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Quick Start: Your First Performance in 10 Minutes

Table of Contents

Summary #

Ready to create your first performance in BookLive? This quick start guide will walk you through the essentials in just 10 minutes. Whether you’re setting up a past gig for reference or booking a future performance, you’ll learn the core steps to get started quickly.

By the end of this guide, you’ll have a performance created and understand the basics of managing gigs in BookLive.

What You’ll Need #

  • ✅ Performance Title – Name of the event (e.g., “Johnson Wedding,” “Corporate Holiday Party”)
  • ✅ Date – When the performance takes place
  • ✅ Start Time – When you begin playing
  • 📍 Venue (optional) – Where you’re performing
  • 👥 Client (optional) – Who’s hiring you
  • 🎵 Group (optional but recommended) – Which of your groups is performing

💡 Tip: You can create a performance with just a title, date, and time. Everything else can be added later!

Step 1: Access the Performance Creator (30 seconds) #

From your Dashboard, you have several options to create a performance:

Option A: From the Dashboard #

  1. Look for the “+ New Performance” button (usually top right or in the nav menu)
  2. Click it

Option B: From Your Group Page #

  1. Navigate to your group’s page
  2. Click the “Performances” tab
  3. Click “+ Add Performance” or “Create Performance”

Option C: Quick Create #

  • Some dashboards have a “+” floating action button
  • Click it and select “Performance”

💡 Tip: The fastest way is usually the dashboard “+ New Performance” button.

Step 2: Enter Basic Information (2 minutes) #

Now you’ll see the performance creation form. Fill in the essentials:

Performance Title (Required) #

What to enter: A name that helps you identify this gig

Examples:

  • “Johnson-Smith Wedding Ceremony”
  • “Tech Corp Holiday Party”
  • “St. Paul’s Church Service”
  • “Downtown Jazz Festival”
  • “Anniversary Dinner – Thompsons”

Best Practices:

  • Include client name for private events
  • Include event type (wedding, corporate, etc.)
  • Be descriptive enough to recognize it months later
  • If recurring, add date or number (“Annual Gala 2025”)

Date (Required) #

What to enter: The performance date

  • Click the date picker
  • Select the date from the calendar
  • Format auto-adjusts to your settings (typically MM/DD/YYYY)

💡 Tip: You can create performances for past dates (to track history) or future dates (to plan ahead).

Start Time (Required) #

What to enter: When the performance begins

  • Enter time in 12-hour (2:00 PM) or 24-hour (14:00) format
  • Use the time picker if available

Important: This is when YOU start performing, not when the venue opens or guests arrive.

End Time (Auto-calculated) #

What happens: BookLive automatically sets end time to 1 hour after start

To customize:

  • Find the “End Time” field
  • Adjust to your actual performance duration
  • Common durations: 30 min, 1 hour, 2 hours, 3 hours, 4 hours

Examples:

  • Ceremony only: 20-30 minutes
  • Cocktail hour: 1-2 hours
  • Dinner music: 2-3 hours
  • Full reception: 4-5 hours

Step 3: Select Your Group (1 minute) #

What to do: Choose which group is performing

If you have multiple groups:

  1. Click the “Group” dropdown
  2. Select the appropriate group
  3. This determines:

– Which contract templates are available
– Default pricing to use
– Which musicians can be assigned
– Which settings apply to this gig

If you only have one group:

  • It may auto-select
  • Double-check it’s correct

Why this matters:

  • Payments go to the selected group
  • Group branding appears on contracts and proposals
  • Performance shows on that group’s calendar

💡 Tip: If this performance isn’t tied to any group, you can leave it blank. However, most features work best with a group selected.

Step 4: Add Venue (Optional, 2 minutes) #

Adding a venue helps with logistics, mapping, travel calculations, and client communications.

Search for Venue #

  1. Click in the “Venue” field
  2. Start typing the venue name
  3. BookLive searches Google Places automatically
  4. Select from the dropdown

Example Searches:

  • “Fairmont Olympic Hotel” → Select from list
  • “St. Mary’s Church, Seattle” → Select from list
  • “123 Main Street, Portland, OR” → Address lookup

Venue Not Found? #

Option 1: Search differently

  • Try partial name: “Fairmont Olympic”
  • Try city + type: “Seattle hotel”
  • Try just the street address

Option 2: Skip for now

  • Click outside the field or press Esc
  • You can add venue later by editing the performance

Option 3: Create custom venue

  • If the venue is private, new, or not in Google Places
  • Go to Venues section in BookLive
  • Manually create the venue
  • Come back and assign it

What Gets Saved? #

When you select a venue from Google Places:

  • Venue name
  • Full address
  • City and state
  • Coordinates (for mapping)
  • Phone number (if available)

💡 Tip: Adding a venue enables travel fee calculations, provides directions for musicians, and looks professional on contracts.

Step 5: Add or Create Client (Optional, 2 minutes) #

Clients are the people or organizations hiring you.

