Reminder cadence — what performers are sent, and when
Every automatic email a booked performer gets, from invitation to thank-you, with exact timings and quiet hours.
For hostsLast updated
On this page
Once you've added a performer, ShowTix handles the follow-up. It chases unanswered invitations, confirms acceptances with a calendar file, sends a reminder a week out and a run sheet the day before, tells performers about changes or cancellations, and thanks them afterwards. You don't need to set anything up.
The schedule#
All times use the engagement's own time zone (AEST, AEDT, AWST and so on). ShowTix checks every 5 minutes, so "straight away" means within about 5 minutes.
| Sent to | When | Stops when | |
|---|---|---|---|
| Invitation (or Hold request) | Performer | When you click Invite. Otherwise automatically about 15 minutes after you add them. | They reply |
| Nudge 1 — "Can you make it?" | Performer | Invitation unanswered for 48 hours | They accept or decline, the engagement is cancelled, or the date passes |
| Nudge 2 — "Still need your answer" | Performer | Invitation unanswered for 5 days | As above |
| Final call | Performer | Still unanswered when the engagement is 72 hours or less away, and the invitation is at least 12 hours old. Replaces any further nudges. | As above. Sent once. |
| You're confirmed + calendar file (.ics) | Performer | Straight away after they accept | Sent once per invitation |
| Accepted / declined notice | You (the organiser) | Within about 5 minutes of their reply (quiet hours apply), with any decline note | Sent once per reply |
| One week to go + calendar file | Confirmed performer | 7 days before the start | Skipped if it's less than 48 hours away, or they were already sent the same details in the last 72 hours |
| Run sheet (day before) + calendar file | Confirmed performer | 30 hours before the start | Skipped if a confirmation or change notice went out in the last 6 hours |
| Booking updated | Invited and confirmed performers | When the date, time, performance time, venue, address or status changes after they were last emailed | One per change |
| Cancelled + calendar cancellation | Anyone already emailed | The engagement is cancelled before it starts | Sent once |
| Thanks for performing | Confirmed performer | 12 hours after it ends (not sent if more than 4 days have passed) | Sent once |
The week-out reminder and run sheet go out only while the engagement is Booked, not on Hold. If you move the date, the reminders are scheduled again for the new date.
Quiet hours#
Between 9pm and 8am in the engagement's time zone, most emails wait until 8am. Three kinds are never held back, because they're time-sensitive: You're confirmed, Booking updated and Cancelled.
Quiet hours are also ignored when the engagement starts within 12 hours, so a last-minute final call or run sheet still gets through. Invitations you send yourself with Invite go immediately at any hour. The automatic 15-minute invitation follows quiet hours.
Example
For an 11am performance, the run sheet is due at 5am the day before — inside quiet hours — so it goes out at 8am that day.
What's in each email#
Invitation, nudges and final call each carry working Accept booking and Decline buttons. All of them stop working once the performer replies. See Performer invitations.
You're confirmed, One week to go, the Run sheet and Booking updated attach a calendar file that adds or updates the entry. Each file includes a 2-hour alarm. Cancelled attaches a file that removes the entry.
The Run sheet has the address, the performance time, doors, who else is booked, your notes, Get directions, and your phone number as Call on the night, if it's on your profile.
Booking updated lists what changed, with the old value crossed out. If the performer hasn't replied yet, it includes the reply buttons instead of a calendar file.
Thanks for performing shows their fee and explains they'll be paid once you finalise.
Performers can opt out of reminders#
Reminder emails have an Unsubscribe from reminders link. Opting out stops the nudges, final call, week-out reminder, run sheet and thank-you. The invitation, confirmation, change and cancellation emails always get through.
Things the schedule doesn't cover#
Removing a performer from an engagement doesn't send them anything. Tell them yourself. See Remove a performer.
Performers without an email address get no emails at all.
You can't change the timings or switch individual emails off from your account.
Was this article helpful?