Sharing Performance Timelines with Clients in BookLive #

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Overview #

Performance timelines are detailed schedules that show exactly what happens during an event, minute by minute. When you share timelines with clients through their portal, they can see the complete flow of their event, including songs, special moments, and transitions.

This transparency helps clients feel confident, reduces questions, and ensures everyone is on the same page about how the event will unfold.

What you’ll learn:

• What clients see when you share timelines
• How timelines appear in the client portal
• When to share timelines with clients
• Best practices for client-facing timelines
• Managing timeline visibility and updates

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What is a Shared Timeline? #

Timeline Basics #

A performance timeline in BookLive is a chronological schedule of your event broken into segments, such as:

6:00 PM - Cocktail Hour
7:00 PM - Grand Entrance
7:05 PM - First Dance
7:10 PM - Welcome Speech
7:15 PM - Dinner Service
8:00 PM - Toasts
...

Each timeline segment can include:

• Start time
• Activity/moment name
• Duration
• Songs to be played
• Special notes or instructions

What “Sharing” Means #

When you share a timeline with a client:

• Timeline becomes visible in their client portal
• They can see the complete event schedule
• They can see which songs you’ll play when
• They can preview song samples (if videos embedded)
• They understand the flow of their event

Think of it as: Showing your client the “program” or “setlist” for their event.

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How Clients View Timelines in the Portal #

Timeline Display in Client Portal #

When a client accesses their portal and you’ve shared a timeline, they see:

Timeline Section:

PERFORMANCE TIMELINE

━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━

🎵 6:00 PM – Cocktail Hour (1 hour) ♪ Fly Me to the Moon ♪ The Way You Look Tonight ♪ Autumn Leaves ♪ Blue Bossa + 8 more songs…

🎵 7:00 PM – Grand Entrance (5 min) ♪ Signed, Sealed, Delivered

🎵 7:05 PM – First Dance (4 min) ♪ At Last – Etta James Special request: Couple’s song

🎵 7:10 PM – Welcome Speech (5 min) (No music – Father of bride speaking)

🎵 7:15 PM – Dinner Service (45 min) ♪ Girl from Ipanema ♪ My Funny Valentine ♪ All of Me + 12 more songs…

🎵 8:00 PM – Toasts (15 min) (Background music at low volume) ♪ What a Wonderful World

🎵 8:15 PM – Open Dancing (2 hours) ♪ Upbeat swing standards ♪ Client requests as needed Full setlist: [View 40 songs]

━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━

Interactive Features:

• Song Titles: Clickable to hear preview (if you’ve embedded videos)
• Collapse/Expand: Segments may collapse to hide song lists
• View Full Setlist: Link to see complete song list
• Print: Clients can print timeline for reference

Song Details #

When clients click on a song in the timeline, they may see:

• Full song title and artist
• Embedded video preview (YouTube, etc.)
• Notes about the arrangement or version
• Special instructions (e.g., “Instrumental only”)

Example:

♪ At Last - Etta James

🎥 [Preview this song] (Embedded YouTube video of your group performing it)

Notes: We’ll play the full version as written. Approximate duration: 4 minutes.

Special Instructions: Wait for Best Man’s signal before starting. Couple will be announced first.

Benefit: Client knows EXACTLY what to expect!

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When to Share Timelines with Clients #

Timeline Sharing Strategy #

DON’T share immediately after booking
Most events are months away. Timeline isn’t finalized yet.

DO share when:

Option 1: 4-6 Weeks Before Event

• Timeline is relatively finalized
• Client has provided song requests
• You’ve incorporated their preferences
• Few changes expected

Option 2: 2-3 Weeks Before Event

• Timeline is completely finalized
• All song choices locked in
• Client has approved everything
• Final confirmation stage

Option 3: After Client Input

• Client filled out questionnaire
• You incorporated their requests
• Sharing timeline shows “here’s what you asked for”
• Client reviews and approves

Goal: Share when timeline is mostly finalized so clients don’t see constant changes.

Event Types and Timeline Sharing #

Weddings:

• Share 3-4 weeks before
• Couples appreciate seeing the flow
• Helps them visualize their day
• Often share with wedding planner too

Corporate Events:

• Share 2 weeks before (if they want details)
• Many corporate clients don’t need/want timeline
• Ask first: “Would you like to see the performance timeline?”

Private Parties:

• Share 1-2 weeks before
• Less formal than weddings
• Client may not need detailed timeline

Public Concerts:

• Don’t typically share with public
• Setlist is surprise/part of experience
• Share with venue/event coordinator instead

General Rule: If client is detail-oriented and engaged, share timeline. If client says “you’re the expert, I trust you,” timeline may not be necessary.

