Configuring Your Client Portal Settings in BookLive #

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Overview #

Your Client Portal is the professional, branded page your clients see when they access their performance details. It’s where they view event information, sign contracts, make payments, see timelines, and access everything related to their booking – all in one convenient location.

This guide shows you how to configure and customize your client portal to create a polished, professional experience that delights your clients.

What you’ll learn:

• What the client portal is and how clients access it
• Customizing the portal’s appearance with header images
• What information clients see in the portal
• Managing client portal access and security
• Best practices for portal setup

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What is the Client Portal? #

Overview #

The Client Portal is a secure, personalized webpage for each performance where your clients can:

• ✅ View complete performance details (date, time, location)
• ✅ Review and sign contracts electronically
• ✅ Make payments (deposits and balances)
• ✅ See performance timelines with song lists
• ✅ View your group’s photos and videos
• ✅ Submit custom forms or questionnaires
• ✅ Access everything in one place, 24/7

Think of it as: Your client’s personal dashboard for their event.

How Clients Access the Portal #

Each performance in BookLive has a unique Client Portal URL:

https://booklive.com/client-portal/abc123xyz456

Where abc123xyz456 is the unique ID (UUID) for that specific performance.

Access Methods:

Method 1: Direct Link

• You send the client the portal link via email
• They click and access immediately
• No login required (secured by unique URL)

Method 2: Email Lookup

• Client visits https://booklive.com/client-portal-lookup
• Enters their email address
• BookLive finds all performances associated with that email
• Client selects their event

Security:

• Each portal URL is unique and unguessable
• Only people with the link can access it
• No password required (link IS the security)
• You can regenerate URLs if needed

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Accessing Client Portal Settings #

Finding Portal Settings for a Performance #

1. Navigate to the Performance

– Go to Performances in the main menu
– Find the performance you want to configure
– Click to open the performance details

1. Open Client Portal Settings

– Look for “Client Portal Settings” tab or section
– Or find “Customize Portal” button
– Click to open settings

What You’ll See:

• Portal URL (the link clients use)
• Header image settings
• Preview of what clients see
• Options to customize appearance

Quick Access Methods #

From Performance List:
Some views allow quick access:

• Hover over performance
• Click “Client Portal” icon or option
• Opens settings directly

From Performance Detail Page:

• Tab labeled “Client Portal”
• Section showing portal URL and customization options

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Customizing the Portal Header Image #

What is the Header Image? #

The header image is the large banner image at the top of the client portal. It’s the first thing clients see when they access their portal.

Default Behavior:
If you don’t set a custom header image, the portal uses:

• Your group’s cover photo (from your group profile)
• Or a BookLive default if no cover photo is set

Why Customize:

• ✅ Match your brand
• ✅ Match the event theme (wedding colors, corporate branding)
• ✅ Show performance-specific content
• ✅ Create a professional, personalized experience

Setting a Custom Header Image #

Step 1: Prepare Your Image

Recommended Specifications:

• Dimensions: 1920px wide × 600px tall (minimum)
• Aspect Ratio: 16:5 or similar wide banner
• File Type: JPG or PNG
• File Size: Under 2MB for fast loading
• Content: High quality, professional photo

Good Header Image Ideas:

• Your band/group performing live
• Elegant stage setup photo
• Event-appropriate theme (wedding: romantic, corporate: professional)
• Venue exterior or interior (if venue-specific)
• Action shot of your performance

Avoid:

• Low resolution or blurry photos
• Images with important content at edges (may be cropped)
• Dark/hard-to-read images (text will overlay on it)
• Copyrighted images you don’t have rights to use

Step 2: Upload to Your Group Photos

Before setting as header, the image must be in your group’s photo library:

1. Navigate to Group Settings or Photos
2. Click “Upload Photos”
3. Select your header image
4. Upload and wait for processing
5. Verify image appears in your photo library

Step 3: Set as Client Portal Header

1. Open Client Portal Settings for the performance
2. Find “Header Image” or “Banner Image” section
3. Click “Select Image” or “Choose Header”
4. Browse your group photos
5. Select the image you uploaded
6. Click “Save” or “Apply”

What Happens:

• Header image updates immediately
• Visible next time anyone accesses the client portal
• Only affects THIS performance (each performance can have different header)

