Managing Gig Cancellations and Rescheduling in BookLive

Plans change — clients postpone, venues fall through, and sometimes a booking gets cancelled altogether. BookLive gives you the tools to handle all of these situations cleanly, keeping your musicians informed and your records accurate. This article walks you through postponing, rescheduling, cancelling, and deleting a gig.

Before You Begin #

• You must be logged in to BookLive at https://booklive.com/login.
• You must be the group leader of the act the gig belongs to.
• The performance must already exist in your calendar.

Understanding Your Options #

BookLive offers four ways to handle a gig that isn’t going ahead as planned:

• Postpone — Marks the gig as postponed and notifies your musicians. The gig remains on your calendar and the client portal shows “POSTPONED.” Use this when the event will happen eventually but the new date isn’t set yet.
• Reschedule — Available once a gig has been postponed. Lets you set a new date and time, clearing the postponed status. Musicians are notified of the timing change.
• Cancel — Permanently marks the gig as cancelled and notifies both your musicians and the client. The gig remains visible in your records with a “CANCELED” label. Use this when the event is not going to happen at all.
• Delete — Completely removes the performance from BookLive. This action is irreversible. Only use this for test entries or duplicate records.

Step 1: Open the Performance #

1. From the main navigation menu, go to your act (group) or click Calendar to find the gig.
2. Click on the performance to open its detail page.

Step 2: Access Performance Actions #

1. On the performance detail page, locate the Performance Actions menu — this appears as a dropdown near the top-right section of the page.
2. Click the menu to reveal available actions for this gig.

Step 3: Postpone, Reschedule, Cancel, or Delete #

To Postpone a Gig #

1. In the Performance Actions menu, click Postpone.
2. A confirmation dialog will appear. It explains that this will:
   • Display “postponed” on the Client Portal
   • Display “postponed” on your performances list
   • Alert your personnel about the postponement
3. Click Yes, Postpone to confirm.

Once postponed, the performance will be labeled POSTPONED in red at the top of the performance page. Your musicians will receive an automatic notification.

To Reschedule a Postponed Gig #

Rescheduling is only available after a gig has been marked as postponed.

1. Open the postponed performance.
2. In the Performance Actions menu, click Reschedule.
3. A dialog will appear with the following options:
   • Event Postponed? toggle — turn this off once you have a confirmed date to clear the postponed status.
   • Proposed Dates — if the client submitted proposed dates through the Client Portal, they will appear here for reference.
   • Date — click the date field to open the date picker and select the new event date.
   • Timing TBD? toggle — if the exact time isn’t confirmed yet, switch this on.
   • Start Time and End Time — update the performance hours if timing is known.
4. Click Save when you’re done.

All assigned musicians will receive a notification that the performance timing has changed.

To Cancel a Gig #

1. In the Performance Actions menu, click Cancel.
2. A confirmation dialog will appear. It explains that this will:
   • Display “canceled” on the Client Portal
   • Display “canceled” on your performances list
   • Alert your client about the cancellation
   • Alert your personnel about the cancellation
3. Click Yes, Cancel to confirm.

The performance will be labeled CANCELED in red and will remain in your records for reference. Your client and all assigned musicians are notified automatically.

To Delete a Gig #

1. In the Performance Actions menu, click Delete (shown in red).
2. A confirmation dialog will warn you that this will permanently delete the performance and remove it from everyone’s calendar.
3. If musicians are assigned to the gig, you’ll see an option to notify them before deleting.
4. Click Delete to confirm.

This action cannot be undone. Use Cancel instead if you want to preserve the record.

Tips & Notes #

• If a client has submitted proposed new dates through the Client Portal, those dates will appear inside the Reschedule dialog so you can reference them when selecting the new date.
• Cancelling a gig does not issue a refund automatically — you’ll need to handle any refunds separately through the Payments section of the performance.
• Cancelled and postponed gigs are still visible in your performance history. Use the calendar filters or your group’s performance list to find them.
• If you need to stop pending musician requests when postponing, you can do that from the Musicians section of the performance before postponing.

Related Articles #

• How to Add a Performance to Your Calendar on BookLive
• How to Create an Invoice for a Gig on BookLive
• How to View the Client Portal for Your Gig on BookLive