The Communication Plan on a performance lets you schedule and track client follow-ups and touchpoints directly inside the gig record. Instead of relying on memory or external reminders, you can build a timeline of planned messages — loaded from a preset sequence or created one by one — and send them on schedule or immediately with one click.
Before You Begin #
- You must be a bandleader or group admin to access and manage a performance’s Communication Plan.
- Log in at https://booklive.com/login and open the performance you want to work with.
Step 1: Open the Communication Plan Tab #
Navigate to the performance detail page and click the Communication Plan tab. You’ll see a timeline (empty on a new performance) along with two action buttons at the top:
- Add Planned Touchpoints — loads a pre-built sequence of touchpoints timed relative to the performance date
- Add Custom Touchpoint — creates a single touchpoint from scratch with your own title, message, and scheduled time
Step 2: Add Touchpoints #
Option A: Load the Planned Sequence #
Click Add Planned Touchpoints. BookLive will populate the timeline with a sequence of pre-configured touchpoints, each automatically scheduled relative to the performance date (for example, a reminder a week before, a follow-up the day after). The sequence title, message, and channel are filled in for you — you can edit any of them afterward.
Option B: Add a Custom Touchpoint #
Click Add Custom Touchpoint to open the edit dialog. Fill in:
- Title — a short label for this touchpoint (for example, “Day-of reminder” or “Post-event check-in”)
- Message — the body of the communication
- Send At — the date and time you want the message to go out
Click Save. The touchpoint is added to the timeline and will be sent automatically at the scheduled time via the Client Chat channel.
Step 3: Understand the Timeline Status Colors #
Each touchpoint in the timeline is color-coded to show its current state:
- Green — already sent (the item shows “Sent @ [timestamp]” in place of action buttons)
- Yellow — scheduled and active, will send at the time shown
- Red — muted or missing a scheduled time (will not send automatically)
Step 4: Manage Individual Touchpoints #
For any touchpoint that hasn’t been sent yet, you’ll see four action icons:
- Edit (pencil icon) — opens the edit dialog to update the title, message, or scheduled time
- Mute/Unmute (bell icon) — toggles whether the touchpoint will send automatically. A muted touchpoint turns red and will be skipped at its scheduled time unless you unmute it
- Delete (trash icon) — permanently removes the touchpoint from the plan
- Send Now (paper plane icon) — sends the message immediately, regardless of the scheduled time; the touchpoint turns green and shows the sent timestamp
Tips & Notes #
- You can mix planned sequence touchpoints and custom ones — load the sequence and then add your own on top.
- Editing a touchpoint only changes its details on this performance. It does not modify the underlying template sequence.
- Muting is useful if a particular touchpoint isn’t relevant to a specific client — you can disable it without deleting it from the plan.
- Touchpoints marked as sent cannot be resent or edited. If you need to follow up again, add a new custom touchpoint.
