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This is the workflow for teams whose gigs start as inquiries — corporate bookers, wedding bands, venues with a booking funnel. It runs the full arc: inquiry → qualified lead → gig + customer → signed contract → client working alongside you in the portal.
Lead tracking and the customer directory require the Team plan with CRM features enabled. See the billing FAQ.

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The flow

1

Capture the inquiry

Give inquiries somewhere to land that isn’t your inbox:
  • Built-in lead intake — a public booking-request form attached to your organization. See lead intake.
  • Portal forms — a branded form built in JotForm or Form.io, embedded on your site; lead-intake submissions become pipeline leads automatically. See portal forms.
  • Manual entry — phone call or referral? Add the lead directly in lead tracking.
However it arrives, you get a lead with contact, event type, potential date, location, budget, and notes.
2

Qualify it

Work the lead through its statuses — New → Contacted → Qualified → Negotiating — logging a note after each conversation so the pipeline stays honest. Not every inquiry deserves a gig; convert only when the details are strong enough to book.
3

Convert to a gig

Click Convert to Gig. Lead conversion does four things in one step: creates the gig from the lead’s details, creates (or reuses) the customer record with a primary contact, links the customer to the gig, and completes the lead. No re-typing, no orphaned records.The gig can start thin — a name, date, and event type is enough. Location is optional, so an unconfirmed venue doesn’t hold up the booking.
4

Send the contract

From the gig, send the event agreement for e-signature. Contracts track each signer through Draft → Sent → Signed, and the executed document lives on the gig next to the roster and the money it covers. On enterprise plans the signing experience carries your brand.
5

Invite the client to the portal

Once the booking is real, bring the client inside. From the customer’s page, click Invite to portal — the primary contact gets an email invitation into your client portal, where they see their events, contracts, invoices, forms, and a message thread with your team. No more “can you resend the contract?” emails. See inviting clients.
6

Collect the details with forms

Need the shot list, the do-not-play list, dietary requirements? Send an event questionnaire through the portal’s Forms area (or a connected portal form) — responses route to the right customer and event instead of a shared inbox. See contracts, invoices & forms.
7

Staff and deliver

From here it’s the standard gig flow: build the team, send invitations, and run the show. See quick gig setup. After the event, the closeout workflow takes it the rest of the way to Settled.

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Common pitfalls

That’s fine — the gig is editable like any other. Change the date and confirmed members are notified. If the booking dies entirely, use Cancel gig; the record is preserved but marked called-off.
Convert the new lead as usual — conversion reuses the existing customer record instead of duplicating it, so the client’s gig history accumulates in one place.
A decline routes the signer back to your portal so you can adjust terms and resend — the negotiation stays attached to the gig instead of scattering across inboxes.
It appears on the customer’s page when the primary contact has an email address and the client portal is enabled for your organization. The portal is rolling out per organization — contact support if you don’t see it.

Lead tracking

Work inquiries through your pipeline.

Converting leads

Turn a qualified lead into a gig and customer.

Client portal

What your clients see once they’re invited.

Contracts & e-signatures

Send agreements and track them to signed.