Step 4: Preview the Portal

1. Copy the client portal URL
2. Open in a new browser tab (or incognito window)
3. See exactly what your client sees
4. Verify header image looks good
5. Adjust if needed

Managing Header Images #

Using Different Headers for Different Performances:

Wedding in Spring:

• Header: Romantic outdoor venue photo with flowers

Corporate Event:

• Header: Professional stage setup, branded

Holiday Party:

• Header: Festive stage with holiday decorations

Concert:

• Header: Dynamic live performance action shot

To Change Header Image:

1. Open Client Portal Settings
2. Select different image from your library
3. Save
4. New header appears immediately

To Remove Custom Header:

1. Open Client Portal Settings
2. Select “Use Group Cover Photo” or “Remove Custom Header”
3. Save
4. Portal reverts to group default cover photo

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What Clients See in the Portal #

Portal Layout and Sections #

When a client accesses their portal, they see:

1. Header Section

• Your custom header image (or group cover photo)
• Group name
• Performance type/title

2. Event Details

• Date & Time: Performance date and start time
• Venue: Venue name and address
• Duration: Length of performance
• Event Type: Wedding reception, corporate event, etc.

3. Contract Section (if contract exists)

• Contract status: Unsigned / Signed / Pending
• “Review and Sign Contract” button
• Deadline for signing (if set)
• Download signed contract (after signing)

4. Payment Section

• Total amount due
• Amount paid so far
• Balance remaining
• Payment buttons:

– “Pay Deposit” (if deposit not paid)
– “Pay Balance” (if balance not paid)
– “Pay with Credit Card”
– “Pay with ACH” (bank account)

• Payment history (previous payments)
• Refunds (if any)

5. Performance Timeline (if shared)

• Chronological schedule of the event
• Songs for each timeline segment
• Special moments/announcements
• See “Sharing Performance Timelines” article for details

6. Song List (if enabled)

• Your group’s available songs
• Searchable/filterable
• Music previews (if embedded)
• Helps clients choose do-not-play or request songs

7. Group Photos/Videos

• Your group’s photo gallery
• Performance videos
• Helps clients see what to expect

8. Custom Forms (if configured)

• Event questionnaires
• Song requests
• Special requests
• Timeline planning forms
• See “Pre-Performance Questionnaires” article for details

9. Contact Information

• How to reach you
• Your group’s contact email/phone
• Quick message option (if enabled)

10. Footer

• Powered by BookLive branding
• Terms and conditions

Client Experience Example #

Sarah’s Wedding – Client Portal View:

[Header Image: Elegant outdoor venue photo]
Johnson Wedding Reception
The Jazz Standards Quartet
June 15, 2025 at 6:00 PM
Riverside Gardens, 123 Main St
━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━
CONTRACT STATUS: ✅ Signed on Nov 20, 2025
[Download Contract]
PAYMENT STATUS:
Total: $2,500
Paid: $1,250 (Deposit - Nov 20)
Balance Due: $1,250
Due Date: May 15, 2025
[Pay Balance Now]
━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━
PERFORMANCE TIMELINE:
6:00 PM - Cocktail Hour (Jazz Standards)
7:00 PM - Grand Entrance
7:05 PM - First Dance: "At Last"
...
━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━
OUR MUSIC: Browse our song library (250 songs)
[Search songs...]
━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━
PHOTOS & VIDEOS: See us in action!
[Gallery of 20 performance photos]

Professional, Clear, All-in-One: Everything Sarah needs in one place!

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Client Portal URL Management #

Finding Your Portal URL #

From Performance Details:

1. Open the performance
2. Look for “Client Portal URL” or “Share with Client”
3. URL displayed: https://booklive.com/client-portal/abc123xyz456

Copying the URL:

• Click “Copy URL” button (copies to clipboard)
• Or manually select and copy the URL

Sharing the Portal with Clients #

Best Practices for Sharing:

Method 1: Email with Context

✅ Good:

Subject: Your Wedding Performance Portal - The Jazz Standards
Hi Sarah,
I've set up your personalized performance portal where you can:
Review and sign your contract
Make your deposit payment
See our song list and timeline
Access all event details
Access your portal here:
https://booklive.com/client-portal/abc123xyz456
Let me know if you have any questions!
Best,
Jennifer
The Jazz Standards Quartet

❌ Bad:

Here's the link: https://booklive.com/client-portal/abc123xyz456

(No context, not helpful)

Method 2: Include in Proposal

When sending proposals, include:

"Once you book, you'll receive access to your personal client portal
where you can sign contracts, make payments, and view all event details."

