Frequently Asked Questions

General

Purchasing

What forms of payment do you accept?
Ultimate Drill Book accepts checks, credit/debit cards, and purchase orders.

How do I get an invoice from you to get a purchase order started?
The quickest way to get an invoice is to place an order online. The order form will prompt you for everything that we need to generate an invoice. You will receive the invoice within 24 hours of submitting your order.

If you require a different payment arrangement, please contact us.

What if I don’t have enough time to get a purchase order before band camp starts?
When purchasing our products, you have the option to defer payment by signing the UDB Contract. If you choose that option on the order form, you will be required to provide the name and email address of an additional school/ensemble representative.

Once your order is submitted, you will receive a digital contract via DocuSign that you and the secondary representative will sign. Once we receive the signed contract, we will put your order into production and you will have 30 days to pay for your products.

Can I pay up front with a credit card?
If you are purchasing UDBapp licenses, yes. If you are purchasing Ultimate Dot Books, Ultimate Drill Books, or Ultimate Director’s Books, you are required to defer payment with the UDB Contract. The UDB Contract allows us to begin production of your books as quickly as possible while ensuring that we charge the correct amount for shipping.

If I am not able to pay invoices until the fall, can I still use UDB?
Yes! You can defer payment by up to 30 days with the UDB Contract. If you need more time, please contact us and we’ll be happy to work with you.

Discounts

Do you offer any discounts?
Yes! Our partnership with Perform America-TX, LLC (PAT) allows you to get 50% off of UDB products when you travel with them in the same school year that you use UDB. The discount comes in the form of a rebate through PAT.

To learn more about Perform America-TX, LLC and book travel with them, you can visit their website, www.perform-america-tx.com

COVID-19 Considerations

If my marching band season is cancelled, what happens to my subscription?
UDBapp licenses are active for one calendar marching season – Fall to the following Summer. If your marching band season schedule for Fall 2020 is cancelled, we’ll happily roll over your subscription to start in Fall 2021.

UDBapp

Purchasing

How much does UDBapp cost to download?
UDBapp is a free download from the iOS and Google Play app stores. However, to get an account for your ensemble, you’ll need to purchase a license for each user that you want to have access. UDBapp licenses start at $10/user per year.

Do I have to pay a separate director or ensemble fee?
Nope! There is no additional fee.

Is there a separate app for directors?
No, but directors have access to more features than regular users. Directors are able to manage their ensemble by adding and removing members, renaming drill, managing the calendar, updating attendance records, and enabling Smart Access features.

Do I need to purchase a UDBapp license for my drill writer?
Drill writers do not need their own UDBapp license to upload drill to your ensemble.

How long does it take to get my access to my UDBapp licenses?
Once we have received payment, a purchase order, or your signed UDBapp contract, your licenses will be activated within 24 hours.

Can I renew my account from last year?
We are releasing significant updates to our app and server in 2020, so all users will be required to create a new account.

How long is my account active?
Your account is active for the duration of the 2020-2021 school year.

Can UDBapp be used for Indoor Ensembles?
Yes! Your UDBapp licenses are good for the 2020-2021 school year and we encourage you to use it with as many ensembles as you have in your program – marching band, indoor, parades, etc.!

Device Recommendations

What devices and operating systems are supported?
UDBapp is supported on devices running iOS 9.3 or later and Android 5.0 or later. Recommended devices and operating systems are below.

iOS
iPad Mini 4 or later
iPad Air 2 or later
iPad Pro 2017 or later
iPhone 6 or later
iPod touch 6th generation

Android
Android phones running Android 7.0 or later
Android tablets running Android 7.0 or later

Training

Are there video tutorials available online?
Yes! You can see all of our tutorials here.

Is training available?
Yes!  We offer free online training sessions for directors, students, and staff that covers set-up, teaching tips, and rehearsal optimization using UDBapp.  Please contact us to set up a session for your band.

Account Management

I forgot my password. Help!
No worries! From the sign in screen, tap ‘Forgot Password’ and enter your email address associated with your account. Create your new password and enter the verification code that was emailed to you and click ‘Continue.’

How do I change my password?
Once you’ve logged into UDBapp, follow these steps to change your password:

1) Navigate to the Home Screen and Tap ‘Settings’
2) Tap ‘Profile’ and then tap the pencil icon in the top right corner
3) Tap the ‘Change Password’ Icon at the bottom of the screen and a verification code used to change your password will be sent to the email address associated with the account
4) Create and verify your new password, enter your verification code, and click ‘Continue’

Can I be a part of multiple ensembles?
Yes! UDBapp now has multiple ensemble support.

