When you send a musician a seat invitation, BookLive can assign a response deadline — a window of time for the musician to accept or decline before the invitation expires. If circumstances change, you can adjust that deadline on the fly: extend it to give the musician more time, or expire it immediately to move on faster. Both actions are available directly from the Musicians tab on any performance.
Before You Begin #
- You must be a group leader or admin to adjust seat deadlines.
- Only pending seat invitations (not yet responded to, expired, or cancelled) show a deadline chip.
- If you use Auto-Fill, expiring a deadline immediately triggers the auto-advance cycle on its next run, moving to the next musician in the hiring order.
Step 1: Open the Performance Musicians Tab #
- Log in to BookLive at https://booklive.com/login.
- Open the performance you want to manage.
- Click the Musicians tab.
Step 2: Locate the Deadline Chip #
Each seat with an active invitation and a deadline shows a colored deadline chip next to the musician’s name. The chip color tells you how much time is left:
- Green — plenty of time remaining
- Orange — deadline is approaching
- Red — deadline is very soon or has just passed
- Grey — no deadline is set on this invitation
Click the chip to open the Adjust Deadline dialog for that seat.
Step 3: Choose Your Action #
The Adjust Deadline dialog shows the musician’s name and their current deadline. You have two options:
Option A: Expire Now #
Click Expire now to immediately close the invitation. This is useful when:
- You have already filled the seat another way and want to formally end the pending request.
- You are using Auto-Fill and want to skip this musician and move on to the next one in the hiring order without waiting for the deadline to lapse naturally.
BookLive sets the deadline to the current moment. If Auto-Fill is active for this seat, it will pick up the expired invitation on its next cycle and contact the next available musician automatically.
Option B: Extend the Deadline #
- Use the Extend by dropdown to choose how much additional time to give. Available options range from 1 hour to 7 days.
- The New deadline preview updates in real time so you can confirm the exact date and time before committing.
- Click Extend deadline to apply the change.
BookLive always calculates the extension from whichever is later — the musician’s current deadline or right now. This means you can safely extend a deadline that has already lapsed without accidentally setting it in the past.
Tips & Notes #
- Deadline adjustments take effect immediately and do not re-send the original invitation. The musician does not receive a new notification when you change their deadline.
- If a performance has a group-wide default deadline configured in Group Settings, new seats inherit that default automatically. Adjusting a deadline on a specific seat overrides the default for that seat only.
- Seats with no deadline set show a grey chip labeled No deadline. These invitations stay open indefinitely unless you manually expire them or the musician responds.
- After extending or expiring a deadline, the Musicians tab refreshes automatically to reflect the updated status.
