Create and manage an engagement
Create a private engagement, fill in the client, venue and fee, and move it through Enquiry, Hold, Booked and Complete.
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Go to Engagements (/gigs) and click New engagement. Two short steps and you're on the engagement's page, ready to add performers.
Create an engagement#
Engagement details
Enter a Headline (required — e.g. "Smith wedding — reception"), when it Starts (required) and Ends, and who the Production provided by is: Artist (you bring the PA, lighting and equipment) or Client. Click Continue.
Who & where
Optionally pick the Artist profile (one of your performer profiles), the Venue, the Client / billing contact (from Contacts) and the Client fee. Click Create engagement.
A new engagement starts in the Booked stage. To log an enquiry that isn't confirmed yet, start from Booking Enquiries instead — that creates the engagement in Enquiry.
The engagement page#
Open any engagement from the list. At the top you'll see the headline, status, date, venue and client, a stage tracker, and a strip with Client fee, Performer pay, Margin (fee minus performer pay) and the number of Performers.
Every field under Details saves as you edit it:
| Field | Notes |
|---|---|
| Starts / Ends | Changing these after performers were told sends them a change notice. See Reminder cadence. |
| Headline, Description | For your records and the performers' emails. |
| Venue | Changing it also triggers a change notice. |
| Client fee (price) | In AUD. |
| Price includes GST | Turn on if the fee already includes GST. |
| Charge a deposit / Deposit amount | Turn on to raise a separate deposit invoice. See Finalising and invoices. |
| Production provided by | Artist or Client. |
Below are the Performers card (Adding performers), Quotes (Quotes), and on the right Invoicing & payment and Finalise.
Statuses#
An engagement moves through Enquiry → Hold → Booked → Complete → Finalised. It can also be Cancelled or Archived. The header shows only the moves that make sense next:
| Current status | Buttons in the header |
|---|---|
| Enquiry | Book, Pencil in (hold), Cancel engagement |
| Hold | Book, Cancel engagement |
| Booked | Mark complete, Cancel engagement |
| Complete | Finalise from the Finalise panel |
Each button asks you to confirm first.
Hold means pencilled in, not confirmed. Performers you invite get a "Hold request" instead of an invitation, and moving the engagement to Booked tells them the booking is now confirmed.
Mark complete once the performance has happened. You need Complete before you can finalise.
Cancel engagement tells every performer who'd already been contacted that it's off, and sends a calendar update that removes it.
Cancelling and reopening
In this build, cancelling only works from Hold or Booked. The button also appears on Enquiry and Complete engagements, but the change is refused. Reopening a cancelled engagement isn't available yet either — the Book button on a cancelled engagement is refused too. Contact support@showtix.com.au if you need one reopened.
Find engagements#
The list at /gigs has:
List and Calendar views
status filters: All, Enquiry, Hold, Booked, Complete, Finalised
Search engagements… and a date range
columns for date, engagement and client, Venue, Performers, Status and Fee. A tick next to the fee means finalised; a receipt icon means invoiced.
Ticketed shows can also appear here with a Ticketed badge. Open one and you'll get a Manage ticketing button that takes you to the event — tickets, check-in and payments are managed there, not here.
Linked calendar events#
If an engagement came from a connected calendar and the dates don't match, a banner says Linked to a calendar event. Pick Use calendar date or Keep engagement date to match them up.
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