How do I switch between the ensembles that I am involved in?
Once you’ve logged into UDBapp, you can switch ensembles by navigating to the home screen and tapping the three dots in the top left corner. From here, select the ensemble you’d like to access.

How do I leave an ensemble?
From the home screen, tap the three dots in the top left corner and select the ensemble that you’d like to leave. Once logged in, tap the three dots again and tap the trash can next to the name in the ensemble list.

Is there an expiration date to local songs?
No!  Up to 3 local songs can be stored on your device for as long as you’d like.

Exporting Drill from Pyware

What version of Pyware do I need to have to export directly to UDBapp?
You need Pyware version 9.2.5 or later to upload drill to UDBapp. However, in order to maximize all of the new features within UDBapp, we recommend using Pyware Version 10.0.3 or newer. 

How long does it take for drill to be uploaded into UDBapp from Pyware?
Exporting drill from Pyware into UDBapp takes about 10 seconds, but it can be faster or slower depending on your internet speed.

If I don’t have Pyware, how can I upload files to UDBapp?
Only your drill writer needs a copy of Pyware to upload to UDBapp. They will upload directly to your account using the provided ensemble code and designer password. Watch our video tutorials here.

However, we encourage all directors to have an updated copy of Pyware available to them so they can make changes themselves and upload to everyone in their ensemble. Learn more about Pyware here.

If there are updates to a drill, can I update the drill file?
Yes! So long as your drill writer is uploading from Pyware version 10 or newer, they can update a pre-existing drill file.  If they are using version 9, they will only have the option of uploading another file.

Why can’t I hear audio when I press play on my file?
There are a couple of things you can check:
1) Make sure that your device audio is turned on with your preferred volume settings
2) Check that the drill was uploaded using a ‘Drill Package’ (.3dz) file from Pyware. If drill was uploaded from a .3dz file and you still do not hear the audio, check that you have playback turned by:
– Opening the Drill File
– Opening up the Menu by tapping the logo in the top right side (UDB, FV, or Custom View Logo)
– Tap the Gear Icon and scroll to the bottom to make sure that Audio Playback is turned on
3) Make sure that your drill writer included the audio with their drill file’

How can I upload local songs to UDBapp?
1) Open (Google Drive, Dropbox, Airdrop) the drill’s .3DUDB file on your device
2) When prompted, open the file in UDBapp Pro
3) Tap ”Save as Local” and Click Ok

Note: You can have a maximum of 3 local songs saved onto your device

How many songs can I upload to UDBapp?
There is no limit to the number of songs you can upload to the UDBapp server! For local songs, you can keep 3 songs on your device.

My drill was not written in Pyware – is it still possible to use UDBapp?
UDBapp works exclusively with Pyware; however, for a fee, we are able to convert your drill files for you, so that you may use UDBapp with your ensemble.

How much space does each song take up on my device?
Each song is approximately the size of a single picture that you take on your device.

Ensemble Management

How do you remove members who are no longer in the ensemble?
Follow these steps when logged in as a director to remove someone from the ensemble:
1) Navigate to the Home Screen and tap Settings
2) Tap ‘Ensemble’
3) Swipe left on the name that you’d like to remove
4) Tap ‘Ok’ to remove the member from the ensemble

How do you delete a song from the account?
Follow these steps when logged in as a director to rename or delete songs from UDBapp:
1) Navigate to the Home Screen and Click Settings
2) Tap ‘Songs’
3) Swipe left on the song that you’d like to remove
4) Tap ‘Ok’ to remove the song from the server

How do you rename a song already uploaded to the server?
Follow these steps when logged in as a director to rename or delete songs from UDBapp:
1) Navigate to the Home Screen and Click Settings
2) Tap ‘Songs’
3) Tap on the song you’d like to rename
4) Tap the Title and change it to what you would prefer
5) Tap ‘Save’ to save the new song title. It will automatically update on everyone’s device, as long as they are connected to the internet/data.

Notes

As a director, can I add notes for the ensemble to see?
Yes! Any notes that you add to the Global Instructions (where your notes from the designer appear) will display for all members of the ensemble.

Sheet Music

How do I upload PDFs into UDBapp?
Open a PDF using Google Drive, Dropbox, or AirDrop and open it in UDBapp to add it to your document manager. Open the song inside UDBapp that you’d like to attach that PDF to. Long hold the ‘i’ button to select the Sheet Music icon. Once selected, you will be in the Document Manager where you can add or remove pages.  Click on each page you’d like to include and click the checkmark to save your changes. Watch our video tutorials here.

