How to Create and Manage Performance Timelines #

Last Updated: October 31, 2025
Category: Performance Management – Timelines
Difficulty: Beginner
Estimated Time: 15-20 minute

Summary #

Performance timelines allow you to break down events into segments (like “Cocktail Hour,” “Dinner,” “First Dance”) and plan music for each segment. Timelines help you coordinate timing, assign songs, and ensure every moment of the performance is planned and professional.

This guide walks you through creating timeline events from scratch, understanding suggested times, and managing your performance timeline.

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Prerequisites #

Before creating timelines, make sure you have:

• ✅ A performance/event created in BookLive
• ✅ Group leader permissions for the performing group
• ✅ (Optional) Songs added to your group’s repertoire
• ✅ Performance start and end times set

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What Are Timelines? #

Timelines are event segments within a performance. Each timeline represents a distinct portion of your event with:

• Name – What’s happening (e.g., “Cocktail Hour”, “First Dance”)
• Start Time – When this segment begins
• Duration – How long it lasts (in minutes)
• Songs Required – How many songs you need for this segment
• Description – Optional notes about the segment
• TBD Flag – Mark timing as “To Be Determined” if flexible

When to Use Timelines #

Use timelines when:

• You have a complex event with multiple segments
• Different music is needed for different parts
• You want to track exactly what plays when
• Musicians are assigned to specific segments only
• The client has specific timing requirements

Examples:

• Wedding receptions with cocktail hour, dinner, and dancing
• Corporate events with networking, presentations, and social time
• Ceremonies with processional, unity, and recessional moments

Don’t need timelines?

• Simple one-set performances where you play continuously
• Events where you have full flexibility on song selection
• Short performances without distinct segments

💡 Tip: Even if you don’t use timelines initially, you can add them later as the event details develop.

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Step 1: Navigate to Your Performance #

1. Log in to your BookLive account at https://booklive.com
2. Click “Calendar” or “Performances” in the main navigation
3. Find and click on the performance you want to add timelines to
4. This opens the performance detail page

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Step 2: Access the Timeline Section #

1. On the performance detail page, look for the “Timeline” or “Timelines” tab
2. Click on the Timeline tab
3. You’ll see:

– Current performance start/end times at the top
– List of existing timeline events (if any)
– “Add Timeline Event” or “Create Timeline” button

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Step 3: Create Your First Timeline Event #

1. Click “Add Timeline Event” or “Create Timeline”
2. A form will open with fields for the timeline details

Timeline Name (Required) #

Enter a descriptive name for this segment of the event.

Examples:

• “Cocktail Hour”
• “Grand Entrance”
• “First Dance”
• “Dinner Music”
• “Dance Floor Opens”
• “Last Dance”

💡 Tip: Use clear names that everyone on your team will understand. These may appear in production sheets and communications.

Start Time (Required) #

Set when this timeline segment begins.

How it works:

• Click the time picker
• Select hours and minutes
• Use 12-hour or 24-hour format (depending on your settings)

💡 Tip: If you’re creating multiple timelines, set them in chronological order. BookLive will help suggest performance times based on your timeline sequence.

Duration (Required) #

Enter how long this segment lasts, in minutes.

Examples:

• Cocktail Hour: 60 minutes
• First Dance: 5 minutes
• Dinner: 90 minutes
• Dance Set: 180 minutes (3 hours)

Calculation Helper:

Start: 6:00 PM, Duration: 60 minutes = Ends at 7:00 PM
Start: 7:30 PM, Duration: 180 minutes = Ends at 10:30 PM

💡 Tip: Be realistic with durations. Add buffer time if you need setup/teardown between segments.

Songs Required (Required) #

Specify how many songs you estimate you’ll need for this segment.

How to calculate:

• Average song length: 3-4 minutes
• Formula: Duration ÷ 4 = Approximate songs needed

Examples:

Cocktail Hour (60 min): 60 ÷ 4 = 15 songs
Dinner (90 min): 90 ÷ 4 = 22-23 songs
First Dance (3 min): 1 song
Dance Set (180 min): 180 ÷ 4 = 45 songs

💡 Tip: It’s better to plan for more songs than you think you’ll need. You won’t use them all, but you’ll have options.

Description (Optional) #

Add notes or details about this segment.

