For orchestras & personnel managers
Stop playing phone tag. Send the cascade.
Sunday evening, your second horn just texted out, and Monday rehearsal is in 14 hours. Open FillCue, click send, and go to bed. By morning the position is filled.
15 minutes · Configured for your sections · No pressure
Brahms 4 · Mon 7 PM
LIVE- MKSending
Maria K. · Tier A
Sending now
- JRUp next
James R. · Tier A
Up next
- APUp next
Aisha P. · Tier B
- DLUp next
Devon L. · Tier B
Section subs queued · CBA-compliant order
3 min elapsed
The difference is immediate
- 📞 7:45am — Call #1, no answer
- 📱 8:02am — Text #2, not available
- 📧 8:19am — Email #3, waiting
- 📋 Check spreadsheet for #4
- 😤 10:30am — still no confirmation
- ⏰ Hours of your morning: gone
- ✅ 9pm — Open FillCue, click Send
- ✅ Outreach runs automatically in order
- ✅ Declines advance to the next sub
- ✅ No manual follow-up needed
- ✅ 7:15am — Wake up to "Position filled"
- ✅ Full audit trail logged automatically
Try it
Press send. Watch the cascade run.
Four section subs decline or don’t answer. The fifth accepts in under nine seconds — in CBA-ranked order, with the audit trail building automatically. This is what your subs will actually see on their phone.
Operator view
Brahms 4 · Mon 7 PM
- EHUp next
Elena H. · Tier A
- RBUp next
Robert B. · Tier A
- SKUp next
Sofia K. · Tier B
- MJUp next
Marcus J. · Tier B
- AWUp next
Anya W. · Tier C
Press Send cascade to start
Contact view
—
Press Send cascade — you’ll see what each contact gets.
This is a simulation — no one is actually being texted.
See your ROI in 30 seconds
Most PMs recover the cost in the first week.
Adjust the sliders to see how FillCue pays for itself.
Assumes FillCue reduces scheduling overhead by ~70%. Coordinator plan at $199/month.
See FillCue in Action
Watch how FillCue replaces the coverage scramble with one dashboard. 3 minutes.
Three Modes for Every Situation
Different timelines call for different strategies.
Sequential Mode
Use when: 24-48+ hours before the gig
- ✓Contacts your ranked list one at a time
- ✓Waits for response or timeout, then moves to next
- ✓Get your #1 choice first
- ✓Time to fill: 2-6 hours (depends on response times)
Emergency Mode
Use when: Need someone in the next 2-4 hours
- ✓Contacts your entire list at once
- ✓First to accept gets the gig
- ✓Set a window from 30 minutes to 72 hours
- ✓Time to fill: Minutes
Available on the Coordinator plan.
Scheduled Mode
Use when: You want to plan ahead
- ✓Schedule outreach for a specific date and time
- ✓FillCue launches automatically when the time comes
- ✓Plan coverage days or weeks in advance
- ✓Launch early with one click if plans change
Sequential dispatch is CBA-compliant. Blast-notify isn’t.
Most orchestra CBAs require vacancies to be filled by offering positions in ranked order from the substitute list. Sending a blast notification to your entire sub list simultaneously means the fourth-choice musician could accept before the first-choice sees the message — a direct CBA violation.
FillCue’s sequential cascade contacts subs one at a time in your ranked order, waits for a response, then moves to the next. Every step is timestamped. The audit trail is downloadable in one click.
FillCue doesn’t just save time — it protects you from grievances.
PM Power Tools
Everything a personnel manager needs to fill positions faster and prove it.
Section-scoped sub lists
Organize contacts by instrument section. Each section has its own ranked list. Viola subs never see horn openings.
Reliability leaderboard per section
See who accepts, who declines, and how fast they respond. Scores update automatically after every outreach.
Reusable templates per section
Save outreach configs for recurring gigs. "Monday rehearsal sub" or "Concert week emergency" launch in one click.
CBA Compliance PDF in one click
Download a timestamped report showing contact order, who was offered, response times, and outcomes. Ready for board review.
Manual response override
Musician calls you instead of clicking the link? Record their response in one click. Tracks phone, text, email, and in-person responses.
API keys and webhooks
Connect FillCue to your internal systems. Get real-time webhook events for every offer sent, accepted, or declined.
Team access for up to 5 members
Invite your PM assistant, music director, and operations staff. Role-based access controls who can send and who can view.
Scheduled outreach
Know you need a sub for next Friday? Set up the outreach today and schedule it to launch Tuesday morning.
Built for real orchestra workflows
- Section-scoped sub-lists with drag-and-drop ordering
- Sequential outreach with zero double-bookings
- Emergency blast mode for last-minute fills
- One-click accept/decline for musicians (no account needed)
- Automatic timeout and list advance
- Pause, skip, or restart any outreach mid-run
- Real-time dashboard with live status updates
- Full offer history and audit trail for every gig
- CBA Compliance PDF download in one click
- Default pay rates per section, overridable per position
- Manual response override for phone/in-person confirmations
- Multi-user access for PM, office, and conductor
What your contacts see
No app. No account. No friction.
Email offer
SMS offer
They accept
Simple email with all the details
- ✓Title, venue, dates, times, and pay rate
- ✓One-click Accept or Decline buttons
- ✓Urgent requests show a live countdown timer
- ✓No account, no app, no password needed
After they respond
- ✓Accept: the gig goes straight to their calendar (ICS download)
- ✓Decline: they can share a reason (schedule conflict, pay, etc.)
- ✓Call you instead of clicking? You record it with one click
- ✓They can set their own availability calendar (no login needed)
Built for the work, not the demo
FillCue is early — but the things that matter when you trust software with a workflow are already in place.
Every cascade is logged
Full audit trail per outreach — who was contacted, when, on which channel, and how they responded. Exportable as a compliance PDF.
TCPA-aware messaging
Opt-in checkboxes start unchecked. Every SMS includes STOP language. Inbound STOP/HELP handled automatically per Twilio guidelines.
Per-organization isolation
Postgres row-level security scopes every read and write to your organization. Encrypted at rest. Webhooks signed and verified.
Transparent pricing
Coordinator plan recommended for orchestras. Unlimited requests, real-time dashboard, emergency mode.
A request = one automated search for coverage across your backup list. Whether FillCue contacts 3 people or 20, it’s one request.
For occasional coverage
Save $20/yr
- 10 requests per month
- Up to 25 contacts
- Email & SMS outreach
- $7.99 per additional request
For solo professionals
Save $40/yr
- 30 requests per month
- Unlimited contacts
- Email & SMS outreach
- Removable branding
- $7.99 per additional request
For teams and high-volume users
Save $398/yr
- Unlimited requests
- Unlimited contacts
- Email & SMS outreach
- Emergency mode
- Removable branding
- Priority support
- API keys & webhooks
Or start free — 2 lifetime requests, no credit card required. Start free →
Making the case to your board
Need to get budget approval? Here are the numbers that matter.
- If your PM spends 3 hours/week on sub coverage at $40/hour, that's $6,240/year in labor alone.
- FillCue Coordinator costs $1,990/year. One week of saved PM time pays for the entire year.
- Every unfilled chair costs the orchestra a pro-rated musician fee with no performance value.
- Full audit trail and CBA compliance PDF for every outreach. Board-ready documentation.
See It In Your Context.
We’ll walk through your actual section structure, run a live outreach demo, and answer your team’s questions. All in 15 minutes.
- ✓Configured around your actual sections
- ✓Live outreach demo with real musician flow
- ✓Migration path from your current process
- ✓No pressure, no sales pitch
Or start immediately:
Join Waitlist →