Rehearsal

I’m a Director – will my staff be able to access each marcher’s coordinates and pathways?
Yes! Staff accounts function and look very similar to Director’s Accounts and they’re able to tap on any performer’s label to access all of their drill information.

Can I use UDBapp offline (no data/cell service)?
Yes! As long as you have downloaded the most up-to-date drill file onto your device, you’ll have complete access to all of the features within the drill file; however, you will need to have a director ‘Check-In’ to any attendance events for you.

UDBapp Pro

Calendar

How do I sync my calendar with UDBapp?
From a Director’s Account that does not have a calendar currently synced with UDBapp:
1) Navigate to the Home Screen
2) Tap ‘Calendar’
3) Tap ‘Sign-in to Google’ and Tap ‘Continue’
4) Login using the Google credentials for your organization calendar
5) Choose the calendar you’d like to sync and click ‘Continue’

Your calendar is now synced with your ensemble inside of UDBapp! Now, you just need to set your location and invitees for future events!

Can I use a pre-existing calendar for UDBapp?
We recommend using a calendar that is dedicated specifically to UDBapp.  This can either be an independent Google account, or a calendar set up within another Google account.  This will allow you to better manage your events and invitees.

Can I create calendar events outside of UDBapp?
Any event that you will take attendance at will require that it be created within UDBapp.  This is so that you can set the check-in location as well as the specific invitees to that event.

How do I remove a synced calendar from UDBapp Pro?
From a Director’s Account:
1) Navigate to the Home Screen
2) Tap ‘Settings’ and ‘Calendar’
3) Tap ‘Disconnect Account’
4) Tap ‘Disconnect and Delete All Events’
5) Confirm by clicking ‘Yes, disconnect and delete all events.”’

How do I add events to the calendar?
All events that you create on your Google calendar will appear in UDBapp, but you can also create events directly within the app!

Creating Events Directly in UDBapp (from a Director’s Account):
1) Navigate to the Home Screen and Tap ‘Calendar’
2) Tap the + in the top right corner
3) Enter in the Event Details (Title, Location, Invitees, Time, Repeat Options, Notes)
4) Click ‘Done.’ Now, everyone who has been invited to the Event will see it on their calendar!

For any event you create in Google Calendar, you will need to add ‘Invitees’ and ‘Location’ in order for it to appear for students and staff. All events created directly inside of UDBapp will automatically have you set your location and invitees.’

How do I delete events on the calendar?
All events that you delete on your Google calendar will automatically delete in UDBapp, but you can also delete events directly within the app!

Deleting Events Directly in UDBapp (from a Director’s Account):
1) Navigate to the Home Screen and Tap ‘Calendar’
2) Tap on the date of the event you’d like to remove and then tap on the event on the right hand side
3) Tap ‘Edit’ next to the Event Title
4) Scroll to the bottom and tap ‘Delete’ and ‘Ok’

For any event you create in Google Calendar, you will need to add ‘Invitees’ and ‘Location’ in order for it to appear for students and staff. All events created directly inside of UDBapp will automatically have you set your location and invitees.’

Can I delete past events from UDBapp?
Yes – but you must delete the event directly from Google Calendar. You cannot edit past events within UDBapp.

Can I create recurring events in the UDBapp calendar?
Yes! When creating a new event or editing an upcoming event, tap ‘Does not Repeat’ to change the parameters for the recurring event.

Attendance

How do I check-in to a scheduled event?
1) Navigate to the Home Screen and Cilck ”Attendance”
2) Tap the ‘Check-In’ Icon in the top right corner
3) Choose the event that you would like to Check-In for
4) Tap ‘Done’

You should now see your attendance status for the event!’

As a director, can I adjust the parameters for Present/Tardy/Absent for events?
Yes! You can adjust the Attendance parameters by:

1) Navigate to the Home screen and Tap ‘Settings’
2) Tap ‘Attendance’ and then Tap ‘Edit’
3) Drag the Green Icon to signify how early a member can Check-In and be marked ”Present”
4) Drag the Green/Yellow Icon to signify when a member will be marked ‘Tardy,’ after an Event has begun
5) Drag the Yellow/Red Icon to signify when a member will be marked ‘Absent,’ after an Event has begun
6) Click ‘Done’ to save your changes’

If someone forgets their device or forgets to sign-in, can their records be adjusted within UDBapp?
Yes! Directors can toggle each person’s attendance record by:
1) Navigate to the Home Screen and Click ”Attendance”
2) Tap on the Event that you would like to Adjust
3) Scroll to the name of the member you’d like to adjust their attendance status and then tap A for Absent, T for Tardy, or P for Present.

This will automatically adjust the member’s attendance record!

