To create an agency booking, open Bookings, select the green + button, then Add Booking. Choose the artist and start date, complete the known event details, review the status and publication setting, and select Add.
This guide is for booking agents with permission to create or edit the relevant artist's bookings. The agency form includes an artist selector and internal notes for agents; the artist account has a separate workflow.
Before you create a booking
Check the agency shown in the navigation and search for the show first. If the same engagement already exists, continue working in that booking instead of creating a duplicate.
Use one booking for each independent engagement. Two shows in different cities normally need two bookings. A single club show with load-in the previous day and travel home the following day can use one booking with a wider operational period.
If an artist is missing from the selector, check that the artist belongs to the agency roster and that your agency membership gives you access to that artist. Ask an agency administrator to review access if necessary.
Create a new agency booking
Open Bookings in the main navigation.
Select the green + button, then Add Booking.
In Create new booking, choose the Artist. This field is required.
Set the Start date, which is also required. Set an End date when appropriate.
Enter a clear Event name and choose the Event type, such as a club show.
Choose the venue in Location when it is known. Reuse an existing venue instead of creating a second record for the same place.
Enter the Fee and check its currency if the amount is already known. Leave unknown information for follow-up rather than inventing an amount.
Add useful Internal notes for agents, such as an option deadline or a question still to be agreed with the promoter.
Review Booking status and the separate publication control. Do not assume their initial values fit the engagement.
Select Add.
If Add is disabled, check the required Artist and Start date fields and any validation messages. The creation form records the initial booking; add the detailed show times and production information in the saved booking.
For example, use an event name such as “Harbour Sessions: Winter Club Night”. Keep notes specific and practical, such as “Confirm the running order with the venue by 21 November”.
Open and edit the saved booking
Open the booking from the booking list or calendar.
In Details, expand the section you need, such as General info, Venue, Agency notes or Schedules.
Select the value or edit control. Complete the field editor and click outside it to review the displayed value.
Select Save when it becomes available.
For an important change, reopen the booking and check that the correct value was saved.
An open inline editor can prevent the booking-level Save action from becoming available. Finish editing the field first. Check any required fields and date-format errors if the change still cannot be saved.
The agency booking can include Details, Deal, Tasks, Contracts, Invoices, Team polls, Share and Requests. Available actions depend on your access and the relevant feature. A section's “Updated by” information helps identify recent changes, but check the actual saved values as well.
Set show times and the operational period separately
Field or section | What to enter |
Show: Start date and Start time | The date and time when the performance begins. |
Show: End date and End time | The performance finish. Choose the next date explicitly when a show crosses midnight. |
Duration | The performance duration. Review it together with the start and end values. |
Doors open | When the audience is admitted. |
Operational period: Period start and Period end | The wider working period, including relevant travel, load-in, setup, overnight work or pack-down. |
Schedules | The individual production steps, descriptions and times. |
A performance might run on 28 November from 22:00 to 23:30, while the operational period runs from 27 November at 16:00 until 29 November at 13:00. Keep the Show values about the performance itself.
Add the venue, contacts and production details
Review Venue and Booking contacts separately. The venue is where the event takes place; Client contact, Artist care, Technical contact and Other contact describe different responsibilities. Choosing a venue does not replace checking the relevant people and company details.
Use the appropriate note category. Agency notes are for agency coordination; artist-facing production instructions belong in the relevant information shared with the artist team. Review category access before relying on it for confidential information.
Add the schedule, guest allocation, production files and follow-up tasks to their own sections. Category templates help reuse a structure, but still review dates, names and quantities for this event.
How do Save and Discard work?
In My Account > Settings > Booking settings, Confirm to save booking controls what happens when you switch tabs or close the booking details. When enabled, Optune asks for confirmation. When disabled, the setting describes these changes as saved automatically.
Use Save to deliberately commit the current edits. Use Discard to reject unsaved changes where that action is available. Simply closing the booking may save the work; it is not a substitute for Discard.
In the settings for your agency, Show own bookings only determines whether the displayed bookings are limited to those created by your agency. If a booking seems missing, check this setting alongside your search and booking filters. This is a display preference, not a change to team permissions.
What should I check after changing a show date?
Review the show start and end, operational period, schedule dates, travel arrangements and task deadlines individually. Do not assume all related information moves automatically.
Existing due dates created from a task template did not move when the show date changed in the tested agency workflow. Update those deadlines explicitly. Likewise, review any explicit dates stored in a schedule template before using it for another show.
Finally, check the booking status and public visibility. A confirmed engagement can remain unpublished, for example while a festival announcement is under embargo. See Booking statuses and Published for agents.