Option A: Select Existing Client #

If you’ve worked with this client before:

  1. Click the “Client” dropdown
  2. Start typing their name
  3. Select from the list

Option B: Create New Client #

For a first-time client:

  1. Click “+ Add New Client” or “Create Client”
  2. A quick form appears

Minimum Required:

  • Name – Client’s full name or organization
  • Email – For sending contracts, invoices, communication

Optional but helpful:

  • Phone number
  • Company/organization name
  • Notes about the client
  1. Click “Save” or “Create”
  2. Client is now assigned to your performance

Option C: Skip for Now #

  • Don’t have client info yet? That’s okay!
  • Create the performance without a client
  • Add client later when you have their info
  • Just click outside the client field or select “None”

Why add a client:

  • Send contracts and proposals directly
  • Track client history (how many times they’ve hired you)
  • Organize all communication in one place
  • Client receives performance updates automatically

💡 Tip: Even if you’re creating a past performance, adding the client helps build your database for future reference and remarketing.

Step 6: Set Performance Details (Optional, 2 minutes) #

These fields are optional but helpful for organization and musician assignments:

Payment Information #

  • Standard Payment – Total amount for the performance (in dollars)
  • Stored in cents in the database
  • Used for calculating budgets and musician pay

Example: Enter 1500 for $1,500.00

Attire #

Dress code for performers:

  • “Black tie”
  • “All black”
  • “Business casual”
  • “Hawaiian shirts” (beach wedding!)
  • “Cocktail attire”

Musicians see this when viewing their assignment.

Musician Notes #

Special instructions for performers:

  • “Park in back, use service entrance”
  • “Load-in at 4:30 PM, performance at 5:00 PM”
  • “Bride requests specific song for first dance – see setlist”
  • “Outdoor performance – bring stands with clips”

Event Description #

Additional details about the event:

  • Type of event (if not obvious from title)
  • Special requests
  • Timeline or schedule
  • Any unique circumstances

💡 Tip: You don’t need to fill all these now. Save the performance and come back to add details as you learn them.

Step 7: Save Your Performance (30 seconds) #

You’ve entered the essentials! Time to save.

  1. Scroll to the bottom of the form
  2. Click “Create Performance” or “Save” button
  3. Wait for confirmation (usually a green message or redirect)

What happens next:

  • Performance is created in the database ✅
  • You’re redirected to the performance detail page
  • Performance appears on your calendar
  • Group members may be notified (depending on settings)
  • Performance is ready for further editing

Congratulations! 🎉 #

You’ve created your first performance in BookLive! Here’s what you can do next:

Immediate Next Steps #

1. Review the Performance Page #

You’ll see sections for:

  • Details – Edit any information
  • Musicians – Assign performers to this gig
  • Timeline – Create a schedule/timeline for the event
  • Setlist – Plan the music
  • Files – Attach contracts, riders, etc.
  • Notes – Public and private notes
  • Chat – Communicate with musicians
  • Payments – Track payments and deposits

2. Assign Musicians (If applicable) #

For group performances:

  1. Click “Musicians” or “Seats” tab
  2. Click “+ Add Musician” or “Create Seat”
  3. Select musician from your roster
  4. Set their payment
  5. Send them a notification

[Related Article: Assigning Musicians to Performances]

3. Create a Contract #

  1. Click “Contract” tab
  2. Click “Create Contract” or “Generate from Proposal”
  3. Select template
  4. Review and customize
  5. Send to client for signature

[Related Article: Creating Your First Contract]

4. Send a Proposal (For Future Gigs) #

If this is a potential booking:

  1. Click “Proposal” button
  2. Build your proposal with packages and pricing
  3. Send to client for review
  4. Track when they view it

[Related Article: Creating and Sending Proposals]

Quick Tips for Your First Few Performances #

Organization Tips #

Use Consistent Naming:

  • Start with client name: “Johnson Wedding”
  • Or start with event type: “Wedding – Johnson”
  • Pick a system and stick with it

Add Details Incrementally:

  • Create basic performance first
  • Add details as you confirm them with client
  • Update constantly until the day of performance

Use Past Performances as Templates:

  • Create one performance with all typical details
  • Future performances can reference it
  • Clone similar events to save time

Calendar Management #

Color Coding:
Performances show different colors based on status:

  • Gray – Draft, not confirmed
  • Yellow – Pending (waiting on something)
  • Green – Confirmed, all set
  • Red – Issues or canceled

Quick View:

  • Click any performance on calendar for quick preview
  • Full click to open detailed view
  • Drag to reschedule (be careful!)

