Create a booking from Bookings > + > Add Booking. Enter the show details, check the status and publication setting, and select Add. You can then open the booking's details to add contacts, production schedules, tasks and other information.
This guide is for artists and artist team members with permission to create or edit the relevant booking. A read-only team member may be able to view information without changing it.
Before you create a booking
Check that you are working in the intended artist group. Search your bookings first if a show might already have been entered or imported. Continue working in an existing imported booking instead of creating a second record for the same show.
Use a separate booking for each independent show. For example, two club shows in different cities need separate bookings, even when they are part of the same tour. A single event with setup the previous day and pack-down after midnight can use an operational period and a detailed schedule within one booking.
Create a new booking
Select Bookings in the main navigation.
Select the green + button, then Add Booking.
In Create new booking, enter a clear Event name.
Set the Start date. This field is marked as required. Add the show start time, duration and end date or time as appropriate.
Choose the Location from the venue selector. Use an existing venue when it is already in your records.
Enter the Fee and choose its currency if you want to record them at this stage. Add useful Notes for artist.
Review Booking status and Published separately. Do not assume the initial status matches your intended workflow.
Select Add.
If Add is disabled, check the required date and any validation messages in the form. Do not enter a guessed date or fee simply to make a record look complete.
A useful event name describes the actual engagement, for example “Harbour Sessions: November Club Night”. Notes should explain practical information such as the performance format, agreed arrival arrangements or production follow-up.
Open and edit the saved booking
Open the booking from your booking list or calendar.
If Optune shows a condensed preview, select Edit details.
In Details, expand the relevant section, such as General info, Venue, Artist notes or Schedules.
Select the value or edit control for the field you want to change. Complete the field editor and review the displayed value.
Select Save for the booking when it is available.
Reopen the booking if you need to confirm the final saved information.
The available tabs can include Details, Tasks, Contracts, Invoices, Team polls, Share and Requests. Which information and editing actions you can use depends on your role and booking permissions.
Sections may show who last updated them and when. These indicators help you understand recent work, but do not replace checking the actual values after an important change.
Show times, doors and operational period are different
Field or section | What it describes |
Show > Start date / Start time | When the performance begins. |
Show > End date / End time | When the performance ends. Use the correct end date for a show that crosses midnight. |
Duration | The performance duration. Check it together with the start and end times. |
Doors open | When the audience is admitted; this can be earlier than the performance. |
Operational period > Period start / Period end | The broader period of work around the booking, such as load-in, setup, travel or pack-down. |
Schedules | Individual production activities with their own descriptions and times. |
For a club night, the show might run from 22:00 to 23:30, while the operational period begins with load-in at 17:30 and ends after pack-down at 00:15 the next day. The show time should still describe the performance.
See Operational period: start and end for the complete explanation, including optional fields, overnight work and document output. Use Build and reuse a booking schedule for the individual production steps.
Add venue and contact information separately
The venue tells the team where the event takes place. A client contact identifies a person or company involved in the engagement. Choosing a venue does not by itself guarantee that the same client contact is added to the booking.
In the booking details, review Venue and Client contacts separately. Other contact categories, such as Technical contact or Artist care, help distinguish responsibilities. A venue contact and the person responsible for billing may be different people.
Do not assume that adding a client contact also selects the receiver of every contract or invoice. Review the receiver in the relevant document workflow separately.
Add production information and follow-up tasks
Use the relevant booking sections to keep information where your team expects to find it. For example:
Artist notes for practical information for the artist.
Schedules for load-in, soundcheck, doors, performance and pack-down.
Guest list for capacity and named guests.
Tasks for actions, owners and due dates.
The logistics sections for travel, local transfers and accommodation.
You can reuse supported category templates instead of typing the same structure repeatedly. For example, apply a schedule template to the Schedules section. A category template is not a complete new booking: still check the show date, venue, contacts, fee and status separately.
See Artist tasks, Task templates, and Guest lists and capacity.
How do saving and the condensed preview work?
In My Account > Settings, the Booking settings section includes Confirm to save booking. When enabled, Optune asks you to confirm saving before switching tabs or closing the booking details. When disabled, the app describes those changes as saved automatically.
Use the visible Save action when you want to commit the current booking edits deliberately. To reject unsaved changes, use Discard where it is available. Do not assume that simply closing the booking will discard your work.
Under Settings per group, Show booking preview controls whether you first see the condensed preview or open the editable details directly. This is why you may need Edit details in one configuration and already be in the editor in another.
What should I check after changing a show date?
Review the show start and end, operational period, schedule dates, travel arrangements and deadlines. Do not assume all related dates move automatically.
In particular, task due dates already created from a template do not automatically move when you change the show date. Review and adjust them explicitly. Avoid applying the same task template again just to move the dates, because this can create duplicate tasks.
Check the final booking status and publication setting as well. See Booking statuses and Published for the complete status guide. A booking can be confirmed while still Not published. Keep private events and shows under embargo unpublished until public release is intended.