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Complete Onboarding Guide for New Groups

Table of Contents

Summary #

Welcome to BookLive! The onboarding process helps you get started quickly by focusing on what matters most to YOU. Instead of forcing you through every feature, BookLive asks you to choose your primary goal and then shows you exactly how BookLive can help achieve it.

The entire process takes 5-10 minutes and you’ll walk away knowing how to use BookLive for your specific needs.

What You’ll Need #

Before starting:

  • ✅ Your Goal – Know whether you want to book more gigs, simplify management, or build a website
  • ✅ 5-10 Minutes – Quick and focused walkthrough
  • ✅ Basic Group Info – If not already set up during registration

💡 Tip: You can always explore other features after onboarding. This just gets you started with what’s most important to you right now.

How Onboarding Works #

When you first log into BookLive, you’ll be redirected to /onboarding where you’ll see a welcome screen with 3 paths to choose from:

  1. Book More Gigs – Connect with venues and expand your reach
  2. Simplify Management – Streamline scheduling, contracts, and logistics
  3. Build Website – Create a professional “Performing Site” for bookings

You must complete one path to finish onboarding, but each path is quick and tailored to your goal.

Step 1: Choose Your Path #

Welcome Screen #

What You’ll See:

  • Heading: “Welcome to BookLive!”
  • Subheading: “Let’s make your music career thrive. Choose your focus to begin:”
  • Three colorful cards with different options

Option 1: Book More Gigs 🎤 #

Card Description:
“Connect with venues and events. Expand your reach and play more gigs.”

Who Should Choose This:

  • Artists looking for more performance opportunities
  • Groups wanting to expand beyond their current network
  • Musicians ready to actively market themselves

What You’ll Learn:

  • How to use the Gig Vault (30,000+ venue contacts)
  • How to reach out to venues and event planners
  • Email templates for making connections
  • Finding prospects in your area

Click: “Book More Gigs” button

Option 2: Simplify Management 📅 #

Card Description:
“Streamline your scheduling and logistics. Focus more on your music.”

Who Should Choose This:

  • Bandleaders managing multiple musicians
  • Groups with regular performances
  • Artists wanting to automate administrative tasks
  • Anyone feeling overwhelmed by gig logistics

What You’ll Learn:

  • Contract management tools
  • Invoice creation and payment collection
  • Staffing and musician coordination
  • Setlist and music distribution
  • Collecting client reviews

Click: “Simplify Management” button

Option 3: Build Website 🌐 #

Card Description:
“Create a ‘Performing Site’ optimized for booking high-end gigs, with free hosting and tools to design and manage your content.”

Who Should Choose This:

  • Musicians without a professional website
  • Groups wanting to showcase their work
  • Artists targeting high-end bookings
  • Anyone wanting a booking-optimized online presence

What You’ll Learn:

  • Creating your Performing Site
  • Optimization for bookings
  • Free hosting included
  • Content management tools

Click: “Build Website” button

Path A: Book More Gigs (Gig Vault) #

If you chose “Book More Gigs,” here’s what happens:

Step 2: Introduction to Gig Vault #

What You’ll See:

  • Purple card with headline “Unlock More Gigs with the Gig Vault”
  • Explanation of the Gig Vault feature

What You’ll Learn:

  • Successful musicians actively market their acts
  • The Gig Vault has 30,000+ venue and event planner contacts
  • Includes email templates for outreach
  • Reaching out opens doors to direct bookings and referrals
  • It’s like expanding your team without hiring a manager

Key Message:
“Did you know the most successful musicians actively market their acts? Sitting back and waiting for gigs to come to you might work occasionally, but if you want consistent, high-quality bookings, it’s time to take action.”

Click: “Open Your Gig Vault” button

Step 3: Set Your Act Location #

What You’ll Do:
Enter information about your act and where you’re based.