Workflow Suggestions #

For Confirmed Future Gigs:

  1. Create performance with basics
  2. Send proposal to client
  3. After acceptance, create contract
  4. Assign musicians
  5. Create timeline/setlist
  6. Day of performance, check in musicians
  7. After performance, mark complete and process payments

For Past Performances (Building History):

  1. Create performance with date and basics
  2. Add venue and client if you remember
  3. Note the payment you received
  4. Don’t worry about perfection – this is for your records
  5. Add 5-10 recent past performances to build credibility

Troubleshooting Common Issues #

❓ “Create Performance” Button Isn’t Saving #

Possible Causes:

  • Missing required fields (title, date, or time)
  • Invalid date format
  • Internet connection issue
  • Form validation error

Solutions:

  1. Check for red error messages near fields
  2. Ensure title, date, and start time are filled in
  3. Try a different date format
  4. Refresh the page and try again
  5. Clear browser cache

❓ Can’t Find My Group in the Dropdown #

Why it happens:

  • You haven’t created a group yet
  • You’re not a leader of any groups
  • Group was created but onboarding isn’t complete

Solutions:

  1. Complete group onboarding first
  2. Check that you’re a “leader” of the group (not just a member)
  3. Create a group if you haven’t already
  4. Contact support if group should appear but doesn’t

[Related Article: Complete Onboarding Guide for New Groups]

❓ Venue Search Not Working #

Common issues:

  • Venue too new (not in Google Places yet)
  • Private residence or unlisted venue
  • Misspelling or incomplete name

Solutions:

  1. Try variations of the venue name
  2. Search by address instead
  3. Skip venue for now, add later
  4. Manually create a custom venue in Venues section

❓ Can’t Set End Time Before Start Time #

Why it happens:

  • Performances that cross midnight (11 PM – 1 AM)
  • System validation prevents illogical times

Solutions:

  1. For overnight performances, use 11:59 PM as end time
  2. Or use next day’s date for end time
  3. Add notes explaining the actual timeframe
  4. Contact support if this is a recurring need

❓ Performance Disappeared After Creating #

Possible Causes:

  • It was created but filtered out of your view
  • Created for a different group than you’re viewing
  • Created as private and you’re viewing public calendar
  • Browser didn’t confirm save

Solutions:

  1. Check “All Performances” view (remove filters)
  2. Switch to the correct group
  3. Check different date ranges on calendar
  4. Try creating again with different title to see if duplicate appears

Understanding Performance Statuses #

As you use BookLive, you’ll see performances move through different statuses:

Draft #

  • Just created
  • Still gathering information
  • Not yet sent to client
  • Gray color on calendar

Pending #

  • Proposal sent, awaiting client response
  • Contract sent, awaiting signature
  • Waiting on deposit payment
  • Yellow color on calendar

Confirmed #

  • Client signed contract
  • Deposit received (if required)
  • Ready to perform
  • Green color on calendar

Complete #

  • Performance happened
  • Ready for final payment processing
  • Can mark as complete manually or auto-marks after performance date

Canceled #

  • Performance won’t happen
  • Different from postponed
  • Can track cancellation reason
  • Red color on calendar

💡 Tip: Status changes automatically based on actions (contract signed, payment received), but you can also manually update status.

Next Steps: Leveling Up Your Performance Management #

Once you’re comfortable creating performances, explore these features:

Week 1: Core Features #

  • ✅ Create multiple performances (build your pipeline)
  • ✅ Assign musicians to performances
  • ✅ Create and send your first contract
  • ✅ Set up default pricing for future performances

Week 2: Automation #

  • ⏭️ Create proposal templates for faster quotes
  • ⏭️ Set up automated client communication workflows
  • ⏭️ Configure default timelines for different event types
  • ⏭️ Build reusable setlist templates

Month 1: Advanced Features #

  • 🎯 Use timeline feature for event day schedules
  • 🎯 Enable client portal for self-service access
  • 🎯 Set up recurring performances (weekly gigs, monthly events)
  • 🎯 Integrate calendar with Google Calendar
  • 🎯 Track performance analytics and revenue reports

Frequently Asked Questions #

Can I create a performance without a group? #

Yes, but you’ll have limited functionality. Most features (contracts, proposals, payments, musician assignment) require a group to be selected.

How far in advance can I create performances? #

As far as you want! Create performances years in advance if you have long-term contracts. There’s no limit.

Can I create past performances? #

Absolutely! Many users add past performances to build their history, track revenue, and maintain client records.

What if I make a mistake? #

Everything is editable! Click the performance, then Edit, and change any detail. You can also delete performances if needed.

Will creating a performance notify anyone? #

Depends on your settings. By default, creating a performance doesn’t send notifications. Notifications happen when you assign musicians, send contracts, or send proposals.

Can I duplicate a performance? #

Yes! Most performances have a “Clone” or “Duplicate” option. This copies all details so you can quickly create similar events.

How do I mark a performance as private? #

Look for “Private” or “Is Private” checkbox. Private performances:

  • Don’t show on public calendar
  • Don’t display on your public profile
  • Only visible to you and assigned musicians

What happens if I don’t add payment amount? #

Nothing breaks, but you’ll miss out on:

  • Revenue tracking and reports
  • Automatic commission calculations
  • Budget vs. actual comparisons
  • Financial analytics

You can always add payment later.

Related Articles #

Essential Next Steps:

Advanced Performance Management:

Efficiency Features:

Getting Help #

Need assistance with your first performance?

Support Options:

  • 📧 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
  • 📚 Help Center: support.booklive.com
  • 🎥 Video Tutorial: Watch the video guide

Community Help:

  • BookLive User Facebook Group
  • Weekly office hours (check website for schedule)
  • Feature request forum

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