Adding Musicians to Your Group Roster

Building a strong roster is essential for running a successful musical group. This guide walks you through the process of adding musicians to your BookLive personnel lists.

Before You Begin #

Before adding a musician, you’ll need:

• The musician’s name and email address
• Their specialty/instrument
• Knowledge of which personnel list they should join (Regulars, Substitutes, etc.)

Adding a Musician #

1. Navigate to your group’s Members section
2. Click on the personnel list where you want to add the musician
3. Click the Add Artist button
4. Search for an existing artist or enter their information to create a new entry
5. Select their specialty (instrument or role)
6. Click Save

Adding Yourself as an Artist #

If you’re a performing member of your group, you can easily add yourself:

1. Go to your group’s Members section
2. If your roster is empty, you’ll see an Add Myself as Artist button
3. Click it to automatically add yourself with your account information
4. Select your specialty/instrument

Adding Multiple Specialties #

Many musicians play multiple instruments. BookLive handles this by allowing you to add the same artist to multiple specialty sections:

• Add the musician once for each instrument they play
• They’ll appear in each specialty section but count as one unique member
• When booking performances, you can assign them to any of their listed specialties

What Happens When You Add an Artist #

When you add a new musician to your roster:

1. Contact info is saved – Their name, email, and phone are cached for quick access
2. Invitation is tracked – If they don’t have a BookLive account, an invitation record is created
3. Email is sent – They receive an invitation to join BookLive and connect with your group

Searching for Existing Artists #

Before creating a new artist entry, BookLive searches for existing artists:

• Search by name or email
• If found, you can add them directly to your roster
• This prevents duplicate entries and maintains data consistency

Tips for Building Your Roster #

• Start with your core team – Add your regular performers first
• Build a deep substitute bench – Have multiple options for each specialty
• Keep information current – Update contact details when they change
• Add all instruments – If someone plays multiple instruments, add them to each specialty