BookLive’s Client Portal gives your clients a real-time window into their event. With the Client Timeline Events setting, you can go one step further — letting clients add their own events directly to the performance timeline without having to call or email you. This is especially useful for collecting agenda items like arrival times, toasts, or special moments before your event planning is finalized.
How It Works #
Timeline event submission for clients is controlled at two levels:
- Group default — a master switch that applies to all of your group’s performances unless overridden
- Per-performance override — lets you set a specific rule for an individual performance that overrides the group default
When a client has access to add events, they’ll see an Add Event button on the Timeline section of their client portal. If the timeline has been finalized by the group leader, the button is hidden and clients cannot add new events.
Before You Begin #
- You must be a group leader or have admin access to the group.
- The performance must have an active client portal link (clients access the timeline through their portal, not a direct login).
Step 1: Open Client Portal Settings for the Performance #
- Log in at https://booklive.com/login.
- Navigate to the performance you want to configure.
- Click the Client Portal tab on the performance detail page.
You’ll see a Client Timeline Events section below the portal access and appearance settings.
Step 2: Set the Group-Wide Default #
The group-wide default controls whether clients across all of your performances can add timeline events, unless a performance-level override says otherwise.
- In the Client Timeline Events section, locate the toggle labeled Allow clients to add timeline events by default (applies to all of this group’s performances).
- Toggle it on to allow clients to add events by default, or leave it off to keep the portal read-only by default.
- The setting saves automatically.
Step 3: Override the Setting for a Specific Performance #
If you want to allow or block clients from adding timeline events for just one performance — regardless of your group default — use the per-performance override.
- Still in the Client Timeline Events section, find the dropdown selector beneath the group default toggle.
- Choose one of three options:
- Use group default — the performance follows whatever the group-wide toggle is set to (shown in gray with the current group default status)
- Always allow — clients can always add events to this performance, even if the group default is off
- Never allow — clients cannot add events to this performance, even if the group default is on
- The override saves automatically. A status banner below the selector confirms whether clients can currently add events to this specific performance.
What the Client Sees #
When a client opens their portal and navigates to the Timeline section:
- If access is enabled and the timeline is not finalized, they’ll see an Add Event button in the top-right of the timeline section. Clicking it opens a form where they can enter the event name, start time, duration, and other details.
- If access is enabled but the timeline has been finalized by the group leader, the Add Event button is hidden — finalization always takes precedence and locks the timeline for client additions as well.
- If access is disabled, the timeline is shown in read-only mode with no Add Event button visible.
Tips & Notes #
- Client-submitted timeline events appear alongside your own events in the performance timeline inside BookLive, so you can review, edit, or remove them at any time.
- To lock the timeline after you’ve finished building it — preventing any further changes from either your team or clients — use the Finalize Timeline option in the Timeline tab. See Building a Performance Timeline in BookLive for details.
- The group default is a convenience setting. If you manage many performances and only want to allow client submissions occasionally, leave the group default off and use the Always allow override on the specific performances where you want client input.
