Start with one complete booking in your agency: check the artist and dates, add the information needed for the show, assign the next tasks and review what you want to share. You can then reuse the relevant details and templates for later bookings.
This guide is for booking agents working in an agency group. An artist profile inside your agency and an artist's own group are different working contexts. Check the agency name before adding or changing information.
1. Set your language, date format and notifications
Open your profile menu and choose My Account. In Details, set your preferred language and date and number format. These are separate settings: you can use English labels with the regional date format that suits your work.
In Settings, review the global notification channels and the settings for your agency group. Email and in-app notifications are separate. A group-specific setting can override the global setting for that event.
2. Find your artists and existing bookings
The Artists section contains the artist profiles in your agency. Use Bookings to work with the agency's bookings. Before creating a record, search for the artist or event so that you can continue working with any information that is already there.
If bookings were imported for you, open and complete those bookings. You do not need a second booking simply to add production information.
Open Bookings and enter a relevant term in Search.
Press Enter or use the search icon to apply it. An active search appears as a removable chip.
If needed, use Filter > Set date range, choose the period and select Apply.
Open the matching booking. Remove the search and date chips when you want to see the wider list again.
Available records also depend on your access. A filtered list is not a complete check of everything stored in the agency.
3. Create and complete your first booking
In Bookings, select the + button and open the new-booking form.
Select the Artist and Start date. Complete the other fields you already know.
Create the booking, then open its Details.
Enter the show times and review the venue, booking contacts and production information.
Finish the active field editor, save your changes and reopen the booking to check the saved result.
The initial agency form does not contain the detailed show-time fields. Complete these in the booking afterwards. For an example such as a club show from 22:00 to 23:30, enter the actual performance times in Show.
Use Operational period for the wider time needed around the booking, such as arrival, setup and the return journey. The operational period can span several days while the show takes place on one evening. Use Schedule entries for individual production activities such as load-in, soundcheck and doors.
4. Review availability, status and public visibility
Use the dashboard's Availability area to review a date, then open the relevant records to check their details. Use blocked, on-request and tour periods to record availability information for an artist.
A booking's status and its Published setting serve different purposes:
Setting | What to check |
Booking status | Choose the stage that reflects the booking: Request, Pending, Confirmed, Completed or Canceled. |
Published | Decide whether the booking may appear in public Optune outputs. A confirmed private event should not be published simply because it is confirmed. |
Availability period | Record blocked, on-request or tour dates separately from the booking's status. |
Changing a booking to Completed is not a record of payment. Review the relevant financial records separately.
5. Organise the work for the show
Use booking tasks for work related to that show, such as confirming the technical rider or arranging a transfer. General agency tasks can be kept without a booking association. Add an assignee and a due date where needed.
For recurring work, use task templates. A relative due date is calculated from the show date when the template is applied. Review existing task deadlines after rescheduling a show; changing the show date does not automatically move the existing deadlines.
The booking's Details brings together the production information. Current logistics categories are Travel, Local Transfers and Accommodation. Keep guest-list capacity, individual entries and production timings up to date before sharing an itinerary.
6. Reuse information and connect your calendar
A booking copy and a category template are different tools. Copy a booking when you need a separate booking based on an existing one. Use a category template when you only need a saved schedule or another supported section.
After copying, check the new booking's show dates, operational period, dated schedule entries and tasks individually. Do not assume every date moves or every task is copied.
You can subscribe to an agency or artist calendar in an external calendar app. Choose the feed that covers the people and information you need. Keep private feed links confidential and allow for your calendar provider's refresh delay.
7. Set up the artist team, agency access and request routing
Start with the artist profiles your agency represents. Keep the public artist information, such as the biography, approved images, media links and press materials, complete. If an artist already uses Optune, agree how the existing artist profile will connect to your agency before creating another one.
Use the artist profile's Team section for people who work with that artist regularly, such as the artist, tour manager and technician. Agency-team membership is a separate relationship. Choose access for each person according to the information and work they need; a role name alone is not a complete permission check.
Start an invitation to your agency team
Use this route for a colleague who needs to join the agency team. Adding someone to an artist's team is a different setup.
Check that you are working in the intended agency group, then open Agency > Team.
Select Add new agent. A confirmation about a subscription change may appear before you can continue.
If a plan confirmation appears, review the displayed plan and the effect of adding an agent. The confirmation explains that the subscription change takes effect if the additional agent accepts the invitation. Continue only if you are authorised to approve that change; otherwise cancel and check with the person responsible for your agency's subscription.
Before sending an invitation, confirm the recipient's correct email address and agree which agency role and artist access they need. Do not use an artist-team invitation as a substitute for agency access. If you are unsure about the plan or permissions, stop and contact Optune support through Ask for help.