Can I export attendance data to a spreadsheet?
Yes! From a Director’s Account:
1) Navigate to the Home Screen and Click ‘Attendance’
2) Tap the ‘Records’ Icon in the top right corner
3) Tap the ‘Export’ Icon in the top right corner
4) Choose where you’d like to send the (.csv) file
5) Open it in any spreadsheet software: Sheets, Excel, Google Sheets, etc

You’ll have the ability to see the exact time that each member checked in or if their attendance status was ‘Edited by Director”

Tap ID

Is there a way for Directors and Staff to identify each performer in the drill?
Yes! As long as the performer has logged into UDBapp and selected their performer for the drill file, any Staff Member or Director can tap on any performer in the drill to see their name/photo. Directors and Staff can also see a Master cast list by: Opening a Drill File, Tapping ‘Settings,’  and Tapping ‘Cast List.’

What do I do if I have multiple people marching the same spot in a drill file (alternates/shadows/etc)?
There is no limit to the number of marchers that can select a performer label. In order to correctly populate the proper name/photo when their label is tapped on in the drill, a director will need to set the primary performer.

Smart Access

How can I use Smart Access to manage student productivity inside UDBapp?
Smart Access allows directors to restrict access to UDBapp to selected users that are connected to the internet. By toggling this feature on, you can limit students from accessing their drill unless they turn off cell service/data.

Books

Ultimate Dot Book

How many pages of drill does each book hold?
There is room for 120 pages of drill in every Ultimate Dot Book

What are the stickers for?
Each Ultimate Dot Book comes with 6 UDB tabs for you to mark important pages in your show.  These can be for the start of movements, or commonly referenced areas in your rehearsal.

What information is in the Ultimate Dot Book?
There is room the marcher to fill out Page, Coordinate, Crossing Counts (xCounts), and Foot or Center of Body.

What is the turnaround time for books?
Books will ship within 7 business days of the completion of your order.  Completion requires that all materials are submitted and either payment or the UDB contract is completed.

How do students carry Ultimate Dot Books?
Each Ultimate Dot Books comes with one high quality carrying lace.

What’s the difference between Ultimate Dot and Ultimate Drill Books?
Ultimate Dot Books have room for the Page, Coordinate, Crossing Count, and Foot or Center of Body and can hold 120 pages of drill.  These are smaller than Ultimate Drill Books since there are fewer overall pages in the book.

Ultimate Drill Books have room for Page, Counts, Measures, Coordinate, Notes, as well as a field grid for performers to draw the shape they are part of as well as an empty staff for music to be input.  Ultimate Drill Books can hold up to 100 pages of drill.

Can I customize my cover with our show or band logo?
Yes! Any image that you’d like to use and that you have the rights for can be added to the cover of your Ultimate Dot Book.

Can I pay in advance for Ultimate Dot Books?
Due to the unknown cost of shipping, all physical products require that the UDB Contract is used for deferred payment.  Payments at that time can be credit/debit, Check, or Purchase Order.

Ultimate Drill Book

How many pages of drill does each book hold?
There is room for 100 pages of drill in every Ultimate Drill Book

What is the turnaround time for books?
Books will ship within 7 business days of the completion of your order.  Completion requires that all materials are submitted and either payment or the UDB contract is completed.

How do students carry Ultimate Drill Books?
Each Ultimate Dot Books comes with one high quality carrying lace.

Can I customize my cover with our show or band logo?
Yes! Any image that you’d like to use and that you have the rights for can be added to the cover of your Ultimate Drill Book.

Can I pay in advance for Ultimate Drill Books?
Due to the unknown cost of shipping, all physical products require that the UDB Contract is used for deferred payment.  Payments at that time can be credit/debit, Check, or Purchase Order.

Are custom layouts available?
Yes! You can choose from one of our custom layouts here or create your own.  Pricing starts at $20 per book for quantities of 40 or over.

Ultimate Director's Book

How many pages come in an Ultimate Director’s Book?
Each book comes with room for 70 8×5” x 11” B&W pages.  20 additional pages are only $5.

What kinds of things can I put in my Ultimate Director’s Book?

  • Full size drill charts
  • Music scores for entire show
  • Attendance sheets for the season
  • Rehearsal schedules
  • Band Calendar
  • Anything else that you want!

Can I customize my cover with our show or band logo?
Yes! Any image that you’d like to use and that you have the rights for can be added to the cover of your Ultimate Drill Book.

Legacy Books

Your product line-up is different than it was in the past. Can I get the same books as I did last year?
In most cases, yes! Please contact us to learn about our legacy book program that gives you access to legeacy products and exclusive discounts when moving to our new products.