Prepare the itinerary from the booking your agency is coordinating. Review the saved production information, choose the export options and check the complete PDF before passing it on. This guide is for booking agents with access to the relevant booking.
Prepare the booking first
Check the performance date and times, venue, contacts, schedule, travel and accommodation information needed for the day. The Show dates describe the performance; the Operational period can cover the wider working period, such as setup or travel. Review overnight schedule entries individually.
Check the guest allocation, names and comments as well. A useful itinerary can contain personal or sensitive details, so decide what the intended recipient needs before preparing the document.
Open and download the itinerary
Open the intended booking and review its saved details.
Review the itinerary options, including Show deal and Show ticket list. Set them for the document you intend to prepare.
Use the booking’s itinerary download icon to open the preview. Opening the preview is not the same as downloading a file.
Use the download option in the preview or document viewer. If you open the document through Share itinerary, use the viewer’s download button to save the PDF.
Open the downloaded file and check every page before sharing it.
If information is incorrect, return to the booking, correct and save it, then prepare and review a new output. Keep track of which downloaded version you intend to use.
Deal, ticket information and the guest list are different
Check the actual output after choosing the export options. Do not assume a default protects a particular piece of information.
Turning off Show ticket list does not mean the guest list is hidden. Guest names, their allocated places and comments can still be included in the itinerary. Review these separately from ticket information and deal amounts. If the PDF includes information the recipient should not receive, do not share that version; ask support how to prepare a suitable output.
Review the complete file
The correct event, artist, dates and performance times.
The wider operational period and each schedule entry, especially work after midnight.
The intended production information, without missing or outdated details.
Guest names, comments, financial information and anything else that needs a separate confidentiality check.
All pages, line breaks and date/time formatting.
Date and time styles can differ between sections. Compare the displayed values with the booking rather than assuming the whole file uses one time notation. If a format is unclear, send support the specific page and expected result.
A PDF file and an itinerary link are different
A downloaded PDF is a saved copy. After an important booking change, prepare a new output and make clear which version should be used. Do not assume an earlier downloaded file updates itself.
The itinerary-sharing dialog warns that everyone with the link can view the itinerary. Treat the document link as private and check the document before passing it on. A document link is separate from the booking’s category-based Share access. Do not assume they have the same visibility settings or access rules.
If a link has reached the wrong person or you need to withdraw access, contact support about the specific link and document. Do not rely on removing a team member or changing a booking category to invalidate a document that was already shared.
What should I send support?
Send the booking link, the relevant PDF or private document link, a description of the missing or unwanted information, and the intended recipient context through a private support conversation. Keep unrelated personal information out of screenshots.