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Making Timelines Client-Ready #

What to Include for Clients #

Client-Appropriate Timeline:

✅ DO Include:

• Clear segment names (“First Dance” not “Song 12”)
• Song titles and artists
• Special moments (toasts, cake cutting, etc.)
• Approximate times
• Notes explaining special requests

❌ DON’T Include:

• Technical jargon (“Modulate to Bb for transition”)
• Internal musician notes (“John takes solo here”)
• Payment/compensation details
• Negative notes (“Client doesn’t like this song”)

Before Sharing:

• Review timeline from client perspective
• Remove internal notes
• Ensure all spelling is correct
• Verify song titles are accurate

Naming Timeline Segments #

Client-Friendly Names:

✅ Good:

• “Cocktail Hour”
• “Grand Entrance”
• “First Dance”
• “Dinner Service”
• “Father-Daughter Dance”
• “Open Dancing”
• “Last Song / Send-Off”

❌ Bad:

• “Set 1”
• “Break”
• “Segment 4”
• “Pre-dinner stuff”

Why: Clients understand event moments, not musician terminology.

Song Selection Display #

How Many Songs to Show:

Short Segments:
Show all songs:

First Dance (4 min)
♪ At Last

Long Segments:
Show featured songs + summary:

Cocktail Hour (1 hour)
♪ Fly Me to the Moon
♪ The Way You Look Tonight
♪ Autumn Leaves
+ 12 more jazz standards
[View full cocktail hour setlist]

Why: Prevents overwhelming client with 50-song list. Highlights key songs, summarizes rest.

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Managing Timeline Visibility #

Timeline Updates and Client Notifications #

When You Update Timeline:

Automatic Behavior:

• Changes appear in client portal immediately
• Client sees updated timeline next time they access portal

Optional Notification:
(If your setup supports it)

• Notify client: “Timeline has been updated!”
• Email with link to portal
• Client reviews changes

Best Practice:

Major Changes:
Email client directly:

Hi Sarah,

I’ve updated your wedding timeline based on our conversation. The first dance is now at 7:05 PM instead of 7:00 PM to allow for the grand entrance.

Review the updated timeline in your portal: https://booklive.com/client-portal/abc123xyz456

Let me know if you have any questions!

Jennifer

Minor Changes:
No need to notify. Changes will be there when client next checks.

Version Control #

Tracking Timeline Changes:

Some setups maintain timeline version history:

• Version 1: Initial draft (Oct 15)
• Version 2: After client feedback (Nov 1)
• Version 3: Final (Dec 1)

Benefits:

• See what changed over time
• Revert to previous version if needed
• Show client: “Here’s what we discussed vs. what we changed”

Check with group leader about timeline version features.

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Client Feedback on Timelines #

Collecting Client Input #

Common Scenario:

You share timeline → Client reviews → Client has changes

Feedback Methods:

Method 1: Direct Communication

Client Email: "Can we move the first dance to 7:10 instead of 7:05?
I want more time for photos after the entrance."

Your Response: “Absolutely! I’ve updated the timeline. Check your portal to confirm.”

Method 2: Annotation/Comments
(If your setup supports it)

• Client can comment on timeline segments
• You receive notification
• You respond and update

Method 3: Phone Call

• Walk through timeline together
• Make real-time updates
• Client sees changes in portal after call

Approval Workflow #

Getting Client Sign-Off:

Informal Approval:

Email: "Hi Sarah, please review the timeline in your portal
and let me know if it looks good. If I don't hear back by
Dec 1, I'll assume we're all set!"

Formal Approval:
(If your setup supports it)

• “Approve Timeline” button in portal
• Client clicks to confirm
• You receive notification
• Timeline locks (optional)

Why Approval Matters:

• Confirms client is happy
• Reduces last-minute change requests
• Documentation: “You approved this on Dec 1”

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Real-World Timeline Sharing Scenarios #

Scenario 1: Detail-Oriented Wedding Client #

Client: Sarah Miller, June 15 wedding

Timeline Status: Finalized 4 weeks before event

Sharing Strategy:

Week 1: Create Draft

• Build timeline based on wedding timeline planner form Sarah filled out
• Include all her song requests
• Note special moments (father-daughter dance, cake cutting)

Week 2: Internal Review

• Review with band members
• Verify song choices are feasible
• Adjust timing estimates

Week 3: Share with Client

Email:

Subject: Your Wedding Timeline is Ready to Review!

Hi Sarah,

I’ve created your complete wedding timeline based on your questionnaire. It includes all your song requests and special moments.

Review it in your portal: https://booklive.com/client-portal/abc123xyz456

Please review and let me know if you’d like any changes by May 25. After that, we’ll lock it in!

Can’t wait for June 15!

