Advancing helps you collect and manage the practical, technical, and logistical details for a performance. You create reusable forms, assign them to artists, and use them for booking requests and confirmed bookings. Questions may cover the venue, access, technical requirements, schedule, hospitality, and contacts.
Artwin Live uses these forms at two stages. Pre-advancing collects information you need early, before the booking's full advancing is complete. The other questions can be answered and reviewed later in the advancing process. Pre-advancing is part of an existing advancing form: you choose which questions must be answered in advance.
Create advancing forms
Open Account settings → Advancing to create or edit a form. You can use several forms, such as a general form for every artist and additional forms for bands or shows with specific technical requirements.
For each form, you can set:
- Internal name: the name your team uses to identify the form.
- Form title and description: the title and optional explanation shown to the client. You can enter these in different languages.
- Send with contract: makes the form available in the client contract flow. This setting is also required for the form's mandatory questions to appear as pre-advancing.
- Sendable as form: lets you send the form separately for the rest of the advancing.
- Deadline days before performance: sets how many days before the performance the information in the contract flow should be provided.
Then add your questions. A question can use a short text field, a long text field, a single choice, or multiple choices. You can include help text and, for choice questions, allow an Other answer.
What is pre-advancing?
Turn on Pre-advancing field (required) for a question when you need its answer at an early stage. In the form settings and the artist's forms, you can recognize these questions by the Pre label. The client must answer them before completing the relevant request or acceptance.
Use pre-advancing for details you need to assess a request or start a booking. For example, ask What kind of occasion is it? or Is there a theme or dress code? Keep questions that only become relevant shortly before the performance in the regular advancing. This keeps the first step manageable for the client.
A question appears in pre-advancing when its form is assigned to the artist, Send with contract is enabled for that form, and the question is marked Pre-advancing field (required). Questions with file uploads enabled do not appear in pre-advancing. Files can be provided later in the advancing process.
Assign forms to an artist
Open the artist and go to Advancing forms. Assign the forms that apply to this artist. You can assign more than one form and change their order. Pre-advancing questions come from these assigned forms; the other questions remain part of the booking's regular advancing.
After assigning the forms, check that the intended questions carry the Pre label. If a question does not appear in a booking request, also check whether Send with contract is enabled for its form. Creating a form in account settings alone does not make its questions appear.
Where does pre-advancing appear?
The required questions can appear at different points in the client's journey, depending on how the booking comes in:
- Artist booking request: the requester sees a Pre-advancing section in the request form and answers the questions before submitting it.
- Shared availability: when someone requests an artist through a shared availability link, the questions appear for the selected artist.
- Accepting a booking proposal: the client may answer the pre-advancing questions when accepting a proposal. Previously saved answers are shown again so the client can review them.
- Live LINK and connected request channels: a request through Live LINK or a connected website can include the same required questions. The questions shown depend on the selected artist and the request channel.
If the selected artist has no eligible pre-advancing questions, this section does not appear and the client has nothing extra to complete.
What happens to the answers?
You can see the answers on the booking request and use them when reviewing it. When you turn the request into a booking, the answers are copied into that booking's advancing. You do not need to ask the client for the same information again.
Open Advancing in the booking to review the answers and add information where needed. An answer submitted by the client has not automatically been checked. Use the question's status to confirm or lock it. Confirmed means you have reviewed the answer; Locked also prevents the client from changing it. For the exact meaning of each status, read Advancing control and locking.
Complete the rest of the advancing
After the initial request or acceptance, manage the remaining preparation on the booking's Advancing page. There you can view the assigned forms, send outstanding questions to the client, and track what information is still missing. Each form's deadline and status help you follow up on time.
Good to know: pre-advancing brings forward only the questions that must be answered early. The other advancing questions still need attention. Review the answers already received and complete the full advancing once the practical details of the performance are known.