When a wedding planner, event coordinator, or family member emails in about a gig, you no longer have to jot down their name and email and add them as a Collaborator by hand. BookLive flags any address on a message that it doesn’t already recognize on that gig, and lets you add that person as a collaborator in a click — right from the Performance Inbox, the Group Email Inbox, or a client’s Emails tab.
Before You Begin #
- You need the same Inbox access you already use to read and send emails on a gig — no separate permission is required.
- The email must be tied to a performance, or to a client who has at least one performance, so BookLive knows where to attach the new collaborator.
- The add option only appears for addresses BookLive doesn’t already recognize on that gig — your team, the primary client, and existing collaborators never show it.
Step 1: Spot the Add Icon #
Wherever BookLive shows you an email’s From, To, or Cc address, one it doesn’t recognize on that gig appears as a pill with a small person-add icon next to it. Addresses BookLive already knows — your team, the client, existing collaborators, or the inbox’s own address — display as plain text with no icon.
Step 2: Add From the Performance Inbox #
- Log in at https://booklive.com/login.
- Click Performances in the left sidebar and open the performance.
- Click the Inbox tab.
- Find the message with the address you want to add and click its pill — in the message header, or in the To/Cc list.
- The Add Collaborator dialog opens with Name and Email already filled in from the message.
- Add a Role if you’d like (for example, “Wedding Planner”), then click Add Collaborator.
Unlike adding a collaborator manually from the performance’s Actions menu, the send invite checkbox is unchecked by default here. The person already has a way to reach you by email, so BookLive lets you decide separately whether they also need a Client Portal invitation.
Step 3: Add From the Group Email Inbox #
- In the left sidebar, click Inbox, then Email Inbox.
- Open the email that contains the address you want to add.
- In the message details, click the pill next to the address in the From, To, or Cc row.
- If the email belongs to a client with more than one performance, BookLive first asks which performance to add the person to — choose it from the list.
- Fill in the rest of the Add Collaborator dialog and click Add Collaborator.
A confirmation appears once the collaborator is saved, and the pill for that address won’t show up again on that gig’s emails — BookLive now recognizes it as a collaborator.
Step 4: Add From a Client’s Emails Tab #
- Click Clients in the left sidebar and open the client.
- Click the Emails tab.
- Click the pill next to the address you want to add, the same way as in the Group Email Inbox.
- If the client has more than one performance, pick which one the person is helping with.
If the client doesn’t have any performances yet, BookLive lets you know — book a performance for them first, then come back and add the collaborator.
Tips & Notes #
- Where the icon won’t appear. BookLive doesn’t offer the add icon on Partnership Inbox emails, or on emails that aren’t linked to a performance or a client.
- Bcc and forwarded mail. Bcc’d addresses and mail that reached the inbox by forward or mailing list don’t get the add icon, since BookLive can’t confirm they were directly addressed on the thread.
- Editing afterward. Once added, the person is a normal performance collaborator — edit their role, email, or phone, or send a Client Portal invite later, from the performance’s Collaborators panel.
- Blank name field. If a message’s display name and email address are identical, BookLive leaves the Name field blank so you can enter a real name before saving.
