Start with Dashboard > Availability to review your roster for a selected date. Then open the relevant artist's bookings and check existing commitments, availability notes and the full operational period before confirming a new show.
This guide is for booking agents. Optune shows the information available to your agency and account. A date shown as Free is a planning aid, not confirmation that the artist and every required crew member have accepted the show.
How do I check the roster for one date?
Open Dashboard.
Find the Availability calendar.
Use the month arrows if necessary and select the date you want to check.
Select the Artist availability tab below the calendar.
Read the result beside each artist's name.
Select the Bookings tab in the same panel to review the bookings shown for that date and open a relevant booking for its details.
Selecting another day changes the day being reviewed. Use Today to return to the current date. Always check the selected month and day before offering availability to a promoter.
What do the dashboard results mean?
Result | How to use it |
Free | The overview currently shows the artist as free on the selected date. Check unrecorded commitments, travel and the required people's availability before making a promise. |
Pending | Review the pending engagement and any option deadline. A provisional booking still needs coordination before you commit to another show. |
Show | Open the associated booking and review its actual timing, location and operational period. Do not assume that another performance on the same day is possible. |
PastDate | The selected date is in the past. Use Bookings and a date range to inspect historical records instead of treating this label as a historical availability result. |
Also review separate Blocked, On request and On tour entries in the booking calendar. Their notes may explain a rehearsal, absence, provisional commitment or routing restriction. See Manage availability periods for how to add or update them.
How do I check one artist over a longer period?
Open Bookings and choose Calendar view.
Enter the artist's name in Search and press Enter or select the search icon.
Review the active search label and navigate to the required month.
If helpful, use Filter > Set date range, enter the range and select Apply.
Open relevant bookings and availability entries to review their details. Check surrounding days as well as the proposed performance date.
Remove the active search or date-range labels when you want to return to a wider overview.
A date filter does not necessarily move the visible calendar to that month. Check both the filter range and the month you are viewing. See Search and calendar views for the full workflow.
Can I compare exactly two artists?
You can search for one artist by name. A direct standard multi-selection of exactly two artists is not available in the calendar workflow described here.
As an alternative, open each relevant artist under Artists > Integrations and use a private calendar feed for that artist. Subscribe to each feed in your external calendar and display the two calendars together. Review which information each feed includes and keep private feed URLs out of public pages. External calendar subscriptions are a one-way view; their refresh timing is separate from the live Optune screen.
If you regularly need a comparison of selected artists, contact Optune support to discuss a suitable calendar workflow or a custom overview. Restricting an agency team member to selected artists changes that person's access throughout the agency; it should not be used as a temporary personal calendar filter.
What else should I check before confirming?
The whole engagement: include preparation, travel, load-in, the performance and the return journey. The operational period can extend a booking across days before or after the show.
People: establish whether the necessary band, crew and technicians are available. A team poll for the proposed booking can collect their answers; a calendar entry is not an answer from each person.
Provisional commitments: read availability notes, Pending bookings and option-deadline tasks. Coordinate before releasing or replacing an option.
Information from elsewhere: confirm commitments that may be managed by the artist, another agency or an external calendar. Do not assume every external commitment is already recorded in the view you are reading.
Booking details: check the venue, timing, travel feasibility and agreed terms with the relevant people before changing the booking to Confirmed.
For example, a show on Saturday can require travel on Friday and a return on Sunday. An apparently empty Friday performance slot is not enough to establish that a second engagement is possible. Read Operational period for agency bookings.
How do I keep an option organised while checking availability?
Create one Pending booking for the proposed show and record the information already agreed. If you are comparing possible dates, coordinate the alternatives within that planning process and update the booking when a date is agreed.
Add a task with the option deadline and a responsible agent. Use a team poll when you need answers from the people required for that specific booking. Review the results before confirming or cancelling. A deadline does not automatically extend or remove the booking.
Related guides: Create and edit a booking, Agency tasks and Booking statuses and Published.