Understanding the Performance Inbox – Email for Every Gig

Overview #

The Performance Inbox is a powerful communication feature that gives every performance its own dedicated email address. This means all email communication related to a specific event stays organized in one place, making it easy to track conversations with clients, wedding planners, venue coordinators, and your team members.

Key benefits of the Performance Inbox:

Dedicated Email Address – Each performance gets a unique email like perf-abc123@performances.booklive.com
Threaded Conversations – All emails are automatically grouped into conversation threads
Two-Way Communication – Send emails from BookLive and receive replies directly
Team Collaboration – Add team members to participate in conversations
Client Portal Access – Clients can view and reply to emails from their portal
Workflow Integration – Trigger automated email sequences from the inbox

What You Will Need #

Before you begin, make sure you have:

A BookLive account with group leader or team member access
At least one performance created in your group
A client associated with the performance (for two-way communication)

How the Performance Inbox Works #

Dedicated Email Address #

When you create a performance, BookLive automatically generates a unique email address for that event. This address follows the format:

perf-[uuid]@performances.booklive.com

For example: perf-a1b2c3d4@performances.booklive.com

This email address is:

Unique to each performance
Active as long as the performance exists
Able to receive replies from any email client

Email Directions #

Emails in the inbox are marked with direction indicators:

Outbound (blue arrow) – Emails you sent to clients
Inbound (green arrow) – Emails received from clients or collaborators

Threaded Conversations #

The Performance Inbox automatically groups related emails into conversation threads. When someone replies to an email, the reply is linked to the original message, keeping the conversation organized and easy to follow.

Accessing the Performance Inbox #

For Band Leaders and Team Members #

Log in to BookLive at booklive.com
Navigate to your group
Open a performance (click on any event from your calendar or performance list)
Look for the Inbox tab or section

The inbox shows:

All email conversations for this performance
The performance’s dedicated inbox email address
A Compose Email button to start new conversations

For Clients #

Clients can access their inbox through the Client Portal:

Open the client portal link (received via email)
Click on the Inbox tab
View all email conversations related to their event
Reply to any email directly from the portal

Who Can See the Inbox #

Team Participants #

Team members who can view the inbox include:

Group Leaders – Automatically have access to all performance inboxes
Added Participants – Team members specifically added to the conversation

Participant roles include:

Team Member – Receives all emails and can reply
CC – Copied on emails
Band Leader – Appears as the sender on outgoing emails
Communications Manager – Dedicated role for managing client communication

Client Participants #

On the client side, the following people can access the inbox:

Main Client – The primary contact for the performance
Collaborators – Additional contacts like wedding planners, venue coordinators, or family members

Understanding the Inbox Interface #

Inbox Header #

At the top of the inbox, you will see:

Performance Inbox title with an inbox icon
Compose Email button to start a new conversation

Email List #

Each conversation thread shows:

Direction Icon – Arrow indicating inbound or outbound
Subject Line – The email subject
Sender/Recipient – Who sent or received the email
Date/Time – When the email was sent
Reply Count – Number of replies in the thread

Expanded Thread View #

Click on any email to expand it and see:

Full email body with formatting preserved
All replies in chronological order
Attachments (if any)
Reply button to continue the conversation

Empty State #

If no emails have been sent yet, you will see:

A message: “No messages yet – Start a conversation by composing an email”
The performance inbox email address displayed for reference

Key Features #

Reply From Any Email Client #

When you send an email from the Performance Inbox, recipients can reply using any email client (Gmail, Outlook, Apple Mail, etc.). Their replies automatically appear in the BookLive inbox and maintain the conversation thread.

Auto-Add Collaborators #

When someone not already associated with the performance replies to an inbox email, they are automatically added as a collaborator. This ensures no communication is lost and all parties stay connected.

Workflow Integration #

You can trigger automated email workflows directly from the Performance Inbox. This allows you to send pre-configured email sequences to clients at any point during the event lifecycle.

Email Notifications #

When a client sends an email to the performance inbox, all team participants receive a notification. This ensures timely responses and keeps everyone informed.

Use Cases #

Wedding Planning Communication #

A wedding band can use the Performance Inbox to:

Communicate with the bride and groom
Coordinate with the wedding planner
Confirm details with the venue coordinator
Keep all conversations in one organized place

Corporate Event Coordination #

For corporate events, use the inbox to:

Discuss logistics with the event coordinator
Confirm technical requirements
Share production schedules
Answer last-minute questions

Team Collaboration #

Multiple team members can participate in the conversation:

Band leader handles initial inquiries
Communications manager sends follow-up details
All team members stay informed of client needs

Frequently Asked Questions #

Can I use my personal email to reply? #

Yes! When you receive an email notification, you can reply directly from your email client. The reply will be routed through the Performance Inbox and appear in the conversation thread.

Who receives notifications when a client emails? #

All team participants added to the performance conversation will receive email notifications when a client sends a message.

Can I add attachments to emails? #

Yes, the Performance Inbox supports email attachments. Attachments are stored securely and visible to all participants.

What happens if someone unknown emails the inbox? #

If someone who is not the main client or an existing collaborator sends an email, they are automatically added as a collaborator with the role “Auto-added”. This prevents lost communication.

Is the inbox email address permanent? #

Yes, the inbox email address remains active as long as the performance exists in BookLive. Even after the event date passes, you can continue to use the inbox for follow-up communication.

Need Help? #

If you have questions or run into issues:

Email: support@booklive.com
Phone: 414-253-2504 (Mon-Fri, 9 AM – 5 PM MST)
Live Chat: Click the chat icon in the bottom right of your dashboard

What are your Feelings

Still stuck? How can we help?

Updated on December 17, 2025