Function Booking Workflow

The Function Booking workflow is designed to streamline bookings for private functions, corporate events, or any off-platform events. Follow these steps to create and manage a booking efficiently.

Step 1: Create a New Booking

1. Click the Create Booking button in the top left corner of the dashboard.

2. Select Function Booking from the available booking types.
   
   

Step 2: Complete the Booking Sheet

Ensure all required details are entered accurately, particularly the client’s email address, as it is used for invoicing and client notifications.

Date and Time Details

• Manually enter the date, start and end times, load-in, and soundcheck times.

Client Details

• Input all client information, including:

  • Company / Client Name

  • Contact First & Last Name

  • Address, Phone, and Email (Email is required for sending the booking to your client)

Event / Venue Details

• Enter the Event Title (this appears in the invoice line item description).

• Input venue details, including:

  • Venue Name

  • Venue Contact Information (Address, Phone, Email)

• If applicable, enter the Ticket URL (for ticketed events, this creates a link on the venue’s profile page).

Act Details

• Select the act performing at the event. Only acts available for the specified date and time will be displayed.

  • Act Type

  • Lineup Numbers

  • Select Act

• Choose whether to display the gig in your public profile.

Fee & Deposit Details

• Enter the financial details, including:

  • Gig Fee to Client

  • Agent Commission (percentage or fixed amount)

  • Gig Fee Paid to Act

  • Deposit Amount & Due Date

  • Balance Due & Due Date

• Optionally, generate an invoice for the booking by clicking Create Invoice.

Gig Requirements

• Provide the artist with necessary event details, such as:

  • Number of Sets

  • Suggested Genres & Vibes

  • Dress Code

  • Production Requirements (Can be saved as a template for future use.)

• Add Act Notes (e.g., dB limits, parking instructions) and Internal Notes (not visible to the act or client).

Contracts

• Upload or generate a Client Contract (linked to Terms & Conditions).

• The event name defaults to "Act Name @ Venue Name", but this can be edited.

Step 3: Save & Review Booking

1. Click Save/Next at the bottom right.

2. Review the Booking Summary.

   • Save as Draft (if details are still being finalised).

   • Click Notify Act to send details to the act (status updates to Sent to Act, shown in Dark Blue).

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Step 4: Process Booking & Notify Client

1. Click Process Booking.

2. Notify the client by sending an email with event details, including:

   • Deposit & balance invoices

   • Contract

   • Custom message

3. Click Send – the gig status updates to Client Notified.

Step 5: Act Confirmation & Finalisation

• Once the act accepts the booking, you will receive an in-app notification.

• The booking status updates to Accepted and appears in Upcoming Bookings for that month.

Step 6: Promote the Gig on Facebook and Instagram (if applicable)

• Use the Promote tab within the booking workflow to create and schedule social media posts.

• Select Facebook and/or Instagram as the social channels.

• Enter promotional content, including event details

• Upload an image from your device or select from the act gallery.

• Click Schedule to publish the post or set it for a future time.

• For more information on publishing your gigs to Facebook and Instagram, visit this support article.

Need Additional Support?

If you need any further assistance, please contact us at [email protected].