When an artist is exclusively represented by an agency, there are often multiple parties involved in a booking. The requesting agency maintains contact with the client, while the exclusive agency is responsible for availability, contracts, and artist information.
In practice, this often means many separate emails, manually sent riders, different contracts, and constant switching between systems.
With LIVE Link, we bring this workflow together within Artwin Live.
From booking request to contract handling, exclusive and non-exclusive agencies collaborate from one connected process, while each party continues to work from their own account, identity, and workflow.
Start with a linked artist
LIVE Link starts with the artist.
When you represent an artist who is exclusively booked by another agency using Artwin Live, you can link that exclusive agency within the artist's settings.
From that moment, Artwin Live can automatically forward booking requests to the right party.
Request availability directly when booking
When creating a new booking, the option to request availability directly from the exclusive agency automatically appears.
The booking is already created within your own environment, while simultaneously a booking request is sent to the exclusive agency.
From the general booking overview, you can see immediately that the request has been sent and is under review.
Receiving and evaluating booking requests
The exclusive agency then receives an email with the booking request.
If they do not use Artwin Live, they can open the request via a secure webpage. Here, they can view, accept or reject the request and possibly send a message back to the requester.
If the exclusive agency does use Artwin Live, the request can be opened directly within their own account.
This includes, among other things, the following data sent automatically:
- Requester and contact person
- Artist
- Date and times
- Location
- Event information
- Comments and notes
Automatic scheduling and regional checks
Within Artwin Live, the request appears as an incoming booking request.
During this step, the system checks immediately:
- Availability of the artist
- Existing bookings
- Travel times
- Regional conflicts
Additionally, new relationships and locations can be stored directly for future use.
Upon approval, the request is automatically converted into a booking within the exclusive agency's environment.
Automatic option confirmation
Once the exclusive agency creates the booking, an option confirmation can be sent directly to the requesting agency.
The requester automatically receives a notification of this and can open the linked booking from their own Artwin Live environment.
From this moment, both bookings are connected via LIVE Link.
Automatically share riders, press kits, and advancing
An important part of LIVE Link is the automatic sharing of artist information.
When the exclusive agency has a rider, press kit, or advancing form, this information can be linked directly to the requester's booking.
This means no one has to manually download, save, or resend documents.
The requester can then use this information directly for the client.
Available information that can be automatically sent:
- Rider
- Press kit
- Advancing
- Offer details
From option to contract
When taking over the above data, the requesting agency can send an option confirmation directly to the client from its own identity. If the client accepts the option confirmation, Artwin Live immediately converts it into the Contract Flow, and the client can sign the contract.
The client does not sign with the exclusive agency, but with the agency that sold the booking.
Once the client has signed, a booking confirmation can immediately be sent to the exclusive agency.
Contracts linked within the same booking
After receiving the booking confirmation, the exclusive agency can promptly send a contract to the requesting agency.
This contract automatically appears among the requests as an incoming contract within the same booking.
This creates one central overview in which the following is visible:
- The contract with the client
- The sent booking confirmation
- The incoming contract from the exclusive agency
- The current status of all documents
Each party works from its own workflow while all relevant information remains linked to the same booking.
Less loose communication, more overview
LIVE Link ensures that exclusive and non-exclusive agencies can collaborate without manually exchanging documents or re-entering information.
Availability, options, riders, press kits, advancing, contracts, and booking confirmations become part of one continuous workflow.
The result is more clarity, less loose communication, and a more professional collaboration between all involved parties.
Everything remains linked to the booking, fully within Artwin Live and always in the unique identity of each agency.