Using the Gig Vault Template Library in BookLive

The Gig Vault Template Library is BookLive’s built-in system for creating, organizing, and reusing outreach messages for venue and event planner partnerships. Instead of rewriting the same emails and follow-up scripts from scratch each time, you store your best-performing messages as templates, organize them in folders, and apply them directly to Sales Cadence steps or send them on the spot from a Gig Vault partnership record.

Accessing the Template Library #

1. Go to https://booklive.com/login and sign in.
2. In the left sidebar, click your group name to open your group dashboard.
3. Click Templates in the navigation.
4. Select Gig Vault Templates from the Templates page.

The left panel shows a folder tree of all your templates. Clicking any template opens it in the right panel for editing.

Importing Default Templates #

If you’re just getting started, BookLive includes a set of pre-built venue outreach templates covering common scenarios like first contact, follow-up, and check-ins. To import them:

1. On the Gig Vault Templates page, click Import Default Templates.
2. Confirm the import when prompted.

BookLive will populate your library with ready-to-use templates organized into folders. You can edit any imported template to match your voice and style. The Import Default Templates button is available as long as you have fewer than 10 templates in your library.

Creating a Folder #

Folders keep your templates organized — for example, by stage of the relationship (Initial Outreach, Follow-Up, Active Partner) or by communication type.

1. Click + New in the top-right corner.
2. Select Folder.
3. Enter a Folder Name and click Create.

The new folder will appear in the template tree on the left. You must have at least one folder before you can create a template.

Creating a Template #

1. Click + New, then select Template.
2. Fill in the required fields:
   • Template Name — a clear internal label (e.g., “First Contact – Wedding Venue”)
   • Folder — select the folder this template belongs to
3. Optionally fill in:
   • Communication Method — how this message will be delivered: Email, Phone Call, Text Message, In-Person Meeting, Video Call, or Letter/Mail
   • Subject — the email subject line (if applicable)
   • Body — the full message content
4. Click Create.

Using Placeholders #

Placeholders are dynamic tags that get replaced with real data when a message is sent. You can insert them while writing or editing any template.

1. Position your cursor in the Body field where you want to insert a placeholder.
2. Click Insert Placeholder.
3. In the dialog, click any placeholder chip to insert it at your cursor.

Available placeholders are grouped by context:

• Common — always available: [workflow_name], [today]
• Client Information — for client-triggered workflows: [client_name], [first_name], [client_email], [client_phone], [client_company], [client_city], [client_state]
• Proposal Information — for proposal workflows: [proposal_link], [proposal_total], [venue_name], [group_name]
• Performance & Venue — for performance-linked workflows: [performance_date], [performance_start_time], [venue_name], [venue_address], [client_portal], [contract_link]

If a placeholder’s data isn’t available at send time, it will appear as blank in the message.

Editing and Saving a Template #

1. Click the template name in the left-panel tree to open it.
2. Update the Template Name, Communication Method, Subject, or Body as needed.
3. Click Save.

Deleting a Template #

1. Open the template from the left panel.
2. Click Delete in the top-right corner of the template card.
3. Confirm the deletion.

Deletion is permanent. If you might need the template later, consider renaming it (e.g., adding “ARCHIVED –” to the name) instead of deleting it.

Using Templates in Sales Cadences #

Templates integrate directly with Sales Cadences. When adding an action step to a cadence, you can attach a template from your library so the correct message is always at hand when the step comes due.

Sending a Template from a Partnership Record #

You can also apply a template directly from within a Gig Vault partnership:

1. Open the partnership record in your Gig Vault.
2. Click Open Gig Vault Templates (or access the Template Library button in the partnership view).
3. Select the template you want to use.
4. Click Send to Partner — this copies the template body to your clipboard so you can paste it into your preferred email or messaging tool.

Tips & Notes #

• Keep template names descriptive and specific so they’re easy to identify inside Sales Cadence steps.
• The Communication Method field is informational — it reminds you how the template is meant to be delivered but does not auto-send anything.
• Templates are shared across your entire group, so all team members with access can use and edit them.
• You can have as many folders and templates as you need — there’s no cap beyond the initial default-import threshold.

Related Articles #

• Using the Gig Vault to Manage Venue Relationships in BookLive
• Using Sales Cadences to Follow Up with Venue Partnerships in BookLive
• Creating and Managing Workflows in BookLive