Why It Matters:

  • Helps find relevant venues in your area
  • Filters prospects by location
  • Calculates travel distances
  • Matches you with appropriate opportunities

Fields Likely Include:

  • Act name/group name
  • City
  • State/Region
  • Performance radius (how far you’ll travel)

Click: “Next” or “Continue” button

Step 4: Select Your Prospects #

What You’ll Do:
Choose venues or event planners you want to connect with.

How It Works:

  • Browse venues from the Gig Vault database
  • Filter by location, type, size
  • Select prospects that match your style
  • Save your selections

What Happens:

  • You’ll be able to reach out to these prospects
  • Use provided email templates
  • Track your outreach efforts
  • BookLive helps you stay organized

Click: “Next” or “Continue” button

Step 5: Gigs Onboarding Complete! ✅ #

What You’ll See:

  • Confirmation that you’ve completed onboarding
  • Summary of what you can do next
  • Access to your Gig Vault

Next Steps:

  • Start reaching out to prospects
  • Use email templates to make connections
  • Track responses and bookings
  • Build relationships with venues

Click: “Get Started” or similar to complete onboarding

Path B: Simplify Management (Admin Tools) #

If you chose “Simplify Management,” here’s what happens:

Step 2: Choose What You Want to Simplify #

What You’ll See:

  • Heading: “Welcome to Stress-Free Gig Management!”
  • Subheading: “Let’s streamline your admin tasks so you can focus on the music.”
  • Prompt: “Tell us what you’re most interested in simplifying:”

Options (Checkboxes):
Select ANY or ALL that interest you:

  • ☐ Managing Leads and Closing Deals
  • ☐ Writing and Sending Contracts
  • ☐ Creating and Sending Invoices + Collecting Payments
  • ☐ Managing Staffing for Gigs
  • ☐ Streamlining Setlists and Music Distribution
  • ☐ Collecting Reviews

Important:

  • You can select multiple options (it’s not just one)
  • The more you select, the more you’ll learn
  • But don’t worry – you’re not committing to use them all right now
  • This just shows you what’s available

Click: “Get Started” button (only enabled after selecting at least one)

Steps 3+: Educational Modules #

For each option you selected, BookLive shows you a quick educational screen about that feature.

If You Selected: Contracts #

Screen: Effortless Contract Management

What You’ll Learn:

  • Contracts can be tedious and time-consuming
  • BookLive offers digital, signable contracts
  • Use free templates or import your own
  • System automatically inserts performance details
  • Streamlines from drafting to signing
  • Elevates professionalism
  • Shortens time to secure gigs

Key Message:
“Imagine sending contracts that are professional, customizable, and, most importantly, digital and signable. With BookLive, this becomes your reality, not just a possibility.”

Click: “Next” button

If You Selected: Invoices #

Screen: Invoice Management

What You’ll Learn:

  • How to create and send invoices
  • Accepting credit card and ACH payments
  • Automatic payment reminders
  • Tracking payment status
  • Professional invoice templates

Click: “Next” button

If You Selected: Staffing #

Screen: Staffing Management

What You’ll Learn:

  • Assigning musicians to performances
  • Sending gig requests automatically
  • Tracking musician availability
  • Coordinating your team
  • Real-time communication tools

Click: “Next” button

If You Selected: Setlists #

Screen: Setlist and Music Distribution

What You’ll Learn:

  • Creating and managing setlists
  • Sharing music with your band
  • Song library management
  • Timeline coordination
  • Performance preparation tools

Click: “Next” button

If You Selected: Reviews #

Screen: Collecting Reviews

What You’ll Learn:

  • Requesting reviews from clients
  • Displaying reviews on your profile
  • Building social proof
  • Improving your reputation
  • Using reviews for marketing

Click: “Next” button

Final Step: Management Onboarding Complete! ✅ #

What You’ll See:

  • Congratulations message
  • Summary of the features you learned about
  • Next steps to start using these tools

What Happens:

  • Your onboarding is marked complete
  • You’re redirected to your dashboard
  • Full access to all BookLive features
  • Can start using the tools you learned about

Click: “Go to Dashboard” or similar

Path C: Build Website (Performing Site) #

If you chose “Build Website,” here’s what happens:

Step 2: Website Setup #

What You’ll See:

  • Introduction to BookLive Performing Sites
  • Explanation of features and benefits

What You’ll Learn:

  • Performing Sites are optimized for booking high-end gigs
  • Free hosting included with BookLive
  • Tools to design and manage your content
  • Professional templates available
  • Mobile-responsive designs
  • Integrated with BookLive features

What You’ll Do:

  • Choose a template or design
  • Set up basic site information
  • Configure booking options
  • Publish your site

Click: Complete the website setup wizard

Website Onboarding Complete! ✅ #

What You’ll See:

  • Your new Performing Site URL
  • Preview of your site
  • Next steps for customization

What Happens:

  • Site is live and accessible
  • You can customize further anytime
  • Integrated with your BookLive account
  • Ready to start receiving bookings

After Completing Onboarding #

Regardless of which path you chose, after completing onboarding:

You’ll Be Redirected To: #

Your BookLive dashboard with full access to all features

Your Onboarding Status: #

  • Marked as complete in the system
  • Won’t be prompted to onboard again
  • Path preference saved to your account

What’s Unlocked: #

  • Full access to all BookLive features
  • Not limited to just the path you chose
  • Can explore contracts, payments, gig vault, etc.
  • All tools available whenever you need them

Can I Change My Mind Later? #

Absolutely! The path you choose during onboarding is just your starting point.

You Can:

  • Use features from other paths anytime
  • Access the Gig Vault even if you chose “Simplify Management”
  • Create contracts even if you chose “Book More Gigs”
  • Build a website later even if you skipped it initially

The Path Just Determines:

  • What educational content you see first
  • Which features are introduced to you
  • Your initial focus area

Which Path Should I Choose? #

Choose “Book More Gigs” If You: #

  • ✅ Don’t have enough performance opportunities
  • ✅ Want to expand beyond your current network
  • ✅ Are ready to actively market your act
  • ✅ Want access to venue contacts and email templates
  • ✅ Need help finding prospects in your area

Choose “Simplify Management” If You: #

  • ✅ Already have gigs but management is overwhelming
  • ✅ Want to streamline contracts, invoices, and payments
  • ✅ Need help coordinating musicians and staff
  • ✅ Spend too much time on administrative tasks
  • ✅ Want to automate repetitive processes

Choose “Build Website” If You: #

  • ✅ Don’t have a professional online presence
  • ✅ Want a booking-optimized website
  • ✅ Need a place to showcase your work
  • ✅ Target high-end clients who expect a polished website
  • ✅ Want free hosting and easy management

💡 Tip: If you’re torn between options, choose “Simplify Management” – it covers the core BookLive workflow that most users need daily.

Onboarding Best Practices #

Before You Start: #

  1. Know Your Primary Goal – What’s your biggest pain point right now?
  2. Set Aside 10 Minutes – Don’t rush through it
  3. Read the Educational Content – It’s short but valuable
  4. Use Desktop If Possible – Easier to see everything

During Onboarding: #

  1. Be Honest About Your Needs – Choose the path that truly fits you
  2. Select Multiple Interests – If you choose Management path, check all that apply
  3. Read the Explanations – Each screen teaches you something useful
  4. Don’t Stress Perfection – You can explore everything later

After Onboarding: #

  1. Explore Your Dashboard – Get familiar with the layout
  2. Try the Features You Learned About – Practice with test data
  3. Check Out Other Features – Not limited to your chosen path
  4. Read Additional Articles – Keep learning as you go

Common Questions #

Do I have to complete onboarding? #

Yes, you must complete one of the three paths to access the full BookLive dashboard. But it’s quick – only 5-10 minutes!

Can I skip steps? #

No, each path has a specific flow you’ll go through. But the steps are short and informative.