Then send actual link after booking.

Method 3: Automated Email

Some setups can automatically email the portal link when:

• Performance is created
• Contract is sent
• Payment is requested

Check with your group leader about automation options.

Security Considerations #

URL Security:

✅ Secure by Design:

• Each URL is unique (UUID is cryptographically random)
• Impossible to guess other performance URLs
• No “performance ID = 1, 2, 3” patterns
• URL itself IS the authentication

🔒 Best Practices:

1. Share via secure channel: Email directly to client (not public)
2. Don’t post publicly: Never share on social media or public websites
3. Regenerate if compromised: If URL leaks, you can generate new one
4. Track access: See when clients accessed the portal (if logging enabled)

When to Regenerate URL:

Typically not needed, but regenerate if:

• Client forwards to unauthorized person
• URL accidentally posted publicly
• Security concern

How to Regenerate:
(Check with your BookLive setup – feature may vary)

1. Open performance settings
2. Find “Regenerate Portal URL” option
3. Confirm regeneration
4. Old URL stops working
5. New URL generated
6. Send new URL to client

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Advanced Portal Settings #

Hiding/Showing Portal Sections #

Depending on your BookLive setup, you may be able to control what clients see:

Common Toggles:

• ☑️ Show contract section
• ☑️ Show payment section
• ☑️ Show timeline
• ☑️ Show song list
• ☑️ Show photo gallery
• ☑️ Show custom forms

Use Cases:

Hide Timeline: Event is far away, timeline not finalized yet
Hide Song List: You’ve already agreed on all songs, no client input needed
Hide Payments: Payment handled outside BookLive (rare)

How to Toggle:

1. Open Client Portal Settings
2. Find “Visibility Options” or “Show/Hide Sections”
3. Check/uncheck options
4. Save

(Feature availability varies by setup)

Portal Notifications #

Track Client Activity:

Some setups notify you when:

• ✉️ Client accessed the portal
• ✉️ Client signed the contract
• ✉️ Client made a payment
• ✉️ Client submitted a form

Benefits:

• Know engagement level
• Follow up if client hasn’t accessed portal
• Confirm important actions (contract signed, payment received)

How to Enable:
Check Group Settings → Notifications for portal notification options.

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Real-World Portal Configuration Scenarios #

Scenario 1: Wedding with Full Portal Experience #

Client: Sarah Miller, June 15 wedding

Portal Configuration:

1. Header Image: Romantic outdoor venue photo with flowers
2. Sections Enabled:

– ✅ Contract (unsigned, deadline June 1)
– ✅ Payments ($1,250 deposit due immediately, $1,250 balance due May 15)
– ✅ Timeline (detailed schedule with song choices)
– ✅ Song List (250 songs, client can browse and request)
– ✅ Custom Form (“Wedding Details Questionnaire”)
– ✅ Photo Gallery (20 wedding performance photos)

Email to Client:

Subject: Your Wedding Portal is Ready!
Hi Sarah,
Your personalized wedding portal is now live! Here's what you can do:
Review and sign your contract (deadline: June 1)
Pay your $1,250 deposit to secure your date
Browse our song list and submit your favorites
Fill out the wedding details questionnaire
See photos/videos of us performing at weddings
Access your portal:
https://booklive.com/client-portal/abc123xyz456
Can't wait for June 15!
Jennifer
The Jazz Standards Quartet

Client Experience:
Sarah accesses portal, loves the professional layout, signs contract immediately, pays deposit, browses songs for 30 minutes, fills out questionnaire. Everything done in 1 hour!