What to include:

• Special instructions for musicians
• Client preferences (e.g., “No slow songs during cocktails”)
• Genre requirements (e.g., “Jazz standards only”)
• Technical notes (e.g., “Need wireless mic for toasts”)
• Mood/vibe (e.g., “Upbeat and energetic”)

Example:

Description: "Background music during appetizers. Keep volume low
for conversation. Client prefers jazz standards and classic R&B.
Avoid anything too upbeat or modern pop."

Time TBD (To Be Determined) #

Use this switch if the exact timing is flexible or unknown.

What is TBD?

• Marks this event’s timing as “To Be Determined”
• Useful when you know WHAT will happen but not exactly WHEN
• Common for client-dependent moments (toasts, cake cutting, special dances)

How TBD affects suggested times:

• TBD events are NOT used when calculating performance start time
• TBD events ARE used when calculating performance end time
• This ensures your overall duration estimate includes flexible events

When to use TBD:

✅ Use TBD for:

• Toasts and speeches (client decides timing)
• Cake cutting (happens “sometime during reception”)
• Special dances (father-daughter, etc.)
• Break times (flexible based on event flow)

❌ Don't use TBD for:

• Grand entrance (starts the event)
• First dance (usually scheduled)
• Dinner service (catering has a schedule)
• Final dance (ends the event)

💡 Tip: You can change TBD status later as details get confirmed. Start flexible, finalize as the event approaches.

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Step 4: Save the Timeline Event #

1. Review all your entries
2. Click “Save” or “Add Timeline”
3. The timeline event is created and added to your performance

What happens next:

• The timeline appears in your timeline list
• BookLive calculates suggested times for your performance
• If suggested times differ from current performance times, you’ll see a notification

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Step 5: Understanding Suggested Times #

After creating or editing timeline events, BookLive suggests performance start and end times based on your timeline.

How Suggested Times Work #

Suggested Start Time:

• Based on the first non-TBD timeline event
• Example: If your earliest event is “Cocktail Hour at 5:00 PM,” suggested start is 5:00 PM

Suggested End Time:

• Based on the last timeline event (including TBD events)
• Calculation: Last event’s start time + duration
• Example: “Last Dance at 10:50 PM (5 min)” = Suggested end 10:55 PM

Visual Example:

Performance: Wedding Reception

Timeline Events:

1. Grand Entrance: 6:00 PM (10 min) [not TBD]
2. First Dance: 6:10 PM (5 min) [not TBD]
3. Dinner: 6:15 PM (90 min) [not TBD]
4. Toasts: 7:45 PM (15 min) [TBD – flexible timing]
5. Dancing: 8:00 PM (180 min) [not TBD]
6. Last Dance: 11:00 PM (5 min) [not TBD]

BookLive Suggestions:

• Start: 6:00 PM (from first non-TBD event)
• End: 11:05 PM (last event start + duration)

Reviewing Suggested Times #

When BookLive calculates different times, you’ll see a notification:

Example notification:

⏰ Suggested Times
Your timelines suggest this performance should run:
Start: 6:00 PM → 6:00 PM (no change)
End: 10:00 PM → 11:05 PM (suggested change)

[Accept Suggestions] [Keep Current Times]

Options:

• Accept Suggestions – Updates your performance start/end times automatically
• Keep Current Times – Ignores suggestions; you know your event better

💡 Tip: Suggested times are helpful guides, not requirements. Trust your experience and client discussions when making final timing decisions.

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Step 6: Add More Timeline Events #

Repeat Steps 3-4 to add all segments of your performance.

Common Wedding Reception Timeline:

1. Grand Entrance
2. First Dance
3. Welcome Toast
4. Dinner Service
5. Father-Daughter Dance
6. Mother-Son Dance
7. Cake Cutting
8. Bouquet Toss
9. Dance Party
10. Last Dance
11. Grand Exit

Common Corporate Event Timeline:

1. Arrival/Networking
2. Welcome Remarks
3. Keynote Speech
4. Break/Refreshments
5. Breakout Sessions
6. Lunch
7. Panel Discussion
8. Closing Remarks
9. Social Hour

💡 Tip: You don’t need to create every possible moment. Focus on segments where music changes or specific songs are needed.

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Step 7: Add Songs to Timeline Events #

Once your timeline events are created, you can assign specific songs to each segment.

