With Live LINK, you collaborate directly with other agencies using Artwin Live. You can share your artist offerings, receive requests, and then work together on the booking, rider, and advancing.
Each agency continues to work from its own Artwin Live environment and maintains control over its own customer data and communication.
How does the Live LINK workflow work?
The collaboration consists of a number of steps:
Send Live LINK (one-time) → receive request → option confirmation → other agency handles with the client
Sending a Live LINK
You start a Live LINK from an agency relationship in CRM.
Send an invitation to a contact person of the agency and determine which information you want to share. For example, you can grant access to:
- artists
- press kits
- riders
The other agency logs into Artwin Live, accepts the invitation, and links the Live LINK to a relationship in its own environment. From that moment on, the agency can view your shared artists and the permitted information.
The other agency requests an artist
If the other agency wants to book one of your artists, they will open the artist overview in Relationships within the Live LINK and choose Requests for the relevant artist.
In the request form, the agency fills in:
- date and times
- the location
- the client and contact person
- any additional information about the request
The client’s data remains within the account of the requesting agency. This client will therefore not be shared as a CRM relationship with your agency.
Linking the request to their own artist
The requesting agency links the request to the relevant artist in its own Artwin Live environment.
If the artist does not exist there yet, a non-exclusive artist can be created for the request.
This creates a linked booking on both sides: your agency works with the original exclusive artist, while the other agency can handle the booking with its client from its own environment.
You receive the booking request
After sending, the request appears among your regular booking requests. You also receive a notification at the internal email address set for booking requests. The request contains the information provided by the other agency, such as date, location, and additional explanations.
You then handle the request as you would any other booking request. For example, you check availability and details, and can then convert the request into a booking or decline it.
You make the request an option
When you as the exclusive agency convert the request into an option, you can send the option confirmation to the requesting agency.
This email contains a link to the linked booking in that agency's Artwin Live account.
From there, the other agency can further process the booking with its own client.
The other agency decides what goes to the customer
The non-exclusive agency maintains control over communication with its client. For the linked booking, it can determine which information from your agency is used or forwarded, including:
- the rider
- the press kit
- advancing forms
- possibly the price offered by you as a starting point for its own booking
The agency then sends the option confirmation under its own name and branding to its client. The customer therefore communicates with the agency where they booked, while information from the exclusive agency can be part of the process where necessary.
Sharing rider and advancing
If the non-exclusive agency forwards your rider, its client can view it via their own option confirmation. For riders that may contain contact details of the exclusive agency, Artwin Live shows a warning. Therefore, sharing the rider is not automatically enabled: the non-exclusive agency decides whether it is forwarded to its client.
The same principle applies for advancing. The non-exclusive agency can make the necessary advancing forms available to its client.
Advancing remains linked
The advancing of both bookings remains linked. Information filled in by the client via the non-exclusive agency, thus becomes available at the linked booking. Both agencies can work with the same relevant production information without manually transferring data between two bookings.
The non-exclusive agency remains responsible for what it actually makes available to its client.
Managing Live LINKs
You manage your Live LINKs via Relationships > Live LINK.
Here you can see:
- outstanding invitations
- active Live LINKs
- which agencies you are linked to
- what access rights are set
You can adjust the rights of an existing Live LINK or revoke the connection entirely. When you revoke a Live LINK, the other agency no longer has access to the information that was shared with it via this Live LINK.
Good to know
Customer data remains separate. The client of the non-exclusive agency will not automatically be a CRM relationship of the exclusive agency.
Each agency communicates with its own client. The exclusive agency communicates with the other agency; the non-exclusive agency sends its own confirmations to its client.
The agencies maintain their own booking. Live LINK links the relevant information between both bookings, but both agencies continue to work from their own Artwin Live account.
Sharing remains controlled. The non-exclusive agency decides which rider, press kit, advancing, and price information is ultimately shared with its client.