When BookLive’s Auto-Fill feature works through your roster to staff a performance, it doesn’t pick musicians randomly — it follows the Hiring Order you’ve set on each specialty list. By arranging musicians in the right sequence, you ensure your first-call players get the first shot at every gig, and fallback options are contacted only when needed.
Before You Begin #
- You must have at least one Personnel List set up for your group with musicians added to it.
- Musicians must be assigned to a specialty (e.g., Violin, Piano, Trumpet) within that list. Hiring Order is set per-specialty, not per-list overall.
- Hiring Order only affects Auto-Fill behavior. It does not restrict manual staffing.
Step 1: Navigate to a Specialty List #
- Log in at https://booklive.com/login.
- From the left sidebar, click Members.
- Click the name of the Personnel List you want to manage.
- In the Personnel List view, click the By Instrument tab to see the specialty groups.
- Click the name of the specialty (e.g., “Violin I”) to open that specialty’s list.
You’ll see all musicians assigned to that specialty displayed in a table.
Step 2: Reorder Musicians Using the Up and Down Arrows #
Each musician row has two arrow icons in the Actions column:
- ↑ (Up arrow) — moves the musician one position higher in the hiring order
- ↓ (Down arrow) — moves the musician one position lower
Click the arrows to arrange musicians in the order you want Auto-Fill to contact them. The musician at the top of the list is contacted first. BookLive saves the new order immediately — there’s no separate Save button.
Step 3: Verify the Order #
After repositioning, the table refreshes automatically to show the updated sequence. Scroll through the list to confirm the order looks correct before running Auto-Fill on a performance.
How Auto-Fill Uses Hiring Order #
When you click Auto-Fill on a performance’s Musicians tab, BookLive works through the specialty list from top to bottom. The musician ranked #1 receives a request first. If they decline or their response deadline passes without a reply, BookLive moves to musician #2, then #3, and so on — until the seat is filled or the list is exhausted.
Setting a thoughtful Hiring Order means your most reliable or preferred players get priority without any manual intervention on your part.
Tips & Notes #
- Hiring Order is set per specialty. If you have separate lists for Violin I and Violin II, each has its own independent ordering.
- Adding a new musician to a specialty list places them at the bottom of the order by default. Use the up arrow to promote them if they should be higher priority.
- Hiring Order has no effect on performances where you staff musicians manually — it only drives the Auto-Fill sequence.
- If a musician is already assigned to an open seat on the performance (even via a pending request), Auto-Fill skips them for that seat to avoid duplicate requests.