Option 1: Manual Song Assignment #

1. Click on a timeline event to expand it
2. Look for “Add Song” or “Songs” section
3. Click “Add Song”
4. Search for a song from your repertoire
5. Select the song
6. Repeat for additional songs

Song Ordering:

• Songs are automatically positioned in the order you add them
• You can drag-and-drop to reorder songs within a timeline
• Position numbers are managed automatically

Option 2: AI-Powered Playlist Fill (NEW!) #

BookLive can use AI to automatically fill your timeline with appropriate songs.

Requirements:

• Timeline must have songs_required set
• Your group must have songs in the repertoire
• OpenAI integration must be enabled (contact support if unavailable)

How to use AI Fill:

1. Click on a timeline event
2. Look for “Fill with AI” or “Auto-Fill Playlist” button
3. Click the button
4. BookLive’s AI will:

– Analyze the timeline name (e.g., “Dinner Music” vs “Dance Party”)
– Review songs already in your performance
– Select appropriate songs from your repertoire
– Add them to the timeline in a logical order
– Avoid duplicating songs across timelines

Example:

Timeline: "Cocktail Hour Jazz"
Songs Required: 15
Current Songs: 0

Click “Fill with AI”

AI Analysis:

• Timeline name suggests jazz genre
• Need background/ambient energy
• Avoid songs already used in other timelines
• Select from group’s jazz repertoire

Result: 15 jazz standards added automatically

💡 Tip: AI fill is a starting point. Review the selections and swap out any songs that don’t fit your vision or the client’s preferences.

When AI Fill is Most Useful:

• Large timelines needing many songs (dinner sets, long dance parties)
• Standard genres where your repertoire is deep
• Initial planning phases before client input
• When you’re short on time

When to Manually Select:

• Client has specific song requests
• Special moments (first dance, father-daughter dance, etc.)
• Unique genres or moods
• When you want complete control

Learn More: See “Using AI to Fill Performance Timelines” for detailed AI features.

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Step 8: Edit Timeline Events #

You can modify timeline events at any time (unless finalized).

How to Edit #

1. Find the timeline event in your list
2. Click “Edit” or click on the event itself
3. Modify any fields (name, time, duration, songs required, etc.)
4. Click “Save Changes”

What happens when you edit:

• BookLive recalculates suggested times
• Songs in the timeline are preserved
• Position in the timeline list may change if you changed start time

Reordering Timeline Events #

BookLive automatically sorts timelines by start time.

To change the order:

1. Edit the timeline event
2. Change the start time
3. Save
4. The timeline will automatically move to its correct chronological position

💡 Tip: If you’re creating a complex timeline, start with rough estimates and refine times as the event details develop.

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Step 9: Delete Timeline Events #

If you need to remove a timeline event:

1. Find the timeline event
2. Click “Delete” or the trash icon
3. Confirm deletion

What happens when you delete:

• Timeline event is removed (soft delete – can be recovered by support)
• Songs assigned to that timeline are removed from the timeline
• Songs themselves are not deleted from your library
• Performance suggested times are recalculated
• Musicians assigned to that specific timeline segment lose that assignment

⚠️ Warning: Deleting a timeline event cannot be undone by users. Make sure you want to remove it.

💡 Tip: If you’re uncertain, edit the timeline and mark it as TBD instead of deleting it.

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Managing Multiple Timeline Events #

As your timeline grows, here are strategies for staying organized:

Visual Overview #

Most BookLive timeline interfaces show:

• Chronological list – Events in time order
• Duration bars – Visual representation of event length
• Song counts – How many songs per segment
• Time gaps – Gaps between events (if any)

Identifying Gaps #

Common gaps to look for:

✅ Good: Seamless transitions
Cocktail Hour: 5:00-6:00 PM
Dinner: 6:00-7:30 PM
Dancing: 7:30-10:30 PM

⚠️ Warning: Unexplained gap Cocktail Hour: 5:00-6:00 PM Dinner: 6:15-7:30 PM ← 15-minute gap! Dancing: 7:30-10:30 PM

Gaps might indicate:

• Setup/transition time (intentional)
• Break for the band (intentional)
• Timing error (unintentional)

💡 Tip: Discuss any significant gaps with your client. They may have activities planned (toasts, photo sessions) that you’re not providing music for.

