The Quick Add button in your Gig Vault lets you add a new venue, planner, or event vendor contact in seconds — perfect for when you’re at a networking event and collect a business card. BookLive automatically checks whether the business already exists in your Gig Vault (or in the shared BookLive database) and deduplicates the entry so you never end up with the same venue listed twice.
Quick Add is a Pro feature. You must have an active Pro subscription to use it.
Before You Begin #
- You must be a group leader or admin.
- Your group must be on a Pro plan.
Step 1: Open the Gig Vault and Click Quick Add #
- Log in at https://booklive.com/login.
- In the left sidebar, click your group name, then click Gig Vault.
- In the top-right corner of the Gig Vault page, click the green Quick Add button (it shows a business-card icon).
The Quick Add dialog will open.
Step 2: Choose the Partner Type #
At the top of the dialog, select whether you’re adding a:
- Venue — a hotel ballroom, barn, country club, or other event space
- Planner — a wedding or event planner who books entertainment
- Vendor — another event vendor (photographer, florist, caterer, etc.)
If you select Vendor, an additional Vendor Category field will appear. Choose the category that best matches the vendor’s business (e.g., Photographer, Caterer, Florist).
Step 3: Enter the Business Information #
Fill in the Venue / Planner / Vendor Information section:
- Name (required) — the business name exactly as it appears on the card
- City — the city where the business is located
- Country and State / Province — used to narrow the deduplication search
As you type the name, BookLive automatically searches in the background for matches — both in your existing Gig Vault and in the shared BookLive venue database. You’ll see results appear in a Matching Results section below the form without needing to click anything.
Step 4: Enter the Contact’s Information #
Fill in the Contact Information section with the person’s details from their business card:
- Contact Name — the person’s full name
- Title — their role (e.g., Event Coordinator, Director of Catering)
- Phone
All contact fields are optional, but the more you enter, the better the deduplication results will be.
Step 5: Review the Matching Results #
After you enter a business name, BookLive will display any matches it finds:
Already in Your Gig Vault #
If the business is already one of your partnerships, it will appear with a green checkmark label. Click the match card to select it — BookLive will add the contact you entered to that existing partnership instead of creating a duplicate.
Found in the BookLive Database #
If the business isn’t in your Gig Vault yet but exists in the shared BookLive venue database, it will appear with an orange label. Click the match card to select it — BookLive will create a new Gig Vault partnership using the existing venue record, which may already have an address, phone, and website on file.
No Matches Found #
If no matches appear, BookLive will create an entirely new venue (or planner / vendor) record. For venues, a Google Places Search section may also appear — if the venue shows up in Google Maps, you can select it from the suggestions to pull in its address and details automatically.
Step 6: Apply Tags (Optional) #
In the Tags section, you can assign one or more tags to the new partnership. Tags help you filter and segment your Gig Vault later (for example, “2026 Networking Event” or “Luxury Venue”). Type a tag name to use an existing tag or create a new one on the fly.
Step 7: Save #
Click Save. BookLive will:
- Create or update the partnership in your Gig Vault.
- Add the contact to the partnership record.
- Apply any selected tags.
- Show a confirmation message with a View link to jump directly to the new partnership.
From there you can send an introductory email, enroll the contact in a workflow, or start a sales cadence — all from the partnership detail page.
Tips & Notes #
- Deduplication is automatic. BookLive checks your Gig Vault and the shared database as you type, so you rarely need to worry about entering the same venue twice.
- Adding a contact to an existing partnership. If you collect a new business card from someone at a venue you already track, select the existing partnership match — the new contact will be added to that record without changing its status or notes.
- Tags applied here are partnership tags, not client tags. They appear in the Gig Vault filter and can be used to segment workflow enrollments.
- The Quick Add button only appears on Pro plans. If you’re on a free plan, you’ll see an upgrade prompt instead.