Scenario 2: Corporate Event – Minimal Portal #

Client: CompanyXYZ Inc., corporate holiday party

Portal Configuration:

1. Header Image: Professional stage setup with corporate branding
2. Sections Enabled:

– ✅ Contract (simple 1-page agreement)
– ✅ Payments (single payment, $3,500, due December 1)
– ❌ Timeline (not sharing, corporate just wants us to play)
– ❌ Song List (already agreed on background jazz, no client input)
– ❌ Custom Forms (all details already confirmed)
– ✅ Contact Info (in case they need to reach us)

Email to Client:

Subject: Your Corporate Event Portal - The Jazz Standards
Hi Michael,
Your event portal is ready. Access here:
https://booklive.com/client-portal/xyz789abc123
You can:
Review and sign the service agreement
Pay the $3,500 fee securely online
That's it! We have all other details confirmed.
See you December 15!
Jennifer

Client Experience:
Michael accesses portal, reviews simple contract, signs, pays with corporate card. Done in 5 minutes. Clean and professional.

Scenario 3: Multi-Event Corporate Client #

Client: Jennifer at Riverside Gardens (books monthly events)

Challenge: Jennifer books 12 events per year. How does she access the right portal?

Solution: Email Lookup

Jennifer’s Process:

1. Visits https://booklive.com/client-portal-lookup
2. Enters: jennifer@riversidegardens.com
3. BookLive shows all 12 performances:

Select Your Event:
○ January 15, 2025 - Corporate Gala
○ February 20, 2025 - Charity Fundraiser
● March 10, 2025 - Wedding Reception ← Currently viewing
○ April 5, 2025 - Anniversary Party
...

1. Clicks the event she wants
2. Accesses that specific portal

Benefit: Easy access to any of her bookings without searching emails for links!

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Best Practices for Client Portal Setup #

1. Set Up Portal Before Sending Proposal #

Timeline:

1. Create performance in BookLive
2. Configure portal (header image, settings)
3. Preview to ensure it looks good
4. THEN send proposal with portal access

Why: Professional first impression. Client can access portal immediately after booking.

2. Use High-Quality Header Images #

Professional appearance matters:

• ✅ High resolution (min 1920×600)
• ✅ Well-lit, clear photo
• ✅ Represents your brand
• ✅ Appropriate for event type

Test on Mobile:

• Many clients will view on phones
• Header should look good on small screens
• Important content should be centered (edges may crop)

3. Keep Portal Information Current #

Regular Updates:

• Update timeline as details finalize
• Update payment status when received
• Add custom forms when needed
• Keep song list current

Client Perspective:
Portal should always reflect the latest, accurate information. Out-of-date info erodes trust.

4. Send Portal Link Multiple Times #

Clients lose emails!

Good Practice:

• Send portal link in booking confirmation
• Include in contract email
• Include in payment reminders
• Include in timeline finalization email
• Include in week-before reminder

Make it easy for clients to find their portal anytime.

5. Preview Before Sharing #

Always preview as client:

1. Copy portal URL
2. Open in incognito/private browser window
3. See exactly what client sees
4. Check for errors, typos, broken links
5. Verify all sections appear correctly

Catch mistakes before client does!

6. Use Portal to Reduce Email Back-and-Forth #

Instead of:
❌ Client: “Did you receive my deposit?”
You: “Let me check… yes, received!”

Portal shows:
✅ Payment Status: Deposit received Nov 20, Balance due May 15

Instead of:
❌ Client: “Can you send me the song list again?”
You: “Sure, attached…”

Portal shows:
✅ Song List: Browse all 250 songs

Result: Fewer emails, happier clients, less work for you!

7. Leverage Portal for Professionalism #

Portal = Professional Experience

Clients who see a polished, well-organized portal:

• Trust you more
• Feel confident in their choice
• Are more likely to refer you
• Rate you higher
• Pay on time (everything’s clear and easy)

Investment in portal setup = Better client relationships!

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Troubleshooting Common Portal Issues #

Issue: Client Can’t Find Portal Email #

Solution 1: Resend Link

Hi Sarah, No problem! Here's your portal link again:
https://booklive.com/client-portal/abc123xyz456

Solution 2: Email Lookup

Hi Sarah, Visit https://booklive.com/client-portal-lookup
and enter sarah@email.com - you'll see all your events with us!

