Start by checking whether an existing booking category or template covers the information you need. If you need an additional field or an agency-specific process, describe it to Optune so that its scope, permissions and outputs can be agreed before development.
Custom booking fields and workflows are individual extensions. They are different from filling in an existing field, choosing a category or reusing a saved template.
Which kind of change do you need?
Need | Use or discuss | Example |
Keep a booking view relevant to an artist | Artist booking-category settings | Use the categories needed for that artist's production workflow. |
Reuse recurring information | A supported booking-detail template | A standard production schedule or marketing-material requirements. |
Collect a response to an existing marketing item | The relevant marketing-material field | A Yes/No answer to “Instagram advertising”. |
Store information that has no suitable field | A custom-field specification | A dedicated production reference that must also appear in a contract and an external system. |
Make a process happen according to business rules | A custom-workflow specification | Handling provisional bookings after a defined confirmation deadline. |
Describe the field in plain language
A useful field request explains what the value means and who works with it. Avoid sending only a label such as “Reference”, which can mean different things to different teams.
Give the field a clear name and purpose.
Provide a fictional example of the value you want to store.
Explain who supplies the value: your agency, the artist team, a promoter or another system.
State who should be able to read it and who should be able to change it.
Explain which artists or booking types need it.
List everywhere the value needs to appear.
For example: “We need a production reference for selected theatre bookings. The promoter supplies it. Agents can review it. It should appear in the booking, in the details request, in our contract and in our reporting integration.”
Specify every required output
Agree the destinations when the field is designed. Do not assume that adding a value to the booking automatically makes it available in every other place.
The booking editor and booking preview.
A Booking Details Request sent to an external person.
A Share link and its selected categories.
A dynamic field in a contract or other document.
An itinerary or calendar output.
An export, public website or API integration, if required.
Public and private outputs need different access decisions. A promoter's production reference may be useful in a contract without belonging on the public show page.
How do custom fields work with Booking Details Requests?
An individual field must first be available in your setup before you can ask a promoter to complete it. The relevant category also needs to be included in the request with the required viewing or editing permission.
For existing marketing materials, prepare the needed items in the booking before requesting a response. A Yes/No value answers the question defined by that item; for example, whether an agreed marketing activity will take place.
Review the returned information before using it in the booking or a document. If a field must also be available as a document field or API value, include that in the specification.
Describe automation rules separately
A team poll can collect availability answers for a booking. A process that automatically extends or removes a provisional booking after a deadline is a separate workflow.
For that type of request, describe:
What starts the process.
Which people must respond and which responses count.
The deadline and what should happen when it is reached.
What a confirmation, decline or missing response should change.
Whether a person must approve the next action.
Which notifications and records should be created.
Until a specific process has been agreed and implemented, manage the next step explicitly with tasks and due dates. Do not rely on an assumed automatic extension or deletion.
Request and check an extension
Open your profile menu and choose Ask for help.
Send the field or workflow description, a fictional example and the required outputs.
Agree the scope and cost with Optune before implementation.
When it is ready, test the complete process with the people and roles who will use it.
Check the saved booking, external response and each required output before using the extension for live work.
Custom extensions are individually scoped. Availability for a particular artist or agency depends on the setup that has been implemented for it.