Use Booking Request for a new enquiry, Booking Details Request to collect information for a booking that already exists, and Share to let someone read selected booking information.
This guide is for booking agents. Choose the purpose first, then select the artist, booking, recipient and information they need.
Which option should I use?
Your situation | Choose | What happens |
A promoter wants to enquire about a new show. | Booking Request form | The promoter submits the enquiry through a form. It reaches Optune as a new booking request. |
The show is already in Optune, but you still need information such as arrival details or a technical contact. | Booking Details Request | You request information for that existing booking and choose which categories the recipient may view or edit. You review the returned changes. |
A promoter, venue or production partner needs to read the agreed details. | Share | The recipient opens a private link to the categories you have shared. The link shows the latest permitted information from the booking. |
Use Booking Request for a new enquiry
Send a Booking Request form when the promoter is starting a new enquiry. The form collects the information in a structured way and avoids having to copy the entire enquiry from an email into Optune yourself.
Choose the agency or artist form appropriate for the enquiry.
Check the intended receiving group and the information requested by the form.
Give the promoter the form link or direct them to the embedded form on your website.
Review the incoming request, including its date, proposed fee and currency.
Continue the booking process from that request.
A submitted request is an enquiry, not a confirmed show. Confirm availability and the commercial terms before treating it as confirmed. The group receiving the request and the people allowed to view it must also have the appropriate setup; an email notification alone is not the whole access configuration.
Use Booking Details Request for missing information
Start from the booking that is already in Optune. A Booking Details Request is useful when a promoter needs to complete only part of the production information.
Open the existing booking and its Requests tab.
Choose the information you need from the recipient.
Decide separately which categories the recipient can view and which they can edit.
Write a clear instruction, such as: “Please confirm the technical contact and add the hotel check-in details.”
Send the request to the intended person.
When the response arrives, review the proposed changes before accepting them into your booking.
Review every selected category and its viewing or editing permission before sending. Do not assume the initial selection is limited to the information you want to request.
For contact details, the response review lets you compare the fields the recipient added or changed. Check the name, company and contact information carefully so that you use the intended contact in later work.
If the recipient cannot see a requested field, first check whether it exists in the booking and whether the relevant category was included with the necessary permission. Individually developed fields must be available in your setup before they can be requested.
Use Share when someone only needs to read
Open the existing booking's Share tab and select the information the recipient needs. This is suitable for a promoter who needs the schedule or a production partner who needs the agreed travel details without editing the booking.
A Share link stays connected to the booking. Later changes to the information covered by that link appear in the shared view. Review the selected categories before distributing it, particularly if the booking contains financial information, personal contacts, notes or uploaded files.
Sharing a booking with an external person is different from making them a permanent member of the artist or agency team. Use the access appropriate to that person's work.
Does the recipient need an Optune account?
The recipient can open the private request or share link without creating an Optune account. They can only see or edit the categories allowed for that link. A shared booking can optionally be connected to an Optune account afterwards.
Keep private links with the intended recipients. Do not place a production Share or Booking Details Request link on a public website as though it were the public Booking Request form.
Common mix-ups
“The booking already exists. Should the promoter fill in a new Booking Request?” Use Booking Details Request when you want information added to that booking. A new Booking Request starts a new enquiry.
“The recipient needs to change a contact or production detail.” Use a Booking Details Request with editing permission for the relevant category. Share is the reading option.
“I only need to check which crew member is available.” Use a team poll for the internal booking question. That is a different purpose from collecting details from a promoter.
“The website is English, but the Booking Request form is in another language.” The form follows the visitor's browser language independently of a manually selected website language.
“A new enquiry arrived, so the show must be confirmed.” Review and confirm the booking separately. Request and Confirmed are different statuses.