Availability Rules let you define exactly what it takes for your group to be bookable on a given day. Instead of manually checking musician schedules every time, BookLive evaluates your rules automatically and alerts you whenever a performance would violate them — helping you avoid understaffed bookings before they become a problem.
Where to Find Availability Rules #
- Log in at https://booklive.com/login.
- Navigate to your group by clicking your group name in the left sidebar.
- In the group navigation, click Availability Rules.
How Rules Work #
When a performance is created or staffed, BookLive checks your rules against current musician availability for that date. If any rule is violated, you’ll see a warning alert on the performance. The booking can still proceed — the rules are advisory, not hard blocks — but the warning ensures you’re never caught off guard.
Setting a Maximum Performances Per Day #
Before creating specific rules, you can cap how many performances your group accepts on a single day. This is useful if you have a finite pool of musicians and can’t realistically staff more than a set number of events simultaneously.
- On the Availability Rules page, locate the Maximum Performances Per Day card at the top.
- Use the dropdown to select a limit: 1, 2, 3, 4, 5, or Unlimited.
- The setting saves automatically. A checkmark confirms the update.
Creating an Availability Rule #
- Click Add Rule in the top-right corner of the Availability Rules page.
- Enter a descriptive Rule Name (for example, “Minimum Quartet” or “Lead Vocalist Required”).
- Choose a Rule Type from the three options below.
- Fill in the type-specific details (see below).
- Click Save.
Rule Types #
Minimum Artists #
Requires that at least a certain number of musicians from your roster are available on the performance date. Use this when your act needs a minimum headcount to function.
- Example: “At least 4 musicians must be available.”
- Set the Minimum number of artists required field to your threshold.
Required Artists #
Designates one or more specific musicians who must be available. Use this for key roles — a band leader, a featured soloist, or anyone the gig simply cannot run without.
- Example: “Alex (lead violin) and Jordan (piano) must be available.”
- Search and select musicians from the Select required artists field. You can add multiple names.
Specialty Count #
Requires a minimum number of musicians who hold a specific specialty (instrument/role). Use this when your act needs a particular mix of skills, not just a headcount.
- Example: “At least 2 violinists must be available.”
- Choose the Specialty from the dropdown and enter the Number required.
Editing and Deleting Rules #
You can manage your rules directly from the rules list:
- Click the pencil icon next to a rule to edit its name, type, or details.
- Click the trash icon to permanently delete a rule. You’ll be prompted to confirm.
Testing Your Rules #
Before a big booking, you can verify whether your group would pass all rules on a specific date:
- Scroll to the Test Your Rules section at the bottom of the page.
- Select a date using the date picker.
- Click Test Availability.
BookLive will display a green Available result if all rules are satisfied, or a red Not Available result that lists exactly which rules would be violated and which musicians have conflicts on that day.
Tips & Notes #
- Rules trigger warnings, not hard blocks. You can always override a warning and proceed with a booking.
- Musician availability is drawn from their individual blackout dates and advanced availability settings. Make sure your roster is up to date for accurate rule checks.
- You can create multiple rules at once — for example, a minimum headcount rule plus a specialty rule. All rules are evaluated together.
- The Test Your Rules tool also shows a list of musicians who are available on the tested date, giving you a quick staffing snapshot.