Jennifer

Week 4: Client Feedback
Sarah reviews, requests 2 changes:

1. Move first dance 5 minutes later
2. Add specific version of “Fly Me to the Moon”

Week 5: Final Approval

• Update timeline with Sarah’s changes
• Email: “Updated per your feedback – please confirm!”
• Sarah approves
• Timeline locked

Result: Sarah feels involved, confident, and excited. Zero surprises on wedding day!

Scenario 2: Corporate Client Who Trusts the Pros #

Client: CompanyXYZ Inc., corporate holiday party

Timeline Status: You created it based on best practices

Sharing Strategy:

Initial Communication:

Email: "Hi Michael, I've planned a great evening of background
jazz for your party. Would you like to see the detailed timeline,
or are you happy to let us handle the music flow?"

Michael’s Response: “You’re the experts – I trust you! No need to see the timeline.”

Your Action:

• Don’t share timeline in portal
• Keep timeline internal for your band’s coordination
• Focus client on big picture: “We’ll play classy jazz for 3 hours”

Result: Client is happy. No need to overwhelm with details they don’t care about.

Scenario 3: Timeline Changes After Sharing #

Client: Jennifer, anniversary party

Issue: Timeline shared 3 weeks before event. Client calls 1 week before with big change.

Client Request:
“My mom wants to give a speech. Can we add that?”

Your Response:

"Absolutely! I'll add a speech slot at 7:30 PM right after
dinner. That gives her 10 minutes. I'll adjust the timeline
and you can see it updated in your portal within the hour."

Action:

1. Update timeline: Add “7:30 PM – Special Speech (10 min)”
2. Adjust subsequent times accordingly
3. Email Jennifer: “Timeline updated – please review!”
4. Jennifer checks portal, confirms it looks good

Result: Flexible response to client needs while maintaining professional timeline.

Scenario 4: Client Overwhelmed by Details #

Client: Mark, 50th birthday party

Issue: You shared detailed timeline. Client emails: “This is a lot! Can you simplify?”

Your Response:

"Of course! Here's the simple version:

6:00-7:00 PM: Background music while guests arrive 7:00-8:00 PM: Dinner music (mellow jazz) 8:00-10:00 PM: Upbeat party music for dancing

Full song details are in your portal if you want to see them, but the above is all you need to know!

Mark’s Response: “Perfect! That’s much better.”

Action:

• Leave detailed timeline in portal (for Mark if he wants it)
• Provide simple summary via email
• Client is happy with high-level view

Result: Meet client where they are – some want details, some want simplicity!

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Best Practices for Timeline Sharing #

1. Wait Until Timeline is Mostly Final #

Don’t share too early:

• Timeline will change (client sees constant updates = unprofessional)
• Client might not have provided input yet
• Too far from event for client to care

Share when:

• Client input incorporated
• Timeline is 90%+ finalized
• Client can actually visualize their event (close enough to be real)

2. Make it Client-Friendly #

Remove jargon:

• “First Dance” not “Song #12”
• “Cocktail Hour” not “Set 1”
• “Father-Daughter Dance” not “Special Moment 3”

Add context:

• “At Last – Etta James (your first dance song)”
• “Dinner Service – soft jazz in background”
• “Grand Entrance – upbeat, gets crowd excited!”

Make it visual:

• Use emojis or icons (🎵, 🎉, 🥂) for sections
• Clear time stamps
• Logical grouping

3. Highlight Special Moments #

Call attention to what matters:

🎵 7:05 PM - FIRST DANCE ⭐
   ♪ At Last - Etta James
   Your special song! We'll start on your cue.

Why: Clients care most about their special moments. Make those stand out!

4. Include Embedded Previews (If Possible) #

If you’ve added YouTube videos to songs:

• Clients can hear YOUR version
• Reduces: “I thought you’d play it differently”
• Builds excitement: “Wow, they sound great!”

How to Add:
(See “Managing Performance Timelines” article)

• Add songs to timeline
• Embed YouTube video for each song
• Videos appear as previews in client portal

5. Set Expectations About Changes #

In your email sharing the timeline:

"This timeline represents our current plan. Minor adjustments
may happen as we get closer to the event, but the overall flow
will stay the same. If you have any changes, please let me know
by [DATE] so we can finalize everything!"

Why: Prevents client from thinking timeline is 100% locked, while also encouraging timely feedback.

6. Use Timeline to Reduce Day-Of Questions #

Timeline answers:

• “What time is our first dance?”
• “What song are you playing for dinner?”
• “When do toasts happen?”
• “How long is cocktail hour?”

Result: Fewer interruptions during the event. Everyone knows the plan!

7. Coordinate with Other Vendors #

Wedding planners, DJs, photographers may also want to see timeline.

Option: Share portal URL with wedding planner:

"Hi [Planner Name], here's the client portal with the complete
timeline. You're welcome to view it for coordination purposes:
[portal URL]"

Benefit: All vendors on same page. No scheduling conflicts!

