Inviting Artists to Join Your Group

When you add musicians to your roster who don’t yet have a BookLive account, BookLive automatically handles the invitation process. This guide explains how artist invitations work.

How Invitations Work #

When you add an artist who doesn’t have a BookLive account:

1. An invitation record is created with your user and group information
2. An email is automatically sent to the artist
3. The artist shows as “Invitation Pending” in your roster
4. Once they create an account, they’re automatically linked to your group

Invitation Status Indicator #

In your personnel list, you’ll see an orange Invitation Pending chip next to artists who haven’t yet accepted their invitation. This helps you quickly identify who still needs to set up their account.

What Artists Receive #

Invited artists receive an email that includes:

• Your group’s name
• An invitation to join BookLive
• A link to create their account
• Information about what they can do once connected

Tracking Who Invited Whom #

BookLive tracks invitation details including:

• Invited by User – Which team member sent the invitation
• Invited by Group – Which group context the invitation came from
• Invited At – When the invitation was sent

Resending Invitations #

If an artist hasn’t responded to their invitation, you can resend it:

1. Go to your personnel list
2. Find the artist with “Invitation Pending” status
3. Click on their name to open their details
4. Use the resend invitation option

When Artists Accept #

Once an artist creates their BookLive account:

• The “Invitation Pending” indicator disappears
• They can view performances they’re assigned to
• They can respond to gig offers
• They can receive payments through BookLive Pay
• They can provide their availability

Artists with Existing Accounts #

If you add an artist who already has a BookLive account (matched by email), they’re immediately connected to your group without needing an invitation.

Tips for Successful Invitations #

• Use correct email addresses – Double-check the email to ensure delivery
• Give context – Let artists know to expect the invitation email
• Follow up – If they haven’t accepted after a week, reach out personally
• Check spam folders – Sometimes invitation emails end up in spam