Custom booking fields and workflows can be discussed with Optune as separately scoped extensions. First check whether an existing category, marketing field or template already covers your need. A custom field must be designed for the places where it will be entered, viewed and used.
This guide is for artists and people working in an artist group. Ask the artist administrator to coordinate a requirement that affects the whole group or a connected agency.
Check the standard options first
Your requirement | Check first |
Repeat the same production information across shows | Booking detail templates. |
Record marketing quantities or a yes/no answer | The available Marketing materials fields. |
Show or hide a whole booking category for your workflow | Artist category settings and the relevant permissions. |
Ask a venue to fill in existing booking fields | A Booking Details Request with the intended categories. |
Add a field or automatic workflow that does not exist | A custom extension scoped with Optune. |
For example, recording whether a promoter will run an advertising campaign may fit a standard yes/no marketing field. Creating a new approval process with several decisions and automatic actions is a different requirement.
Describe the field you need
Give the field a clear name and explain the question it answers.
Specify its format, such as text, a number, a date or a set of choices.
Provide a realistic example using fictional data.
State whether the field is optional or required and when it should be completed.
Identify which artists need it and who may view or edit it.
List every place where the value must be used.
Decide where the information must appear
Consider the booking itself, a Booking Details Request, Share, document templates, a calendar feed, the booking preview, an itinerary, exports and the API. Adding a field in one place does not establish that it appears everywhere else.
For example, a technical requirement may need to be entered by a venue, reviewed by the artist team and printed in a production document. Those are three separate parts of the requirement. State all three when requesting the extension.
Can an external contact complete a custom field?
Standard fields can be requested through a Booking Details Request. A new custom field must first be implemented and made available in that workflow. Specify what the contact can see or edit and how their submitted change should be reviewed.
Can a custom field appear in a contract or the API?
It can be included when that output is part of the specification. Tell Optune which document fields and API outputs are required before the work is agreed. Also define how an empty value should be handled.
What about automatic deadlines, extensions or cancellation?
Describe the trigger, timing, conditions and result as separate steps. A team poll that collects availability is different from a workflow that automatically extends a provisional booking or removes it after a deadline.
Do not assume a poll deadline or a task due date performs those automatic actions. Custom automation needs its own agreed rules, including what happens when someone answers late or changes an answer.
How do I request an extension?
Contact Optune support with the artist group, the problem you are trying to solve and the details above. Add a small fictional example or a redacted screenshot if it makes the requirement easier to understand.
Optune will discuss the scope and effort before an individual extension is agreed. Custom fields can be enabled for the artists they are intended for; their price and delivery depend on the specific work.