Managing Custom Song Requests from Clients

Overview #

The Custom Song Requests feature allows your clients to request songs that are not currently in your repertoire. When a client wants a specific song for their event—perhaps a meaningful first dance or a family favorite—they can submit a request directly through their client portal. You will receive an email notification and can review, approve, or decline the request.

This feature helps you:

• Capture special song requests without back-and-forth emails
• Automatically check if resources (sheet music, backing tracks) are available
• Optionally charge for custom song preparation
• Add approved songs directly to your group library and performance timeline

What You Will Need #

Before you begin, make sure you have:

• A BookLive account with group leader access
• At least one upcoming performance with a client
• Song requests enabled for your group (enabled by default)

---

How Clients Submit Song Requests #

Clients can submit song requests through the client portal when viewing their event details. Here is what they see:

1. Client opens their client portal link (sent via email or shared by you)
2. They navigate to the playlist or timeline section
3. They click the “Request Custom Song” button
4. A form appears asking for:
   • Song Name (required) – The title of the song
   • Artist Name (required) – The original artist
   • YouTube Link (optional) – A link to help you find the right version
5. Client clicks Submit Request
6. They see a confirmation: “Your song request has been submitted! We will review it and get back to you soon.”

Note: If the playlist has been finalized, the Request Custom Song button will be disabled.

---

Receiving Song Request Notifications #

When a client submits a song request, all group leaders receive an email notification with:

• The song name and artist
• The client name and performance details
• A direct link to review the request

The email subject line will be: “New Song Request: [Song Name] – [Client Name]”

---

Viewing and Managing Song Requests #

Step 1: Access Your Song Requests #

1. Log in to BookLive at booklive.com
2. Navigate to your group
3. Click on Song Requests in the left sidebar menu

Step 2: Review the Request List #

You will see a table showing all song requests with the following columns:

• Song – The requested song title
• Artist – The original artist name
• Performance – Which event this request is for (including date)
• Status – Pending (orange), Approved (green), or Declined (red)
• Video – Play icon if a YouTube link was provided
• Requested – When the request was submitted
• Invoice – Dollar sign icon if added to invoice

Step 3: Filter Requests #

Use the filter chips at the top to quickly find requests:

• All – Shows all requests
• Pending – Requests awaiting your response
• Approved – Requests you have approved
• Declined – Requests you have declined

You can also use the search box to find specific songs or artists.

---

Reviewing a Song Request #

Click on any request in the table to open the detail view. You will see:

Request Information #

• Song name and artist
• YouTube link (if provided) with a “Watch on YouTube” button
• Performance name and date
• When the request was submitted

Matched Resources (When Available) #

BookLive automatically searches the master song database to find resources for the requested song. If a match is found, you will see a green success message: “Great news! We have resources available for this song:”

Available resources may include:

• Piano/Vocal Score – Sheet music for piano and vocals
• Guitar Chords – Chord charts for guitar
• Backing Track – Pre-recorded accompaniment
• String Quartet Sheet Music – Arrangements for string ensemble
• Spotify Link – Listen to the original recording

Click any resource to open it in a new tab.

---

Approving a Song Request #

When you are ready to approve a request:

Step 1: Click the Approve Button #

In the request detail view, click the blue Approve button in the bottom right corner.

Step 2: Configure Approval Options #

A dialog will appear with several options:

Option A: Add to Group Library #

• Check “Add this song to group library” to create a new song entry
• Select a Music Collection (folder) where the song should be stored
• Optionally select Configurations to indicate which ensemble types can perform this song

Tip: If the request was associated with a specific timeline segment, the song will automatically be added to that timeline after approval.

Option B: Add Custom Song Charge #

• Check “Add custom song charge to invoice” if you want to charge for the custom arrangement
• Enter the Amount ($) to charge
• This creates a line item on the performance invoice: “Custom Song: [Song Name]”

Step 3: Confirm Approval #

Click Approve to complete the process.

What Happens Next #

• The request status changes to “Approved”
• The client receives an email: “Your Song Request Has Been Approved: [Song Name]”
• If you added to the library, a new song is created in your group
• If you added to the invoice, the performance total is recalculated
• If a timeline was specified, the song appears in that timeline segment

---

Declining a Song Request #

If you cannot accommodate a song request:

Step 1: Click the Decline Button #

In the request detail view, click the red Decline button.

Step 2: Provide a Reason #

A dialog will appear asking for a decline reason. This is required and will be sent to the client.

Examples of professional decline reasons:

• “Unfortunately, this song requires instrumentation we do not have for your event.”
• “The arrangement for this song is not available in time for your event date.”
• “This song does not fit well with the acoustic ensemble format for your ceremony.”

Step 3: Confirm Decline #

Click Decline to complete the process.

What Happens Next #

• The request status changes to “Declined”
• The client receives an email: “Update on Your Song Request” with your reason
• The decline reason is stored and visible in the request detail

---

Enabling or Disabling Song Requests #

You can control whether clients see the song request option in their portal:

1. Go to Song Requests in your group menu
2. At the top of the page, find the toggle switch
3. Toggle ON (blue) to enable song requests
   • Clients will see the “Request Custom Song” button
4. Toggle OFF to disable song requests
   • The song request feature is hidden from clients

Tip: You might disable this feature temporarily if you are fully booked and cannot take on new song learning requests.

---

Best Practices #

Respond Promptly #

Try to respond to song requests within 24-48 hours. Clients appreciate quick responses, and it gives you more time to prepare if you approve the song.

Set Clear Expectations #

If you charge for custom songs, mention this on your website or in your initial client communications. This prevents surprises when the invoice charge appears.

Check Resources First #

Before declining a request, check if BookLive found matching resources in the master song database. You might be able to accommodate the request more easily than expected.

Use Professional Decline Reasons #

When declining, be specific and helpful. Suggest alternatives if possible (for example, “We cannot play this specific song, but we have a similar song in our repertoire that you might enjoy”).

Build Your Library #

When you approve custom songs, add them to your library. Over time, this builds your repertoire and makes future requests easier to fulfill.

---

Frequently Asked Questions #

Can clients edit or cancel their song request? #

Currently, clients cannot modify requests after submission. If they need to make changes, they should contact you directly and you can decline the original request while they submit a new one.

What if I want to charge different amounts for different songs? #

The invoice amount is set individually for each approval. You can charge different amounts based on the complexity of the arrangement or preparation required.

Will the song request appear on the timeline? #

If the client selected a specific timeline segment when submitting their request, and you choose to add the song to your library when approving, it will automatically be added to that timeline segment.

How do I know if resources are available? #

BookLive automatically matches song requests against the master song database. If resources are found, they appear in the request detail view with direct links.

---

Related Articles #

• How to Create and Manage Performance Timelines
• Configuring Your Client Portal Settings
• Managing Performance Deposits and Balances

---

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