When you manage your group’s roster in BookLive, you’ll notice that each musician has indicators reflecting two distinct things: their account status (whether they’ve connected a BookLive account) and their availability status (whether they’re free for a specific performance date). Understanding the difference helps you act quickly — whether that means resending an invitation or choosing a substitute when someone is booked.
Part 1: Musician Account Status #
Every musician you add to a personnel list falls into one of two account states. You can see these indicators when viewing your roster under Members in your group dashboard.
Invitation Pending #
When you add a musician who doesn’t yet have a BookLive account, an invitation email is automatically sent to them. Their entry will display an Invitation Pending badge next to their name.
A musician with Invitation Pending status:
- Has been added to your roster and will appear when assigning to performances
- Cannot log in to view performance details, confirm assignments, or set their own blackout dates
- Will not receive in-app notifications — only email communications from you
To resend the invitation if a musician hasn’t responded:
- Go to your group dashboard and click Members
- Find the musician in the personnel list
- Click the three-dot menu (⋮) next to their name
- Select Resend Invitation
Connected (BookLive Account Linked) #
Once a musician accepts their invitation and creates or logs into a BookLive account, the Invitation Pending badge disappears. They are now fully connected and can:
- View and confirm performance assignments
- Set their own blackout dates to indicate unavailability
- Manage their own availability rules (such as maximum weekends per month)
- Communicate through BookLive’s messaging features
Note: A musician can be in your roster without a BookLive account indefinitely. You can still assign and book them manually — BookLive will just send communications by email rather than in-app notifications.
Part 2: Musician Availability Status #
Availability status applies when you are assigning musicians to a specific performance date. BookLive automatically checks each musician against multiple factors and categorizes them as either Available or Unavailable.
Available #
The musician has no conflicts on the performance date. They will appear at the top of the musician selection list when you fill a seat.
Unavailable — Blackout Date #
The musician (or you on their behalf) has marked this date as unavailable. Blackout dates can cover single days, date ranges, or entire weekends.
- A reason may optionally be included (e.g., “Vacation”)
- The musician will not receive automated booking requests for this date
- To clear this, the musician must remove the blackout from their calendar, or you can contact them to coordinate
Unavailable — Already Booked #
The musician is already confirmed or pending on another performance on this date — either with your group or another group they’re part of in BookLive. BookLive prevents double-booking automatically.
Unavailable — Limit Reached #
The musician has a personal availability rule that’s been exceeded — for example, a maximum number of weekends per month. Once that limit is hit, they show as unavailable for additional bookings in that period.
For a deeper dive into how BookLive calculates availability behind the scenes, see Understanding Artist Availability Status and Finding Available Musicians by Date and Location.
Viewing Musician Status on Your Roster #
To review your musicians’ account and availability status at a glance:
- Log in at https://booklive.com/login
- Navigate to your group and click Members in the left menu
- Select the personnel list you want to review (e.g., Regulars or Substitutes)
- Each musician’s entry shows their contact info and account connection status
- To see availability for a specific performance, open the performance and go to the Musicians tab — BookLive will show available and unavailable artists side by side
Tips & Notes #
- You can still assign an unavailable musician to a performance if needed — BookLive will warn you but won’t block the action
- Encouraging musicians to create their BookLive accounts unlocks the full experience: self-managed availability, in-app confirmations, and automated reminders
- If a musician appears as “Unavailable — Booked” unexpectedly, they may be in another group’s roster and have a conflicting performance elsewhere
- Blackout dates set by a musician are visible to you on their profile page within the Members section
