Sending Emails from the Performance Inbox

The Performance Inbox makes it easy to send professional emails to clients and collaborators directly from any performance. Every email you send is automatically tracked in the conversation thread, keeping all communication organized in one place.

Accessing the Email Composer #

There are two ways to start composing an email from the Performance Inbox:

New Email #

1. Navigate to any performance page
2. Click the Inbox tab
3. Click the Compose Email button in the top right

Reply to Existing Email #

1. Find the email you want to reply to in the conversation thread
2. Click to expand the email
3. Click the Reply button

Composing Your Email #

The email composer dialog includes all the fields you need to send professional communications.

TO Field (Required) #

Enter the primary recipients of your email. When composing a new email, this field is automatically pre-filled with:

• Main Client – The primary client contact for the performance
• Collaborators – Any additional contacts added to the performance

You can add or remove recipients by:

• Typing an email address and pressing Enter
• Clicking the X on any recipient chip to remove them

When replying to an email, the TO field is automatically set to the original sender.

CC Field (Optional) #

Add additional recipients who should be copied on the email. These recipients will see all other recipients and can reply to the thread.

When replying to an email, any CC recipients from the original email are automatically added to this field.

Subject Line (Required) #

Enter a clear, descriptive subject for your email. The subject line should be 255 characters or less.

When replying to an email, the subject is automatically prefixed with “Re:” to maintain the conversation thread.

Message Body (Required) #

Compose your message in the large text area. Write your message clearly and professionally. The text area provides ample space for detailed communications.

Understanding the From Address #

All emails sent from the Performance Inbox use the performance dedicated inbox email address as the sender. This address follows the format:

perf-[unique-id]@performances.booklive.com

The composer displays this address in an info box so you know exactly what the client will see. The sender name shown to clients will be your group or band name.

Important: When clients reply to your email, their response is automatically captured in the Performance Inbox, keeping the entire conversation threaded together.

Sending the Email #

1. Review all recipients in the TO and CC fields
2. Verify your subject line is clear and appropriate
3. Proofread your message
4. Click the Send Email button

The button will show a loading indicator while the email is being sent. Once successful, the composer will close and you will see a confirmation message.

Email Threading #

The Performance Inbox automatically maintains email threading so conversations stay organized:

• Thread ID – Each conversation has a unique identifier that groups related emails together
• In-Reply-To Headers – When you reply to an email, the system links it to the original message
• References – Email clients use these headers to display threaded conversations correctly

This means when a client views your email in their email client (Gmail, Outlook, etc.), they will see the full conversation history properly grouped together.

What Happens After Sending #

When you send an email from the Performance Inbox:

1. Email is delivered – The message is sent via Mailgun to all TO and CC recipients
2. Recorded in inbox – The email appears in the performance conversation thread
3. Direction marked – The email is marked as inbound (from team to client perspective)
4. Threading preserved – If it is a reply, it is linked to the original conversation

Tips for Effective Communication #

• Use clear subject lines – Include the event date or venue name for easy reference
• Keep messages focused – Address one topic per email when possible
• Include all stakeholders – Add collaborators to CC so everyone stays informed
• Reply to existing threads – Use the Reply button to maintain conversation context
• Review before sending – Double-check recipients and content before clicking Send

Troubleshooting #

Email Will Not Send #

If your email fails to send, check the following:

• At least one recipient is in the TO field
• All email addresses are valid format
• Subject line is not empty
• Message body is not empty

Validation Errors #

If you see validation errors, they will appear below the relevant field. Common issues include:

• Invalid email address format
• Subject line exceeds 255 characters
• Required fields left empty

Related Articles #

• Understanding the Performance Inbox
• Managing Team Participants
• Understanding Email Threading and Conversation History