In Bookings and My bookings, you can find options, manage per booking, and send messages about multiple options at once. My bookings shows the bookings of the respective agent. Open a line to view the sidebar with the details and actions of that booking.
Which cards help you with options?
- Requests shows booking requests that are not yet options. From a request, you can open the booking and send the booking request to the artist.
- Options shows open options. Use this card to view and manage options.
- Follow up shows requests, opportunities, and options where the option date has been reached. There may also be options that require attention.
Click on a card to see the associated bookings in the list. In the columns for the option, you can view the option date or the number of days until that date. Via Columns, you can choose which of these columns are visible.
Manage an option via the sidebar
Click on a booking in the list. The sidebar displays among other things the status, the date on which the option expires and, if available, the last option action. Under Actions, you will find for an open option:
- Open booking: go to the full booking for all details and further edits.
- Extend option: adjust the option date.
- Remove option: let the option expire. Confirm the choice in the window that opens next.
Which buttons appear depends on the status of the booking and your rights. In the case of a confirmed booking, you will see Cancel booking instead of the option actions.
Send a message for one booking
Under Send, you can prepare an email for an open option. Check the recipient, subject, and text in the send window before you send.
- Request status: ask the customer about the status of the option.
- Option confirmation (customer): send the customer a confirmation of the option.
- Option confirmation (artist): send a confirmation to the artist.
- Option extension: inform the customer about an extension.
- Option cancel: inform the customer that the option is expiring.
For a request, here is Booking request to send the request to the artist. The sidebar may also display other send actions, depending on the booking status.
Handle multiple options at once
Select two or more open options in the list with the checkboxes. Then Bulk actions will appear. If you select a suitable option from a customer, other suitable options from the same customer in the visible list will also be selected. Check your selection before proceeding.
- Option status check: send one email with an overview of the selected options and a button for the customer to respond.
- Option confirmation: send one confirmation email with the overview and a button to the same response page.
- Option expiration: send one email about the expiration of the selected options. After sending, these bookings will be canceled.
- Option extension: send one email about the extension of the selected options. Adjust the option dates yourself if they need to change; this send action does not do that automatically.
The send window fills in the subject and text from the associated email template. The email may contain a table with artist, event, date, time, location, and option date; which columns are displayed depends on the settings of the email template. Check the recipient and the content before clicking Send. For these bulk actions, the selected bookings must be open options with an option date.
How does the customer respond via the link?
The link belongs to the bulk actions Option status check and Option confirmation. The customer opens the button in the email and sees the selected options on one page. For each option, the customer selects Book, Extend, or Let expire. The customer can add a comment and sends the response after making a choice for each option.
The response is sent to the agency. Confirming, extending, or letting the bookings expire does not happen automatically; review the response and update the options as necessary. The link is available for a maximum of 30 days after sending and cannot be reused after a submitted response.