Introducing SoundDocs – Accessible Production Documentation
SoundDocs: Leveling the Playing Field with Accessible Production Documentation
Picture this: You’re the only woman on a 20-person load-in crew. The patch sheet got “updated” three times overnight via fragmented text messages. The stage plot exists only in the tour manager’s head. And somehow, you’re expected to make it all work seamlessly while proving you belong there.
Does that sound familiar? If so, you’re not alone. Navigating the live audio and events industry often feels like trying to solve a puzzle where half the pieces are missing and the instructions are guarded as “tribal knowledge.”
Hi, I’m CJ Vana, and I’m the creator of SoundDocs – a cloud-based platform specifically designed for live audio and event production documentation. While I currently work as a Production Manager and A1 for a national AV company, partnering with associations and corporate clients, my journey into this industry wasn’t always straightforward. In fact, it was a series of frustrating experiences early in my career that sparked the idea for SoundDocs.
Like many, I started learning audio in high school, diving headfirst into recording and mixing with whatever free resources I could find online. I’m completely self-taught, piecing together knowledge from YouTube tutorials and forums. This background instilled in me a deep appreciation for accessible, free learning tools.
After dropping out of college, I landed in the live events world right after the end of the pandemic slowdown. Despite being eager to learn and possessing demonstrable skills, I often found myself facing skepticism – sometimes due to my age (being in my early 20s in live events audio and mid 20s when I started in production management) and sometimes, it felt, simply because I didn’t fit a certain mold. When I transitioned into freelancing from working full time at a local shop, this challenge intensified. I’d walk into other local shops, explain my skillset, my experience, and still get consistently assigned to loader duty or entry-level tech roles, even when I knew I was capable of more.
It was incredibly frustrating to constantly feel like I had to “prove myself” beyond my actual abilities, while watching critical show information remain disorganized, inaccessible, or deliberately withheld, sometimes impacting who was truly in the loop. This reliance on informal networks and guarded institutional knowledge doesn’t just hinder efficiency; it actively creates barriers for newcomers, women, people of color, and anyone who hasn’t come up through traditional or hyper-local channels. When success depends more on who you know and what private document collection you have access to, rather than your technical skill and professionalism, the playing field is far from level.
That’s why I created SoundDocs. I thought, leveraging modern technology, why are we still stuck using ugly spreadsheets and unorganized solutions for critical show documentation? Wouldn’t it be amazing if there was a free, professional resource for audio and event pros, just like the free resources that helped me learn?
SoundDocs is designed to tackle these problems head-on, bringing accessible, professional-looking documentation to everyone, regardless of experience level or network size. It’s about giving everyone, especially those who have historically felt “uninvited” from aspects of this industry, the tools to look and feel like the professionals they are.
Here’s a look at some of the features I believe can make a real difference:
- Patch Lists:
As an A1 and PM, I know how vital a clear patch list is, especially when you can’t be on-site yourself. SoundDocs allows you to create detailed patch lists, including default configurations and essential spares. You can share these documents with “view” or “edit” links, allowing seamless real-time collaboration before anyone even gets to the venue. This ensures everyone is working from the same, current information, leaving no one out of the loop. You can also export high-quality PNGs (with PDF export coming soon!).
- Stage Plots:
Our stage plot creator is intuitive and allows you to quickly lay out instruments, mics, personnel, and add custom text. Like patch lists, they offer the same collaborative sharing capabilities. This is perfect for in-house techs or tour teams needing quick, clear visual documentation that everyone can access.
- Run of Show (with Show Mode!):
I have immense respect for show callers – corporate, association, and even some festival shows wouldn’t happen without them. But I personally dislike juggling printed run sheets on my desk. Taking inspiration from other (often expensive) solutions, SoundDocs includes a Run of Show creator. The coolest part? “Show Mode.” This feature provides a real-time view link that tracks the show’s progress, with countdown timers and clear markers for the current and next cues. All available for free.
- Production Schedules:
Based on an awesome template I used with a PM I connected with earlier in my career (the one who saw skill, not just age!), our production schedule tool lets you create detailed timelines and assign tasks to different crews (Audio, Lighting, Rigging, Caterers, etc.). Again, full sharing capabilities mean everyone knows exactly what needs to happen and when.
Perhaps the most crucial aspect of SoundDocs is its foundation: it is and will always be Free and Open Source Software (FOSS). This is non-negotiable for me because accessibility is at the core of this project. While many established professionals might be willing and able to pay for software, that’s not always feasible for those just starting out or for smaller productions. SoundDocs aims to level that playing field, ensuring professional tools are available to everyone, everywhere, enabling them to present their work with clarity and competence.
Since launching SoundDocs just a few months ago, we’ve already grown to over 600 users. This rapid growth confirms that the need for accessible, high-quality documentation tools is real and widespread across our industry.
SoundDocs was built by folks who all run cables at 2 AM. We understand the challenges and the need for tools that make our jobs easier and help us shine. We believe that clear documentation isn’t just about efficiency; it’s about equity. It’s about ensuring that your expertise speaks louder than your connections, that information flows freely instead of being hoarded, and that the next generation of engineers, regardless of their background, can focus on perfecting their craft instead of cracking codes or fighting for basic information.
The SoundGirls community understands this mission implicitly. I’m incredibly excited about the potential for SoundDocs to support the work SoundGirls is doing – whether it’s providing tools for members, showcasing productions, or creating educational content around documentation best practices. I look forward to continuing the conversation and exploring how we can work together.
I hope you’ll explore SoundDocs and join me on this journey towards a more accessible and equitable live events industry for all. While never required, a donation link is available on the site, and all contributions are shared among the project’s contributors who pour their love into making this resource available.
Some of the newer and more advanced features I talked about above are only available on the beta site until there are little to no bugs being reported. You can try those out at https://beta.sounddocs.org. Or try the stable site with a few fewer features but more stability at https://sounddocs.org.
SoundDocs will always be FOSS software and donations are never required but, if you are able, there is a donate link on the home page of the site. Donations go towards buying developers coffee and keeping the server running.
About the Author: CJ Vana is a Production Manager and Audio Engineer based in the US, specializing in corporate and association events. A self-taught audio professional, CJ is passionate about creating accessible tools and fostering equity in the live events industry, leading to the creation of the free and open-source platform, SoundDocs.