For each artist, also review which group receives incoming booking requests. The receiving group, permission to see a request and personal notifications are separate parts of the setup. Check the request settings in the artist's Integrations area and confirm the intended workflow with the artist.
Review booking categories with the connected artist team. The global artist category settings apply across the connected agency and artist contexts. The agency and artist team members with full admin rights can change these settings. Individual team-member permissions can further restrict access; they cannot make a globally disabled category available. Deal visibility is controlled separately.
8. Prepare templates and review financial settings
In Templates, contract and invoice templates are separate from task templates and booking-detail templates. Prepare your document wording and layout, then create a document in a booking to check it with the actual booking values.
Use dynamic fields when you want booking information to fill the corresponding place in a document. Inspect the completed preview and the final downloaded document, including the recipient, dates, figures, currency and attachments. Language and date and number format are separate choices in the document's Change layout settings.
Review the artist's default commission settings and the deal on each booking. The commission calculation and whether an artist may see the agency commission are different settings. Check the agreed terms and permissions before you share financial information.
Electronic signing is available through Optune's signing workflow. Review the completed agreement and signers before starting a signature request. A saved draft is not a signed agreement, and changing a booking's status is not proof of a completed signature.
If you need help preparing your first contract template, invoice template or import, use Ask for help to discuss the requirements with the Optune team. Agree the scope before an import or custom setup.
9. Choose the right way to collect or share information
Your goal | Use | How it fits the booking |
Let a promoter enquire about a new show | Booking Request form | The submitted enquiry creates a new request in Optune. It does not confirm the show. |
Ask a promoter for missing production information | Booking Details Request | Start from the existing booking and choose the categories the recipient can view or edit. Review the returned changes. |
Let a promoter or production partner read selected information | Share | Share the permitted parts of the existing booking. Review the selected categories before distributing the link. |
Ask your team about availability or another internal decision | Team polls | Keep the question with the relevant booking. Invited participants can respond Yes, No or Maybe and add a comment. |
An external recipient can open an authorised request or share link without creating an Optune account. Treat the link as private and review every selected category and its viewing or editing permission before distributing it. Do not assume the initial selection is limited to the information you intend to share.
An agency can create team polls for its bookings. Invited artists and crew can answer without a paid artist plan. An artist team that wants to create its own polls needs the applicable paid artist plan, and the person creating a poll needs editing rights on the booking.
If your group has access to an AI booking assistant, confirm its available functions with Optune support. Check any generated content against the saved booking before relying on it or sending it. A generated answer does not replace a missing agreement, a verified booking value or your final review.
10. Present artists online and connect other tools
The artist profile's Share profile action opens its public profile. Check the public view before sending the link, including the biography, images, downloads and shows. Keep internal production information out of public artist materials.
Use the available Integrations to present published bookings on a website and add a booking-request form. Public show visibility is controlled by Published. For example, a confirmed corporate event can stay unpublished while your team continues working on it.
For a custom website, developers can use the artist's public JSON feed and the Optune API documentation. Private integrations need an appropriate scope and permissions. Custom websites, apps and workflows are separate projects to discuss with Optune; a standard embed does not automatically include a custom website or CMS.
Onescreener is another option for an artist website or link-in-bio page connected to Optune. Discuss the required website, booking-data and store features before choosing the setup.
You can also use Optune on your phone at app.optune.me and add the web app to your home screen using your browser's installation or home-screen option.
Keep separate groups and saving preferences in mind
One personal login can give you access to several separate groups. Open your profile menu and Groups to select a group you already belong to. Before editing, check which agency or artist group is active. Switching groups does not merge them.
If you need access to another existing group, ask its administrator to invite your existing login. Creating a new group is a different action. In particular, starting again from the public pricing page can create another agency instead of upgrading the one you already use.
Review your personal saving and copying preferences in My Account > Settings. A booking copy may be created immediately when confirmation is disabled. Complete active editors, check validation messages and verify saved values before leaving important changes.
Before you start using Optune for live work
Review sample data so that you can distinguish it from real bookings, contacts and templates. Check what a deletion would affect before removing anything.
Confirm that the right people have access to your agency and artists. Team membership, viewing financial details and editing a booking are separate considerations.
Review your plan in the existing agency's billing area. Starting again from the public pricing page can create another agency group instead of upgrading this one.
Check recipients, document contents and sharing permissions before sending a message, document or booking link.
If a booking is missing, first clear your filters and check the agency context. If information does not save, complete the active editor and inspect any validation message. For help, open your profile menu and choose Ask for help. Include the booking link, what you expected and what happened.