Adding Client Collaborators to Performance Inbox

Performance Inbox communications often involve more than just the main client. Wedding planners, event coordinators, venue contacts, and other stakeholders may need to be included in the conversation. This article explains how to add collaborators to ensure everyone stays in the loop.

What are Client Collaborators? #

Client collaborators are additional contacts associated with a performance who should receive and can reply to emails from the Performance Inbox. Unlike the main client, collaborators are typically secondary stakeholders who need visibility into the event planning process.

Common examples of collaborators include:

• Wedding planners – Coordinating logistics and vendors
• Event coordinators – Managing on-site details
• Venue contacts – Handling venue-specific requirements
• Family members – Other decision-makers for the event
• Corporate assistants – Helping with corporate event planning
• Catering managers – Coordinating timing with food service

How Collaborators Work in the Inbox #

When collaborators are added to a performance, they become part of the Performance Inbox communication:

• Receive emails – Collaborators are automatically included when you send emails from the inbox
• Can reply – Their replies are captured in the inbox thread
• Visible in participants – They appear in the Client Participants section of the inbox
• Thread access – They can view the conversation in their email client

Adding Collaborators Manually #

Collaborators are added through the performance record, not directly in the inbox. To add a collaborator:

1. Navigate to the performance page
2. Find the Collaborators section in the performance details
3. Click Add Collaborator
4. Enter their email address and name
5. Optionally add their role (e.g., Wedding Planner, Event Coordinator)
6. Save the collaborator

Once added, the collaborator will appear in the Client Participants section of the Performance Inbox and will be included in future email communications.

Auto-Added Collaborators #

The Performance Inbox can automatically add collaborators when unknown senders email the inbox. This happens when:

• Someone sends an email to the performance inbox address
• The sender is NOT the main client
• The sender is NOT already a collaborator
• The sender is NOT a team participant

When this occurs, BookLive automatically creates a collaborator record with:

• The sender email address
• The sender name (extracted from the email)
• A role of “Auto-added”

This ensures that anyone who joins the conversation via email is tracked and included in future communications.

Viewing Collaborators in the Inbox #

To see all collaborators associated with a performance inbox:

1. Go to the Performance Inbox
2. Look for the Inbox Participants panel
3. Find the Client Participants section

This section shows:

• Main Client – Marked with a badge, this is the primary contact
• Collaborators – All additional contacts with their roles

Main Client vs Collaborators #

Understanding the difference between the main client and collaborators:

Main Client #

• The primary contact for the performance
• Set in the performance details when creating or editing the performance
• Usually the person who booked the event
• Linked to the client record in your CRM
• Displayed with a “Main Client” badge in the inbox

Collaborators #

• Additional stakeholders for the event
• Can be added or removed without affecting the main client
• Each can have a specific role assigned
• May or may not have a client record in the system
• Displayed without a badge in the inbox

Including Collaborators in Emails #

When you send an email from the Performance Inbox:

• The email composer automatically pre-fills the TO field with the main client and all collaborators
• You can remove specific recipients by clicking the X on their email chip
• You can add additional CC recipients manually

This ensures that everyone involved in the event receives important communications by default, while still giving you control over specific messages.

Removing Collaborators #

If a collaborator no longer needs to be involved in the conversation:

1. Go to the performance details page
2. Find the Collaborators section
3. Locate the collaborator to remove
4. Click the remove or delete option

Note that removing a collaborator does not delete their previous emails from the inbox – the conversation history is preserved.

Best Practices #

• Add collaborators early – Include all stakeholders before starting email communication
• Use descriptive roles – Set roles like “Wedding Planner” or “Venue Manager” for clarity
• Review auto-added collaborators – Check that auto-added contacts are legitimate before continuing communication
• Keep the list current – Remove collaborators who are no longer involved
• Use CC for one-time recipients – If someone only needs one email, use CC rather than adding them as a collaborator

Common Scenarios #

Wedding with Planner #

Add the wedding planner as a collaborator with role “Wedding Planner”. They will receive all communications and can coordinate directly with your team.

Corporate Event with Multiple Contacts #

Add the event coordinator, venue liaison, and AV contact as separate collaborators. Each can see the full thread and provide their input.

Client Forwards to a Friend #

If someone new replies to a forwarded email, they will be auto-added as a collaborator. Review their details and update the role if needed.

Related Articles #

• Understanding the Performance Inbox
• Managing Team Participants in Performance Inbox
• Sending Emails from the Performance Inbox