Getting Started with Smart Forms in BookLive

Smart Forms let you build structured, multi-page questionnaires that can be attached to individual performances. Use them to collect event details, gather client preferences, request files, or capture any information your team needs—all in one organized place. Unlike classic questionnaires, Smart Forms support multiple pages, a wider range of question types, and give you full control over musician visibility.

Before You Begin #

• You must be a bandleader or group admin to create and manage Smart Form templates.
• Smart Forms are created as templates first, then attached to individual performances as needed.

Step 1: Create a Smart Form Template #

Templates define the structure and questions of your form. You create them once and reuse them across any number of performances.

1. Log in at https://booklive.com/login.
2. Navigate to your group and click Templates in the left sidebar.
3. Scroll down to the Smart Forms section and click Manage Smart Forms.
4. Click the pink + button (bottom-right corner) to create a new template.
5. Enter a Form Name and optional Description, then click Save.

Step 2: Configure Form Settings #

After creating the template, you’ll land in the form builder. The Settings tab controls how the form behaves across all performances it’s attached to.

• Form Name — The name shown to bandleaders and (optionally) musicians.
• Description — A brief note explaining what the form is for. Visible to you internally.
• Form Active / Inactive — Only active forms can be attached to new performances. Toggle this off to retire a template without deleting it.
• Visible to Musicians / Hidden from Musicians — Controls whether musicians assigned to a gig can see and fill out this form, or whether it’s restricted to bandleaders only. You can also override this visibility on a per-performance basis.

Changes save automatically. You’ll see a Saved indicator in the top-right corner of the builder.

Step 3: Add Pages to Your Form #

Smart Forms support multiple pages, allowing you to logically group related questions (e.g., “Event Details” on page 1, “Music Preferences” on page 2).

1. Click the Pages tab in the form builder.
2. Click Add Page.
3. Enter a page name and click Save.
4. Repeat to add as many pages as needed.
5. Click a page in the list to select it—this activates the Questions tab for that page.

Step 4: Add Questions to Each Page #

With a page selected, click the Questions tab to add questions to it.

1. Click Add Question.
2. Choose a question type:

• Short Answer — Single-line text input. Best for names, dates, or brief responses.
• Long Answer — Multi-line text area. Best for detailed instructions or open-ended feedback.
• Radio Buttons — Respondent selects one option from a list you define.
• Checkboxes — Respondent can select multiple options from a list.
• File Upload — Respondent uploads one or more files (e.g., photos, PDFs, audio).

3. Enter your question text and, for Radio or Checkbox types, add the available answer choices.
4. Mark the question as Required if an answer is mandatory before the form can be submitted.
5. Click Save. Questions auto-save as you work.

Repeat this process for each question across all pages.

Step 5: Attach a Smart Form to a Performance #

Once your template is ready, you can attach it to any performance.

1. Open the performance from your calendar or gig list.
2. Navigate to the Questionnaires section of the performance.
3. Click Add Questionnaire.
4. In the dialog, select Smart Form from the type toggle.
5. Choose your template from the dropdown and click Add.

The form is now attached to this performance. You can adjust musician visibility at the performance level using the toggle on the form card—this overrides the template-level setting for this gig only.

Step 6: Fill Out and Submit the Form #

Bandleaders and (if enabled) musicians can fill out Smart Forms directly from the performance view.

1. Click the form name in the Questionnaires section to open it.
2. Navigate through pages using the Next and Previous buttons. A progress indicator shows which page you’re on.
3. Fill in all required fields. Forms auto-save as you go—look for the Saving… / Saved indicator.
4. On the final page, click Submit to finalize the form.

Once submitted, the form is locked and cannot be edited. The submission timestamp is recorded and visible on the performance.

Step 7: View Submissions #

To review a completed form:

1. Open the performance and go to the Questionnaires section.
2. Click the form name to open the response viewer.
3. Browse responses by page. File uploads appear as downloadable links.

Forms show a Submitted badge when finalized, or In Progress if not yet complete. You can also see the due date and how much time remains directly on the form card.

Managing Your Smart Form Templates #

From the Smart Forms template list, you can:

• Duplicate a template — Click the copy icon to clone a form and use it as a starting point for a new one.
• Toggle Visibility — Click the Visible or Hidden chip on any template to flip musician visibility across all future uses.
• Deactivate — Set a template to Inactive in its Settings tab to prevent it from being attached to new performances (existing attachments are not affected).
• Delete — Click the trash icon to permanently remove a template. This cannot be undone.

Tips & Notes #

• Smart Forms are ideal for collecting structured pre-event information like song lists, dietary preferences, or logistics—anything that benefits from multiple question types on organized pages.
• If you only need a simple text-based questionnaire, classic questionnaires (also available in Templates) may be quicker to set up.
• A due date can be set on each performance-level Smart Form submission so your team knows when responses are expected.
• File uploads in Smart Forms are stored securely and can be downloaded directly from the response viewer.

Related Articles #

• Pre-Performance Questionnaires and Planning in BookLive
• Performance Details and Client Communication in BookLive