Use a Booking Request for a new enquiry, a Booking Details Request to collect information for an existing booking, and Share when someone should view selected booking information. These are three different workflows.
This guide is for artists and artist team members. You may need an artist administrator or the connected agency to create requests or shares when your account has read-only access.
Choose the right workflow
Your goal | Use | What happens |
Receive a new booking enquiry from a promoter or venue | Booking Request form | The person completes the form and a new request appears in Optune. |
Collect missing information for a booking that already exists | Booking Details Request | You choose the relevant categories and what the recipient can see or edit, then review their submitted changes. |
Let crew or an external contact read selected details of an existing booking | Share | The person opens a private link to the information you have shared. |
A promoter wants to book the artist
Give the promoter the artist’s Booking Request form. This is useful when the event is a new enquiry and does not already exist as the booking you intend to manage.
The promoter enters the requested information in the form so it arrives in Optune in a structured way. Receiving a request is not the same as confirming the show; review the enquiry and manage the booking’s status separately.
The show already exists, but details are missing
Use a Booking Details Request for information such as the production contact, venue details or marketing requirements. State clearly what you need, choose only the relevant categories and allow editing only where an answer is required. Viewing and editing apply to whole categories, not individual hotel fields. Review all initial selections, including general information and notes, before sending. Deal visibility is controlled separately.
Set a due date for the response. The request is blocked after that date; if you leave it empty, the current request dialog specifies an expiry after 90 days.
In the German app, open the existing booking → Anfragen → Neue Anfrage hinzufügen. In Buchungsdetails anfragen, review Anzeigen and Editieren for each category. The accommodation category is Übernachtungen. Check the separate Deal visibility and all preselected categories. If the person should only read, use Teilen instead.
After the recipient submits their answer, review the proposed changes. For contact updates, Optune shows a comparison so you can accept or reject the changes before using the updated information in the booking and documents.
For example: a venue has already agreed to the show, but you still need its sound engineer’s contact details. Request those details for the existing booking rather than asking the venue to submit the whole event again as a new enquiry.
A technician only needs to read the production information
Use Share and choose the categories the technician needs, such as the schedule, venue information and technical documents. Sharing is for viewing. Use a Booking Details Request if the person should supply or change requested information.
A Share link is intended to show the current information selected for sharing. Reopen the shared view after important changes and check the result. A downloaded PDF is a separate file; prepare a new output when its information changes.
Does the recipient need an Optune account?
An external recipient does not need an Optune account to open a Booking Details Request or shared booking link. The private link controls access to the selected information. A shared booking can optionally be connected to the recipient’s own Optune account.
Keep private links with the intended recipients. A limited share does not remove broader access someone already has as a permanent artist team member.
Why can I not create a request or share?
Your access may allow you to read the booking without creating requests or shares. Ask the responsible artist administrator or agency to check your permissions and the available workflow. Do not assume that seeing the Requests or Share tab gives you access to every action in it.
Common mistakes to avoid
Submitting a new Booking Request for a show that is already being managed in Optune.
Using Share when you actually need the recipient to enter missing information.
Giving an external person more categories than they need.
Assuming a booking request or a recipient’s answer confirms the show automatically.
Forwarding a private link in a public artist profile or website.
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