Issue: Header Image Looks Blurry #

Causes:

• Image resolution too low
• Image was compressed heavily during upload

Solution:

1. Use higher resolution source image (min 1920×600)
2. Export at high quality (90%+ for JPG)
3. Re-upload to BookLive
4. Set as header again

Issue: Client Says Portal Shows Wrong Information #

Diagnosis:

1. Access portal yourself to verify
2. Check when information was last updated
3. Client may have bookmarked old portal URL (if regenerated)

Solution:

1. Update performance details in BookLive
2. Changes should reflect in portal immediately
3. Ask client to refresh browser (Ctrl+F5 / Cmd+Shift+R)
4. If still wrong, client may be on wrong portal (multiple bookings?)

Issue: Payment Button Not Working #

Possible Causes:

• Stripe not connected
• Payment already processed
• Payment amount not set

Solution:

1. Verify Stripe Connect is set up for your group
2. Check performance has payment amount set
3. Verify payment hasn’t already been made
4. Test yourself in portal

If Still Broken:
Contact BookLive support with:

• Performance ID or UUID
• Screenshot of error
• Steps to reproduce

Issue: Contract Not Appearing in Portal #

Checklist:

• ☑️ Contract created for this performance?
• ☑️ Contract sent to client?
• ☑️ Contract section enabled in portal settings?

Solution:

1. Open performance details
2. Verify contract exists
3. Verify contract was sent (check activity timeline)
4. Check portal settings → ensure contract section is visible

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Common Questions #

Q: Can I have different portal settings for each performance? #

A: Yes! Each performance has its own portal with independent settings.

• Performance A: Custom header image #1
• Performance B: Custom header image #2
• Performance C: Uses default group cover photo

Customize per event as needed!

Q: Can clients make changes in the portal? #

A: Limited editing. Clients can:

• ✅ Sign contracts (one-way, can’t unsign)
• ✅ Make payments
• ✅ Submit forms/questionnaires
• ✅ Browse song list

Clients CANNOT:

• ❌ Edit performance details (date, time, venue)
• ❌ Edit contract terms
• ❌ Edit pricing
• ❌ Cancel performance

All management stays with you (the band leader).

Q: How long is the portal accessible? #

A: Typically indefinitely.

• Portal remains accessible before, during, and after the event
• Clients can download signed contracts anytime
• Clients can view payment history anytime

Some groups: Archive old performances after 1+ years, which may disable portals.

Q: Can I see when a client accessed the portal? #

A: Depends on your BookLive setup.

Some implementations track:

• Portal access timestamp
• Contract views
• Payment attempts

Check with group leader about available analytics.

Q: What if client doesn’t have the email anymore? #

A: Email lookup feature!

Client visits: https://booklive.com/client-portal-lookup
Enters their email address
BookLive shows all their performances
Client selects correct one

Or: You can resend the link anytime.

Q: Can multiple people access the same portal? #

A: Yes! The portal URL can be shared.

Common Scenario:

• Bride shares portal with groom
• Corporate booker shares with their manager
• Wedding planner shares with couple

Security: Anyone with the URL can access. Don’t share publicly.

Q: Can I customize the portal colors/branding? #

A: Limited. Current customization:

• ✅ Header image (your main branding opportunity)
• ✅ Group name and logo (from group settings)

Cannot customize:

• ❌ Portal colors (BookLive theme)
• ❌ Button styles
• ❌ Font choices

Focus on: Great header image and complete group profile for professional appearance.

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Next Steps #

Now that you understand client portal configuration, explore these related articles:

1. Sharing Performance Timelines with Clients – Show clients the event schedule
2. Performance Details and Client Communication – Managing client interactions
3. Pre-Performance Questionnaires and Planning – Collect client information
4. Creating and Sending Contracts – Contract management through portal

Practice Tasks:

1. ✅ Find the client portal URL for an existing performance
2. ✅ Set a custom header image for a performance portal
3. ✅ Preview the portal in an incognito browser window
4. ✅ Try the email lookup feature with your own email
5. ✅ Send a portal link to a test email and access it

Mastering client portal configuration creates a professional, streamlined experience that impresses clients, reduces administrative work, and makes your business stand out!

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Related Resources #

• BookLive Help Center: https://support.booklive.com
• Video Tutorial: Customizing Your Client Portal
• Template: Client Portal Introduction Email
• Checklist: Portal Setup Before Sending Proposal

Need Help?

• Email: support@booklive.com
• Live Chat: Available in-app during business hours
• Community Forum: Connect with other BookLive users

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This article is part of the BookLive Support Documentation. Last verified November 26, 2025.