Use the booking’s Share tab to review access and share selected existing information with someone involved in that booking. If you need the person to provide missing information, use Booking Details Request instead. This guide is for agents with access to the relevant booking.
Choose the right kind of access
A person helping with one show does not necessarily need permanent membership in the artist’s team. Share provides a way to make selected information from that booking available for viewing. The recipient does not need an Optune account to use a booking Share link; connecting the shared booking to an account is optional.
Permanent team access, a private calendar feed and a booking Share link are separate ways to access information. Giving someone a more limited Share link does not remove broader access they already have as a team member.
Review the booking before sharing
Open the intended booking and select Share.
Review the existing entries and their role, status, access rights and shared categories. Identify the person or access you intend to work with.
Decide which categories the recipient needs. Review their contents, including comments, files and any financial information.
Use the relevant sharing controls and review the intended recipient or link before confirming. If a control is unclear, ask support before proceeding.
Check the resulting shared view in the recipient context before relying on it for sensitive information.
The table in your own account helps you review configuration; it does not replace checking what the recipient can actually see. A person already signed in with broader team rights may see more than someone using only the Share link.
What if the recipient needs to add or correct information?
Use Booking Details Request for collecting missing information. Choose the requested categories and review returned information before relying on it. Viewing a booking through Share and answering a request are different workflows; a shared document or booking link should not be treated as an unrestricted editing invitation.
Check files and financial information separately
Do not infer a file’s visibility solely from its name, an icon or the fact that the main deal amount is hidden. Uploaded files, generated documents and the booking’s data categories can follow different access paths. Check the specific output and recipient before sharing sensitive material.
A downloaded itinerary or PDF is a separate copy. The itinerary’s document-sharing link is also distinct from the booking Share link. Review each intended route rather than assuming the same category choices control them all.
Changes and access questions
A booking Share link is intended to show the current information selected for sharing. After an important change, review the shared view again. A PDF someone already downloaded is a separate saved copy.
If you need to stop access, identify the specific sharing entry or link and the person’s other access first. Check the available controls or contact support. Do not assume a limited new link, removing one entry or deleting a message also removes every other way that person could access the information.
What should I send support?
The booking link and whether you are working as an agency member or from a shared view.
The relevant sharing entry and the categories you intended to share.
What the recipient actually sees and whether they also belong to the agency or artist team.
A screenshot with unrelated personal information hidden.
Keep private links in the support conversation. Do not publish them in an example or forward another person’s personal access link as a general invitation.