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Workflow for teams whose gigs start as inquiries: corporate bookers, wedding bands, venues with a booking funnel. Inquiry → qualified lead → gig + customer → agreement → client working alongside you in the portal.
Lead tracking at /leads is part of the Team plan and is limited to owners, admins, gig coordinators, and the Finance role. Browsing the dedicated Customers list needs Team or Enterprise, but converting a lead still creates its customer record on any plan. 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.
  • 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 stages: New → Qualified → Quoted. Log a note after each conversation so the pipeline stays current. When the booking is firm, convert it to mark the lead Won. If it won’t happen, mark it Lost. 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 marks the lead Won. 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

Record the agreement

Attach the agreed document to the gig. To collect a signature, create a Soundcheck agreement for the musician or client contact and track it on the gig. The signed PDF and signing receipt are stored with the agreement. See Contracts & electronic signing.
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 can review the booking information and updates shared with them. The portal has no message composer; use the contact method agreed with your client for replies. See inviting clients.
6

Collect the details with forms

Need the shot list, the do-not-play list, dietary requirements? Build an event questionnaire as a portal form and assign it to the customer for this gig. The client fills it in the portal. 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.
Agreements have no decline button, so the client tells you directly. Agreement terms can’t be edited after creation. If the terms change, select Void agreement on the gig and create a new agreement with the revised text or PDF. The voided agreement keeps its original terms on record.
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 & signing

Send agreements and track them to signed.