Use Bookings > + > Set Availability to mark an artist's dates as Blocked, On request or On tour. Choose the artist, select the date range and add a clear note. These entries describe availability; they are separate from bookings and booking statuses.
This guide is for booking agents. Work in the correct agency and check the selected artist before saving.
Which availability type should I choose?
Type | Use it for | What to check |
Blocked | A period when the artist is unavailable, such as rehearsals, holidays or another commitment. | State who or what is unavailable in the note. Do not assume the entry cancels existing bookings or prevents every conflicting booking from being entered. |
On request | A period that needs further agreement before you offer or confirm it. | Explain what needs confirmation. This availability label is different from the Request status of an actual booking. |
On tour | A tour period or routing window that should be visible in the calendar. | Add each actual show as its own booking. The availability entry does not create the individual tour dates, deals or contracts. |
How do I add an availability period?
Open Bookings.
Select the green + button, then Set Availability.
Select the correct Artist.
Choose the Type: Blocked, On request or On tour.
Under Select range, select the start and end dates. Use the calendar picker to complete both ends of the range, then check the displayed dates.
Add a useful explanation in Notes for artist.
Select Add.
Open the relevant month in Calendar view and check the artist, type, dates and note. Reopen the entry if you want to confirm the saved range.
For example, block 18–20 November for production rehearsals and write: “Winter club production rehearsals. Please check with the agency before offering these dates.” Use meaningful production information rather than a vague note such as “busy”.
The calendar may still show the month you were viewing before saving. Navigate to the dates you entered. If the entry is missing, review any active search or date restrictions and the availability display controls.
How do I change or delete an existing period?
In the calendar, select the relevant availability entry or its note.
Check the artist shown in the update dialog.
Change the type, select the complete date range, or edit Notes for artist.
Check that the displayed start and end are correct and that Update is available, then select it.
Reopen the entry to confirm the saved result.
If you only type one date and the change is not retained, use the calendar picker to select both dates and check the range before updating. A date still being edited is not necessarily a saved change.
To remove an availability entry, open it and select Delete. Treat Delete as an immediate action: there may be no second confirmation. Check that you are removing the correct availability entry. You do not need to delete a show booking to remove a separate availability period.
Should I use availability or a Pending booking for an option?
Use an availability entry for a general date restriction. If you already have a specific proposed show with an event, venue, client or other booking information, create a Pending booking so you can keep developing the same record when the show is confirmed.
For an option that expires on a particular date, add a task to that booking with the option deadline and a responsible agent. Review the option when the task is due and confirm or cancel the booking as appropriate. Do not assume that On request, Pending or a task deadline automatically confirms, extends or removes a booking.
A team poll can help establish who is available for that particular show. It is a separate process from marking a general blocked or tour period in the calendar.
How should I record one crew member's absence?
If the restriction concerns one person rather than the whole artist, include the person's role or name and the relevant planning context in the note. For example: “Tour technician unavailable; arrange a replacement before confirming production.” This makes the calendar entry understandable without implying that every member of the artist team is unavailable.
For a specific show, confirm the required band, crew and technician availability through the appropriate team poll or direct coordination. An availability entry alone does not establish that all required people have accepted a booking.
What should I check before confirming a show?
Review existing bookings and availability periods for the correct artist and dates.
Allow for travel, preparation and return time, not only the performance start and end.
Read the notes and confirm any unresolved On request periods with the relevant people.
Check who has supplied or updated the availability information. Coordinate separately where another person or organisation manages part of the schedule.
Do not treat a blank calendar as a guarantee that the artist or all crew members are available.
A booking can occupy more calendar days through its operational period. Read Operational period for agency bookings for the difference between the show and the wider engagement period.