When you’re managing an event, the primary client isn’t always the only person who needs to be in the loop. A wedding planner, event coordinator, bride and groom, or family member may all need access to event details, updates, or communications. Collaborators in BookLive let you add these additional contacts directly to a performance record, giving you a centralized place to track everyone involved — and making it easy to include them in portal invitations, workflow emails, and inbox conversations.
What Are Collaborators? #
Collaborators are secondary contacts associated with a specific performance. Unlike your primary client, collaborators don’t need to be in your client database — they’re stored directly on the performance. Common examples include:
- A wedding planner or day-of coordinator
- A second spouse, partner, or family member
- A corporate event organizer
- A venue contact who needs portal access
Once added, collaborators appear alongside the primary client in the performance’s participant list, can receive Client Portal invitations, and can be CC’d on workflow emails automatically.
Step 1: Open the Performance #
Go to Performances in the left sidebar and open the performance you want to add a collaborator to.
Step 2: Add a Collaborator #
- On the performance detail page, click the Actions button in the top-right area of the page.
- Select Add Collaborator from the dropdown menu.
- A dialog will appear. Fill in the following fields:
- Name (required) — the collaborator’s full name
- Email — if provided, the collaborator will automatically receive a Client Portal invitation
- Phone — optional contact number
- Role — a short label describing their involvement (e.g., “Wedding Planner”, “Event Coordinator”)
- Click Add Collaborator to save.
If you provided an email address, BookLive will send a portal invitation to that collaborator immediately after saving. They’ll receive the same Client Portal link as your primary client, allowing them to view event details, the timeline, and any shared documents.
Step 3: View and Manage Collaborators #
To see all collaborators on a performance, look for the Collaborators (N) link near the top of the performance page — where N is the current count. Click it to open the Collaborators panel, which lists everyone you’ve added along with their name, role, email, and phone number.
From this panel, you can:
- Edit a collaborator — click the pencil icon to update their name, email, phone, or role
- Delete a collaborator — click the trash icon to remove them from the performance
- Add another collaborator — click Add Collaborator at the bottom of the panel
Sending Portal Invitations to Collaborators #
If you want to (re)send a Client Portal invitation to your collaborators, you can do so from the Client Portal tab on the performance settings page. BookLive will list your primary client and all collaborators with email addresses as available recipients. Check the boxes next to whoever you want to notify and click Send Invitation.
Collaborators in Workflow Emails #
When you’re building automated workflows, you can choose to CC all performance collaborators on any email step. This is especially useful for post-booking sequences, day-of reminders, or review requests where the coordinator or planner should also receive a copy.
To enable this, open the email step in the Workflow Editor and check the box labeled CC performance collaborators. BookLive will automatically include all collaborators (who have an email on file) in the CC field every time that step fires.
For a full walkthrough of this option, see CC-ing Performance Collaborators on Workflow Emails in BookLive.
Tips & Notes #
- Collaborators are specific to a single performance — they are not added to your overall client database.
- If a collaborator’s email address is added after the initial save, you can manually resend the portal invitation from the Client Portal tab.
- Deleting a collaborator from a performance does not affect any emails that have already been sent to them.
- Collaborators appear in the Performance Inbox participant list under Client Participants, making it easy to see who has inbox access.
