Copying creates a separate booking. It is useful for a recurring club night or another performance with similar arrangements. The copy is a starting point: it can contain information that belongs only to the original show.
This guide is for artists and artist team members who have permission to create and edit bookings.
Create the copy
Open Bookings.
If you are in Calendar view, open the view selector and choose List view.
Find the booking you want to reuse. Check its event name, date and venue.
Click the Copy icon, shown as two overlapping squares, on that booking's row.
If Optune asks you to confirm, confirm once. If confirmation is disabled in your personal settings, clicking the icon creates the copy immediately.
Open Edit details if the new booking first appears in its preview.
Give the copy a clear event name and update its details. Click Save when you have finished.
The original and the new booking can initially have the same name and date. Avoid clicking Copy repeatedly while the new booking is opening: you may create additional bookings.
The personal Confirm to copy preference is in My Account → Settings. It controls the confirmation step; it does not replace the checks below.
What should I check in the copy?
Review these details before using the new booking:
Information | What to check |
Event name and show dates | The existing values are copied. Rename the event and enter the new start and end dates. |
Start time, end time, duration and doors | These values are retained. Check them against the new running order. |
Operational period | Its start and end dates and times are retained. Update the complete period, including the following day when work finishes after midnight. |
Venue and client contact | The existing selections are retained. Confirm that they are also correct for the new show. |
Artist notes | Existing notes are retained. Remove instructions that only apply to the original event. |
Schedule | Schedule entries, their times, explicitly entered dates and descriptions are retained. Review every entry. |
Guest list | Capacity, names, quantities and comments can be retained. Review or remove entries that have not been agreed for the new show. |
Booking status | A copied confirmed booking can also be Confirmed. Choose the status that reflects the new booking's actual progress. |
Published | Check the copy's Published setting separately. Keep private events or shows under embargo unpublished. |
For other populated sections, such as travel, accommodation, fees or attachments, open the section and check its contents before using the new booking. Do not assume every detail is appropriate simply because the copy was created successfully.
Update all relevant dates, not just the show date
Changing the show's start date does not mean that every date in the booking moves with it.
For example, a booking for 21 November was copied and its show dates were changed to 28 November. The operational period needed to be adjusted separately. A schedule entry with an explicit 21 November date still showed that date after saving. Its description also still mentioned 22 November.
Check:
Show start and end dates, including overnight performances.
Operational period start and end dates and times.
Dates explicitly entered in schedule entries.
Dates written inside descriptions, notes or other free text.
Any other event-specific dates in sections you use.
A schedule item without its own date still needs its times and description reviewed. For more detail, see booking schedules and the operational period.
What happens to tasks, contracts and invoices?
Booking tasks, contract drafts and invoice drafts are not carried over by this copying workflow. Open Tasks, Contracts and Invoices in the new booking and create the items needed for the new engagement.
Create the tasks and documents you need for the new booking. You can use a task template to add a reusable task list.
Copying the booking does not establish that a contract for the new show has been signed or that an invoice has been issued or paid. Check and complete those steps separately.
Check access and communication before using the copy
Open Share and review who can access the new booking and which information they can see. Do not assume that an unpublished booking is hidden from your team: Published and internal access are separate settings.
Review Team polls and Requests before relying on any previous answer or arrangement. A response concerning the original show does not by itself confirm availability or arrangements for a different date.
Before sharing, publishing or sending a document, check the event name, dates, recipient, status, guest list and commercial details. See booking statuses and Published.
Does editing the copy change the original?
The copy is a separate booking. Changing its event name, show dates or operational period does not change those fields in the original booking.
Be careful when editing a shared contact or venue record itself. That is different from editing the event's own fields. If only the new show's arrangements differ, update the appropriate booking-specific information rather than changing unrelated details in a shared record.