Setting Group Availability Rules

Overview #

Group availability rules let you define requirements that must be met before a performance can be booked. These rules ensure you always have the right combination of musicians available – whether that means a minimum number of performers, specific required artists, or the right mix of instruments.

Types of Availability Rules #

BookLive supports three types of availability rules:

1. Minimum Artists Rule #

Ensures you have enough musicians available to perform.

• Use Case: String quartet needs at least 4 musicians
• How it works: Counts available artists on the date
• Fails when: Fewer than the minimum are available

2. Specific Artists Rule #

Requires certain named musicians to be available.

• Use Case: Lead vocalist must be available for all bookings
• How it works: Checks if each specified artist is available
• Fails when: Any required artist is unavailable

3. Specialty Count Rule #

Requires a specific number of musicians with certain specialties.

• Use Case: Need at least 2 violinists and 1 cellist
• How it works: Counts available artists by specialty
• Fails when: Not enough specialists are available

Creating an Availability Rule #

1. Navigate to your Group Settings
2. Click on Availability Rules
3. Click Add Rule or the + button
4. Give your rule a descriptive name (e.g., “Full Quartet Required”)
5. Select the rule type
6. Configure the type-specific settings (see below)
7. Click Save

Configuring Minimum Artists #

1. Select Minimum Artists as the type
2. Enter the minimum number required
3. Save the rule

Configuring Specific Artists #

1. Select Specific Artists as the type
2. Use the artist selector to choose required artists
3. Add as many required artists as needed
4. Save the rule

Configuring Specialty Count #

1. Select Specialty Count as the type
2. Choose the specialty from the dropdown (e.g., “Violin”)
3. Enter the minimum count needed
4. Save the rule

Testing Availability Rules #

Before booking, you can test if your group meets availability requirements:

1. Go to Availability Rules in group settings
2. Click Test Availability
3. Select a date using the date picker
4. View the results:
   • Green checkmark: All rules pass
   • Red X: One or more rules fail
   • Conflicts list: Shows which rules failed and why
   • Available artists: Lists who is available on that date

Editing and Deleting Rules #

To Edit a Rule #

1. Find the rule in your rules list
2. Click the Edit icon (pencil)
3. Make your changes
4. Click Save

To Delete a Rule #

1. Find the rule in your rules list
2. Click the Delete icon (trash)
3. Confirm the deletion

How Rules Affect Booking #

When checking availability for a performance date:

1. System checks each artist for blackout dates and existing performances
2. Builds list of available artists
3. Evaluates each rule against available artists
4. Returns overall availability status and any conflicts

Rule Examples #

String Quartet Example #

• Rule 1: Specialty Count – Violin – minimum 2
• Rule 2: Specialty Count – Viola – minimum 1
• Rule 3: Specialty Count – Cello – minimum 1

Wedding Band Example #

• Rule 1: Minimum Artists – 5
• Rule 2: Specific Artists – Lead Singer (John Smith)
• Rule 3: Specialty Count – Drums – minimum 1

Best Practices #

• Name rules descriptively – Use names like “Min 4 for Quartet” not “Rule 1”
• Start with minimum count – Most groups need at least a minimum artist rule
• Add specialty rules for ensembles – Ensure the right instrument mix
• Use specific artist rules sparingly – Only for truly essential members
• Test before booking – Use the Test Availability feature regularly

Related Articles #

• Understanding Auto-Contract Conflict Detection
• Setting and Managing Blackout Dates
• Preventing Double-Booking with Conflict Detection