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Troubleshooting Timeline Sharing Issues #

Issue: Client Can’t See Timeline #

Checklist:

1. Is timeline shared? (Check “Share Timeline” toggle in settings)
2. Does timeline have content? (At least one segment)
3. Is client accessing correct portal? (They may have multiple bookings)

Solution:

1. Verify timeline is marked as “shared” in portal settings
2. Verify timeline isn’t empty
3. Send client direct link to correct portal

Issue: Client Says Timeline is Wrong #

Diagnosis:

• Client may have cached/old version
• Timeline may not have saved properly
• Client viewing different performance

Solution:

1. Ask client to hard refresh (Ctrl+F5 / Cmd+Shift+R)
2. Verify your changes saved in BookLive
3. Access portal yourself to confirm it shows correctly
4. If still wrong, re-save timeline to force update

Issue: Songs Not Showing in Timeline #

Possible Causes:

• Songs weren’t added to timeline segments
• Songs are marked as internal-only (hidden from clients)

Solution:

1. Edit timeline segments
2. Verify songs are added to each segment
3. Check song visibility settings (if feature exists)
4. Save and verify in portal

Issue: Client Overwhelmed by Detail #

Solution:
Don’t force detailed timelines on clients who don’t want them!

Options:

1. Provide simple summary via email (high-level only)
2. Leave detailed timeline in portal for reference
3. Or hide timeline from portal entirely if client doesn’t care

Remember: Some clients love details, others trust you to handle it!

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Common Questions #

Q: Do I have to share timelines with every client? #

A: No! Timeline sharing is optional.

Share if:

• Client is detail-oriented and wants to see it
• Event is complex (weddings, multi-part events)
• Client specifically requests to see the plan

Don’t share if:

• Client says “I trust you, do what you think is best”
• Event is simple (background music for 2 hours)
• Timeline is constantly changing and not yet finalized

Your call based on client preferences!

Q: Can clients edit the timeline? #

A: No. Clients can VIEW timelines but cannot edit them.

• You maintain full control
• Clients can request changes (via email, phone, etc.)
• You make the updates in BookLive
• Changes appear in their portal

Why: You’re the professional. Client input is welcome, but final execution is your responsibility.

Q: What if I update the timeline after sharing? #

A: Updates appear in client portal immediately.

Best practice:

• Minor changes: No need to notify client
• Major changes: Email client to let them know

Example:

"Hi Sarah, I've updated the timeline based on our call.
First dance is now at 7:10 PM. Check your portal to confirm!"

Q: Can I share part of the timeline but hide other parts? #

A: Depends on your BookLive setup.

Some setups allow:

• Sharing only certain segments
• Hiding “internal” segments from client view
• Showing high-level without song details

Check with group leader about selective sharing features.

Q: How far in advance should I finalize the timeline? #

A: Aim for 2-4 weeks before the event.

Timeline:

• 6-8 weeks before: Draft timeline based on client input
• 4 weeks before: Finalize and share with client
• 2 weeks before: Client approval and lock
• 1 week before: Minor tweaks only

Why: Gives client time to review, but close enough that details are real.

Q: What if the client wants to choose every single song? #

A: That’s fine! Some clients are very hands-on.

Process:

1. Share your full song library with client
2. Have client select songs for each timeline segment
3. You build timeline with their selections
4. Share timeline for final review
5. Client approves

Tips:

• Guide client on song variety (don’t play 10 ballads in a row!)
• Suggest appropriate songs for different moments
• Retain final say on flow and transitions

Result: Client feels involved and gets exactly what they want!

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Next Steps #

Now that you understand sharing timelines with clients, explore these related articles:

1. Configuring Your Client Portal Settings – Setting up the overall portal experience
2. How to Create and Manage Performance Timelines – Building timelines in BookLive
3. Performance Details and Client Communication – Overall client management
4. Timeline Best Practices for Complex Events – Advanced timeline strategies

Practice Tasks:

1. ✅ Create a sample timeline for a performance
2. ✅ Enable timeline sharing in client portal
3. ✅ View the timeline as a client (use portal link)
4. ✅ Update timeline and verify changes appear in portal
5. ✅ Practice writing a client-friendly timeline sharing email

Mastering timeline sharing creates transparency, builds client confidence, and ensures everyone is aligned on how the event will unfold. Clients appreciate seeing the plan, and you reduce day-of confusion!

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Related Resources #

• BookLive Help Center: https://support.booklive.com
• Video Tutorial: Sharing Timelines with Clients
• Template: Timeline Sharing Email
• Checklist: Timeline Client-Readiness Review

Need Help?

• Email: support@booklive.com
• Live Chat: Available in-app during business hours
• Community Forum: Connect with other BookLive users

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This article is part of the BookLive Support Documentation. Last verified November 26, 2025.