BookLive lets you set a group-wide default response deadline for musician seat invitations. Once configured, every new seat invitation you send automatically includes that deadline — no need to set one manually each time. You can still override the deadline on individual seats when a specific performance calls for a tighter or looser window.
Before You Begin #
- You must be a group leader or admin to change Group Settings.
- The default deadline applies to new seats only — it does not retroactively update invitations that have already been sent.
Step 1: Open Group Settings #
- Log in to BookLive at https://booklive.com/login.
- In the left sidebar, click your group name to open the Group Home dashboard.
- Click Settings in the left sidebar.
Step 2: Find the Default Musician Response Deadline Setting #
- Scroll down to the Reminders section of the settings page.
- Locate the Default Musician Response Deadline dropdown.
Step 3: Choose a Default Deadline #
Click the dropdown and select how long musicians will have to respond to a new seat invitation before it expires. Available options range from 1 hour to 7 days:
- No deadline — invitations never expire unless you set one per seat (the default if nothing is configured).
- 1 hour / 2 hours / 4 hours / 6 hours / 12 hours / 24 hours — useful for last-minute bookings or same-day staffing.
- 2 days / 3 days / 4 days / 5 days / 7 days — suitable for standard advance-booking workflows.
Your selection is saved automatically when you make a change.
How It Works #
After you set a default deadline, BookLive applies it silently whenever a new seat invitation is created — including seats added manually and seats created when you apply an ensemble configuration to a performance. The musician receives the invitation with the deadline already set, and the deadline countdown begins from the moment the invitation is sent.
If you enter a specific deadline when adding an individual seat, that per-seat value takes priority over the group default. The group default is only used when no deadline is specified at the seat level.
If you have Auto-Fill enabled and a musician lets the deadline expire without responding, BookLive automatically advances to the next musician on your personnel list.
Overriding the Default on an Individual Seat #
You can always set a different deadline for a specific seat at the time you add it to a performance:
- Open the performance and go to the Musicians tab.
- Click Add Seat and fill in the seat details.
- In the Response Deadline field, choose a different duration. This overrides the group default for that seat only.
Adjusting a Deadline After an Invitation Is Sent #
If you need to extend or expire a deadline on an invitation that has already been sent, use the Adjust deadline dialog on the seat:
- Open the performance and go to the Musicians tab.
- Locate the seat and click the deadline indicator or the three-dot menu next to it.
- Choose Extend deadline to push the expiry further out, or Expire now to immediately expire the invitation and trigger Auto-Fill advancement.
Tips & Notes #
- The group-level default is a convenience setting — it reduces repetitive data entry, but it does not lock any seat to a fixed deadline.
- If your group primarily does last-minute bookings, a short default (2–4 hours) works well. For weddings and corporate events booked weeks in advance, a longer window (3–7 days) gives musicians time to check their calendars.
- Setting a default deadline pairs well with the Auto-Fill feature and the Once Maximum Musician Request Reminders is Reached, Advance To Next Musician setting to create a fully automated staffing pipeline.