Total Duration Check #

Always verify:

Total timeline duration = Sum of all timeline durations

Example:

• Cocktail Hour: 60 min
• Dinner: 90 min
• Dancing: 180 min

Total: 330 minutes (5.5 hours)

Performance Time: 5:00 PM – 11:30 PM = 6.5 hours Timeline accounts for: 5.5 hours Gap: 1 hour (for setup, transitions, breaks, etc.)

💡 Tip: Your timeline duration doesn’t need to equal performance duration exactly. Buffer time for setup, breaks, and transitions is normal.

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Timeline Best Practices #

✅ Do This #

Start Early:

• Create rough timelines as soon as event details emerge
• Refine as you get closer to the date

Be Specific:

• Use clear, descriptive names
• Add notes in descriptions
• Set realistic durations

Plan for Flexibility:

• Use TBD for client-dependent moments
• Build in buffer time
• Prepare extra songs

Communicate:

• Share timeline with your team
• Review with client before finalizing
• Confirm timing with venue/catering

Update as Needed:

• Timeline is a living document
• Make changes as event evolves
• Finalize only when you’re certain

❌ Avoid This #

Don’t guess blindly:

• If you’re unsure about timing, ask the client
• Don’t commit to unrealistic durations

Don’t over-plan too early:

• Early timelines should be flexible
• Client input will refine details

Don’t ignore suggested times:

• If BookLive suggests different times, review why
• There may be a gap or overlap you didn’t notice

Don’t forget setup/teardown:

• Account for time to set up and pack up
• These usually aren’t timeline events but affect performance duration

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Common Issues & Troubleshooting #

❓ Suggested times don’t match my expectations #

Why this happens:

• Your timeline events may have overlaps
• Or significant gaps between events
• Or TBD events are affecting calculations

Solution:

1. Review your timeline event start times and durations
2. Look for overlaps:

   Event A: 6:00 PM (60 min) → Ends 7:00 PM
   Event B: 6:45 PM (30 min) → Overlaps!
   

1. Look for unexpected gaps:

   Event A: 6:00-7:00 PM
   Event B: 8:00-9:00 PM → 1-hour gap
   

1. Adjust start times or durations to fix
2. Or keep current times if the gaps/overlaps are intentional

❓ I can’t edit my timeline events #

Problem: Timeline may be finalized.

Solution:

• Check if the performance timeline is finalized
• Finalized timelines are locked to prevent changes
• You can unfinalize to make edits (if still before the performance)
• See “Finalizing Timelines and Locking Changes” article for details

❓ Songs required field keeps resetting #

Problem: Browser validation or form issue.

Solution:

• Make sure you’re entering a positive number
• Minimum value is 0 (for timelines without music)
• Save immediately after entering
• Refresh page if issue persists

❓ AI Fill isn’t working #

Possible causes:

1. No songs in your group’s repertoire
2. AI integration not enabled for your account
3. Timeline already has songs (AI only fills gaps)

Solution:

• Verify your group has songs in the library
• Contact support to enable AI features if unavailable
• Remove existing songs if you want a fresh AI fill
• Manually add songs as a backup method

❓ Timeline events are showing in wrong order #

Why this happens:

• Timeline events are automatically sorted by start time
• A recently edited event may have moved

Solution:

• This is normal behavior
• Review start times to ensure chronological order
• If order seems wrong, check for incorrect start times

❓ Can I copy timelines from another performance? #

Current Limitation: Direct timeline copying is not available.

Workarounds:

• Use timeline templates for reusable structures (see “Using Timeline Templates” article)
• Manually recreate similar timelines
• Keep notes on common timeline structures for your event types

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Next Steps #

Now that you’ve created and managed your first timelines, explore related features:

Related Articles:

• 📋 Using Timeline Templates for Recurring Events
• 🎵 Using AI to Fill Performance Timelines
• ✅ Assigning Tasks Within Performance Timelines
• 🔒 Finalizing Timelines and Locking Changes
• 📄 Generating Production Sheets from Timelines
• 👥 Assigning Musicians to Specific Timeline Segments
• 💡 Timeline Best Practices for Complex Events

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Need Help? #

If you have questions or run into issues:

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

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Last Updated: October 31, 2025
Article ID: BL-TIMELINE-001
Category: Performance Management – Timelines
Verified: ✅ All features confirmed in codebase (Oct 2025)

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