areas, from members to the board.

Choir files area

In Files your choir keeps shared documents such as statutes, minutes and contracts, organised in folders and with permissions per folder.

Create folders

Create folders and subfolders in your choir's file storage and sort documents, minutes and concert material, with their own permissions if needed.

Upload files

Upload documents, PDFs, images and videos to your choir's file storage, with the Upload button or by dragging and dropping them straight into the window.

File versions

Theatilo keeps earlier versions of your choir files for 7 days. That way you can undo an accidental overwrite and get your previous version back.

Trash (restore files and folders)

Deleted choir files and folders stay in the trash for 7 days. From there you can restore them or delete them permanently.

Activate your choir's public website

Put your choir's public website online: with its own address, description, events and news. If you like, under your own domain as well.

Edit your public website's content

Maintain description, logo, theme colour, news and the events shown on your choir website, and embed your events on your own existing homepage.

Connect your own domain (e.g. www.my-choir.com)

Connect your own domain, such as www.my-choir.com, to your choir's Theatilo website. Once it is verified, the SSL certificate is added automatically.

Subscription overview

See your choir's subscription status, take out a subscription, book the bank account connection, manage sub-ensembles and download invoices.

Change plan (monthly ↔ yearly)

Switch from the monthly to the annual subscription, book the bank account connection or a sub-ensemble. You switch to the annual plan yourself.

Change payment method

Add or change the payment method for your choir's Theatilo subscription in the Stripe billing portal, for example SEPA direct debit or a card.

View & download invoices

Invoices for your Theatilo subscription are in the Stripe billing portal. Invoices for payment by invoice are downloaded as PDF on the subscription page.

Abonnement kündigen

Activate the banking add-on

Book the bank account connection and link your club account to the cash book. Transactions arrive in the cash book automatically as suggestions.

Cancel the banking add-on

Cancel the bank account connection at the end of the billing period. Existing entries stay in the cash book; only the automatic transaction fetch ends.