- Before You Begin
- Step 1: Open Group Settings
- Step 2: Locate the Reminders Section
- Step 3: Enable Reminders
- Step 4: Configure the Reminder Interval
- Step 5: Set the Maximum Reminders
- Step 6: (Optional) Enable Auto-Advance to Next Musician
- Step 7: Save Your Settings
- How Reminders Work
- Tips & Notes
- Related Articles
When you send a musician a performance request, they may not respond right away. BookLive can automatically follow up on your behalf — sending reminder emails and text messages at a set interval until the musician responds or you hit the maximum number of reminders you’ve configured. This guide walks you through setting up Musician Request Reminders in your Group Settings.
Before You Begin #
- You must be a group leader to access Group Settings.
- Reminders are sent on a per-seat-proposal basis — each musician request tracks its own reminder count independently.
- Reminders only go out for requests where the musician hasn’t responded and the performance date hasn’t passed.
Step 1: Open Group Settings #
Log in at https://booklive.com/login, then navigate to your group’s settings. From the left sidebar, click Settings, then select Group Settings.
Step 2: Locate the Reminders Section #
Scroll down within Group Settings until you reach the Reminders section. You’ll see four settings related to musician request reminders:
- Send Musician Request Reminders — master toggle to enable or disable automatic reminders
- Time (in Hours) Between Musician Request Reminders — how long BookLive waits between each reminder (default: 24 hours)
- Maximum Number of Musician Request Reminders — the total number of follow-up reminders to send before stopping (default: 3)
- Once Maximum Musician Request Reminders is Reached, Advance To Next Musician — optional setting that automatically moves to the next musician on the list when reminders are exhausted
Step 3: Enable Reminders #
Set Send Musician Request Reminders to Yes. Once enabled, BookLive will automatically send reminder messages to any musician who receives a seat request but hasn’t yet accepted or declined.
Step 4: Configure the Reminder Interval #
In the Time (in Hours) Between Musician Request Reminders field, enter how many hours should pass between each reminder. For example, entering 24 means BookLive will wait one day between follow-ups. You can use shorter intervals (e.g., 12) for time-sensitive gigs.
Step 5: Set the Maximum Reminders #
In the Maximum Number of Musician Request Reminders field, enter the total number of reminders BookLive should send. Once this number is reached, no further reminders will go out for that request — unless you’ve enabled auto-advance (see Step 6).
Step 6: (Optional) Enable Auto-Advance to Next Musician #
If you’d like BookLive to automatically move on to the next musician on your personnel list once the maximum reminders are exhausted, set Once Maximum Musician Request Reminders is Reached, Advance To Next Musician to Yes.
This works in conjunction with the Auto-Fill staffing pipeline — when the max reminders are sent and the musician still hasn’t responded, BookLive treats the request as expired and contacts the next musician in the list automatically.
Step 7: Save Your Settings #
Click Save (or the equivalent save button for the Reminders section) to apply your changes. These settings apply to all new musician requests going forward.
How Reminders Work #
Once a musician receives a performance request and the Reminders setting is on, BookLive begins tracking the request. If the musician hasn’t responded within the configured interval, a reminder is sent via email. If the musician has a cell phone number on file, they’ll also receive a reminder text message with a direct link to respond.
BookLive keeps a count of reminders sent per request. Once the maximum is reached, reminders stop (and if auto-advance is enabled, the next musician is contacted). Reminders stop automatically the moment a musician accepts or declines.
Tips & Notes #
- Reminders only fire for requests where the performance date is still in the future — expired or past-dated performances are excluded.
- If you need to adjust a specific musician’s deadline on a live gig, use the per-seat deadline tool instead. See Adjusting a Musician’s Response Deadline.
- Musician request reminders are separate from client-facing reminders (like timeline and setlist reminders), which are also configurable in the same Reminders section.
- These settings apply group-wide and cannot be overridden per performance.