What if I choose the wrong path? #

No problem! You’re not locked into that path. You can use any BookLive feature regardless of which onboarding path you completed.

Can I redo onboarding? #

Not typically, since your account is marked as onboarded. But you can explore features you didn’t see during onboarding anytime by reading support articles or using the features directly.

What if I’m both a solo artist AND a bandleader? #

Choose the path that’s most urgent for you right now. If you need gigs, pick “Book More Gigs.” If you’re managing a band, pick “Simplify Management.” You’ll have access to features for both roles after onboarding.

How long does each path take? #

  • Book More Gigs: ~7-10 minutes (4 steps)
  • Simplify Management: ~5-15 minutes (varies based on selections, 2-7 steps)
  • Build Website: ~5-10 minutes (2 steps)

Can I change my path mid-onboarding? #

No, once you select a path, you complete that path. But remember – you’re not locked into only using those features forever!

What if I have multiple groups? #

You’ll onboard once for your account. Then you can create and manage multiple groups from your dashboard.

Troubleshooting #

❓ “Get Started” Button is Disabled (Management Path) #

Why:
The button only enables after you select at least one checkbox.

Solution:
Select one or more interests from the list, then the button will activate.

❓ Onboarding Screen Won’t Load #

Possible Causes:

  • Browser compatibility issue
  • JavaScript disabled
  • Internet connection problem

Solutions:

  1. Try a different browser (Chrome recommended)
  2. Clear browser cache and cookies
  3. Disable browser extensions temporarily
  4. Check internet connection
  5. Hard refresh the page (Ctrl+Shift+R or Cmd+Shift+R)

❓ Stuck on a Step #

If you can’t proceed:

  1. Look for “Next” or “Continue” button
  2. Check if form fields need to be filled
  3. Look for error messages
  4. Try refreshing the page (progress should be saved)
  5. Contact support if truly stuck

❓ Want to Skip Onboarding #

Unfortunately, onboarding is required to access the full platform. But:

  • It’s designed to be quick (5-10 minutes)
  • Teaches you valuable features
  • Gets you started on the right foot
  • Can’t be skipped for a reason – it ensures you know how to use BookLive

What Happens Next? #

After completing any onboarding path:

Immediate Access: #

  • Dashboard – Your command center
  • Performances – Create and manage gigs
  • Groups – Manage your groups/bands
  • Clients – CRM and contact management
  • Venues – Venue database
  • All Features – Nothing is locked based on your path

Recommended Next Steps: #

Everyone:

  1. Explore your dashboard
  2. Create your first performance
  3. Add musicians to your roster
  4. Connect Stripe for payments

If You Chose “Book More Gigs”:

  1. Start reaching out to prospects in Gig Vault
  2. Use the email templates provided
  3. Track your outreach efforts
  4. Follow up with interested venues

If You Chose “Simplify Management”:

  1. Create a test performance
  2. Try creating a contract
  3. Send a test invoice
  4. Assign a musician to a performance
  5. Explore the features you selected

If You Chose “Build Website”:

  1. Customize your Performing Site
  2. Add photos and videos
  3. Set up booking options
  4. Share your site URL
  5. Monitor site analytics

Related Articles #

Essential Next Steps:

Gig Vault & Marketing:

Management Tools:

Website Building:

Getting Help #

Need assistance during onboarding?

Support Options:

  • 📧 Email: support@booklive.com
  • 📞 Phone: 414-253-2504 (Mon-Fri, 9 AM – 5 PM MST)
  • 💬 Live Chat: Click chat icon (bottom right)
  • 📚 Help Center: support.booklive.com

During Onboarding:

  • Each step has clear instructions
  • Take your time reading the educational content
  • Contact support if you get stuck
  • Most issues resolve with a page refresh

After Onboarding:

  • Extensive help documentation available
  • Video tutorials for each feature
  • Support team ready to help you succeed

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