Managing Smart Form Submissions on a Performance in BookLive

When you attach a Smart Form to a performance, BookLive creates a submission — a per-gig copy of the template that tracks whether the client (or musician) has filled it in, what they answered, and when they submitted it. This article covers everything you can do with those submissions from inside a performance: attaching forms, reading responses, setting due dates, controlling who can see the form, and unlocking it for re-editing if needed.

For instructions on building a Smart Form template (creating pages, adding questions, configuring question types), see Getting Started with Smart Forms in BookLive.

Before You Begin #

• You must be a bandleader or group admin.
• At least one Smart Form template must exist under your group’s Templates → Smart Forms section before you can attach one to a performance.

Step 1: Open the Questionnaires Tab #

1. Log in at https://booklive.com/login.
2. Navigate to the performance you want to work with.
3. Click the Questionnaires tab on the performance detail page.

You’ll see any previously attached forms listed here — both classic questionnaires and Smart Form submissions. If none exist yet, you’ll see an empty state with an Add Your First Questionnaire button.

Step 2: Attach a Smart Form to the Performance #

1. Click Add Questionnaire (top-right of the tab, or the button in the empty state).
2. In the dialog that appears, the type toggle defaults to Smart Form. If it shows Classic Questionnaire, click Smart Form to switch.
3. Use the Smart Form Template dropdown to select the template you want. Templates marked Hidden from musicians will show a grey chip next to their name — this is the default visibility from the template, but you can override it per-performance later.
4. Click Save. BookLive creates a submission record linked to this performance and template.

You can attach multiple Smart Forms to a single performance — one for the client event questionnaire, another for internal logistics, for example.

Step 3: Understand Submission Status #

Each Smart Form submission card on the Questionnaires tab shows a status badge:

• In Progress (yellow) — The form has been opened or partially filled out but not yet finalized by the submitter.
• Submitted (green) — The submitter clicked Submit on their end and finalized the form. Responses are locked unless you unlock the form.

If a due date is set and the form isn’t yet submitted, a countdown appears in red when the form is overdue, or green when time remains.

Step 4: View Responses #

1. On the Smart Form submission card, click View Responses (or click the form’s name).
2. A panel opens showing all pages and questions from the form, along with the answers the submitter provided.
3. File upload questions display a list of uploaded files with download links.
4. Close the panel when you’re done reviewing.

Step 5: Set or Clear a Due Date #

Due dates remind submitters when their form needs to be completed. They’re optional but helpful for client event questionnaires with firm deadlines.

1. On the submission card, click the calendar icon (clock icon in the action row).
2. Pick a date from the date picker and click Save Due Date.
3. To remove a due date, open the same picker and click Clear.

The due date is visible to the submitter when they open the form in the client portal.

Step 6: Control Musician Visibility #

You can let musicians see the form’s responses — or keep it private to bandleaders only. This is set per submission, independently of the template’s default.

1. On the submission card, find the Visible to Musicians / Hidden from Musicians toggle.
2. Toggle it on to allow musicians assigned to the gig to view the form and its responses.
3. Toggle it off to restrict access to bandleaders and group admins only.

The chip at the top of the card reflects the current visibility state: a blue Visible to Musicians chip or a grey Hidden from Musicians chip.

Step 7: Unlock a Submitted Form for Editing #

If a submitter finalized their form and needs to make a correction, you can unlock it to allow edits.

1. Click the form’s name or View Responses to open the response panel.
2. At the bottom of the panel, click Unlock for Editing. A confirmation prompt will appear.
3. Confirm the unlock. The form status reverts to In Progress and the submitter can modify their answers.
4. The submitter will need to re-finalize the form by clicking Submit when they’re done.

Step 8: Delete a Smart Form Submission #

If you attached the wrong template, or the form is no longer needed, you can remove it from the performance.

1. On the submission card, click the trash icon in the action row.
2. Confirm the deletion in the prompt. This permanently removes the submission and all responses — it cannot be undone.

Tips & Notes #

• Attaching a Smart Form to a performance does not automatically notify the client. If you want the client to fill out the form, send them a message through the Performance Inbox with a link to their client portal.
• Classic questionnaires and Smart Form submissions are listed together on the Questionnaires tab. Smart Form submissions are distinguished by a blue Smart Form chip.
• Unlocking a submitted form is logged internally but does not send an automatic notification to the submitter. Let them know directly if you need them to re-submit.
• If you don’t see any templates in the dropdown when attaching a form, you need to create one first — go to Templates → Smart Forms in your group settings.

Related Articles #

• Getting Started with Smart Forms in BookLive
• Pre-Performance Questionnaires and Planning in BookLive
• Configuring Your Client Portal Settings in BookLive