Understanding Artist Availability Status

Overview #

BookLive tracks each artist is availability status based on multiple factors including blackout dates, existing performances, and advanced availability rules. This guide explains how availability is calculated and what each status means.

What Affects Availability #

An artist is availability for a specific date is determined by:

1. Blackout Dates #

Dates the artist has explicitly marked as unavailable.

• Single-day blackouts
• Date range blackouts
• Weekend-wide blackouts

2. Existing Performances #

Dates where the artist is already booked.

• Confirmed performances
• Pending performances (awaiting response)
• Performances across all groups

3. Advanced Availability Rules #

Personal limits the artist has set.

• Maximum weekends per month
• Weekend policy preferences

Availability Statuses #

Available #

The artist has no conflicts on this date.

• No blackout dates
• No existing performances
• Advanced rules not exceeded
• Can be offered new performances

Unavailable – Blackout #

The artist has marked this date as unavailable.

• Reason may be provided
• Will not be offered gigs on this date
• Artist must remove blackout to become available

Unavailable – Booked #

The artist is already performing on this date.

• Has an existing performance commitment
• May be with your group or another group
• Cannot be double-booked

Unavailable – Limit Reached #

The artist has reached a personal limit.

• Maximum weekends per month exceeded
• Other advanced availability rule triggered

How Availability is Checked #

When BookLive needs to check availability:

1. Fetch blackout dates for the artist
2. Check for date overlap with requested date
3. Query existing performances on that date
4. Evaluate advanced rules if configured
5. Return status with conflict reason if unavailable

Viewing Your Availability #

On Your Calendar #

• Gray events: Blackout dates you have set
• Green events: Confirmed performances
• Yellow events: Pending performances
• Empty dates: You are available

In Settings #

• View all your blackout dates in one list
• See your advanced availability rules
• Check connected calendar sync status

How Bandleaders Check Availability #

Bandleaders can check your availability through:

Group Availability Checker #

1. Navigate to Group Settings > Availability Rules
2. Click Test Availability
3. Select a date
4. View which artists are available vs. unavailable

Auto-Contracting #

• System automatically checks before sending proposals
• Unavailable artists are skipped with logged reasons

Find Available Musicians #

• Search filters can exclude unavailable musicians
• Only shows artists who can work on the requested date

Managing Your Availability #

To Block a Date #

1. Click on the date in your calendar
2. Or go to Settings > Blackout Dates
3. Add a new blackout date
4. Your status becomes “Unavailable” for that date

To Become Available Again #

1. Find the blackout date in your calendar or settings
2. Delete the blackout date
3. Your status becomes “Available” (unless other conflicts exist)

Advanced Availability Settings #

Some artists set additional rules:

Maximum Weekends Per Month #

• Limits how many weekend gigs you will accept
• Helps maintain work-life balance
• System tracks and enforces this limit

Weekend Policy #

• Define preferences for Friday, Saturday, Sunday
• Some artists only work Saturdays, for example

Best Practices #

• Keep availability current – Update as soon as you know about conflicts
• Set blackouts proactively – Block known personal dates early
• Connect Google Calendar – For automatic visibility of your schedule
• Review regularly – Check your blackout list monthly
• Communicate changes – Let bandleaders know if availability changes

Related Articles #

• Setting and Managing Blackout Dates
• Connecting Google Calendar for Automatic Syncing
• Creating and Responding to Availability Surveys