When you send a proposal, BookLive lets you see exactly when your client first opens it — and automatically reminds them before it expires. These two features help you follow up at the right moment and close bookings faster.
Seeing When a Client Views Your Proposal #
As soon as a client opens your proposal link (without being logged in to BookLive), the system records their first view. You can check this status directly on the proposal detail page.
- Open the performance and click the Proposal tab, or go to Clients and open the client record, then click the proposal.
- In the Send Proposal panel on the right side of the page, look below the send confirmation:
- Viewed [date] — the client opened the proposal. The date shows when they first viewed it.
- Not yet viewed by client — the proposal has been sent but not opened.
Use this to time your follow-up: if a proposal has been sitting unviewed for a day or two, send a quick personal message. If the client viewed it recently, they’re actively considering it — strike while they’re engaged.
Scanning the Client List for Proposal Views #
The client list includes a Last Opened column showing the most recent date a proposal was viewed for each client. This gives you a quick pipeline snapshot without opening individual records.
- Go to Clients in the left sidebar.
- Find the Last Opened column in the client table.
- Clients who have never opened a proposal show Not opened in gray. Clients with an open date show it in green, making it easy to spot warm leads at a glance.
- Click the Last Opened column header to sort by this field — put all your recent viewers at the top.
Setting Up Proposal Expiry Reminder Emails #
BookLive can automatically email clients before their proposal expires, prompting them to review and accept while there’s still time. You configure the reminder schedule once — it applies to all proposals sent from your group.
Requirements #
- The proposal must have an Expiration Date set. Reminders only fire for proposals with an expiration.
- The client must have an email address on file.
Configuring the Reminder Schedule #
- Open any proposal from a client record or performance page.
- Scroll to the Reminder Schedule section in the right panel.
- You’ll see clickable chips for: 1 day, 2 days, 3 days, 5 days, 7 days, and 14 days before expiry.
- Tap any chip to toggle that reminder on or off. Active reminders are highlighted; inactive ones are grayed out.
- Changes save automatically. The setting applies to all proposals in your group going forward.
Default Schedule #
If you haven’t changed the reminder schedule, BookLive defaults to sending reminders 3 days before and 1 day before expiration.
Turning Off Reminders #
To disable reminder emails entirely, tap all active chips to deselect them. When no chips are selected, BookLive shows a “No reminder emails will be sent” notice and no automatic reminders will fire.
Tips & Notes #
- The reminder schedule is a group-level setting — changing it on one proposal changes it for all proposals in your group.
- If a proposal is accepted or declined before a reminder fires, the reminder is skipped automatically.
- The Reminder Schedule section only appears when you’re viewing a proposal that has been sent.
- Reminder emails are sent to the client’s email address. A copy is CC’d to your account email.
- Proposal view tracking only counts opens by clients who are not logged in to BookLive — this ensures you’re seeing genuine client activity, not your own previews.
