Bookings
How bass.fan's Booking System Works: A Complete Walkthrough
From the first enquiry to the signed contract and paid deposit — here's exactly how bass.fan handles the full booking workflow for DJs and music professionals.
By Maxime · · 11 min read
Managing bookings by email is the default for most DJs — and it creates a mess. Enquiries come in at all hours, details get lost across threads, contracts are sent as Word documents, deposits are requested by bank transfer, and confirmations exist only in someone's inbox. When something goes wrong, there's no clear record of what was agreed.
bass.fan was built to replace that entire workflow with a structured system that handles every stage — from the first enquiry to the signed contract and paid deposit — in one place, with a clear audit trail for every booking.
The booking workflow starts with the page promoters find from social media. See the complete DJ link in bio guide for the profile, music, availability, and press kit elements that turn visits into enquiries.
- 73%
- Of promoters prefer submitting bookings via a structured form vs. email
- 4.2 hrs
- Average time saved per booking with an automated contract and payment workflow
- 89%
- Reduction in no-shows and last-minute cancellations when a deposit is taken upfront
- < 1 hr
- Time to set up a complete booking system on bass.fan from scratch
The Complete Booking Workflow on bass.fan
Here's every stage of a booking, from first contact to confirmed appearance:
- Enquiry — a promoter, venue, or private client fills in your public booking form on your bass.fan profile. The form captures event type, date, venue, city, capacity, budget, and any additional notes. No email required.
- Review — the enquiry appears in your Bookings inbox. You can accept, decline, or respond with questions. All communication is logged in the booking thread.
- Quote — if the enquiry looks right, you send a quote with your fee, deposit amount, and any conditions.
- Contract — once agreed, generate a contract pre-filled from the booking details. You can use a template or customise per booking. Both parties receive a signing link.
- E-signature — the client signs digitally from any device. You counter-sign. The contract is locked and timestamped — UK eIDAS Advanced Electronic Signature compliant.
- Deposit — after signing, the client pays the deposit through Stripe. Funds go directly to your connected Stripe account.
- Confirmation — booking is marked confirmed. Both parties receive a confirmation with all details. The date appears in your calendar.
- Invoice — bass.fan can generate a draft invoice automatically on confirmation, ready to send or customise.
Setting Up Your Booking Form
Your booking form is the entry point for every enquiry. Getting it right matters — a poorly structured form results in low-quality enquiries and wasted time. A well-structured form qualifies leads before they reach your inbox.
Structured fields
bass.fan's booking form captures event type, date, venue, city, capacity, and budget as structured fields — not a free-text box. This means you get the information you need in a consistent format every time, without follow-up emails to clarify the basics.
Budget qualifier
Include a minimum budget field or a budget range selector. This is the single most effective way to filter out non-viable enquiries before they waste your time. DJs who add a budget field typically see 40–60% fewer total enquiries and 3–4x more viable ones.
Availability integration
Your booking form connects to your bass.fan calendar. Dates you've marked as unavailable or already confirmed are blocked automatically — no more receiving enquiries for dates you're already booked.
Restricted forms
Make your booking form private — accessible only to clients whose email address is on your allowlist. Useful for DJs who only want to receive enquiries from known promoters or agencies.
Contracts: How bass.fan Handles Them
The contract stage is where most DJ booking processes break down. A Word document sent by email, printed, scanned, and returned is slow and looks unprofessional. bass.fan handles contracts entirely in-platform:
- Build reusable contract templates with your standard terms — performance fee, deposit amount, cancellation policy, technical requirements, rider conditions
- When a booking is ready, generate a contract from the template — it auto-fills the client name, event details, venue, date, fee, and deposit amount from the booking record
- Send the contract as a secure link — the client signs directly in their browser, no account required
- You receive a notification when the client has signed, then counter-sign in your dashboard
- The signed contract is locked with a cryptographic hash — any modification would be immediately detectable
- Both parties receive a copy with a full audit trail: who signed, when, from what IP address
Deposits and Payments via Stripe Connect
Once the contract is signed, bass.fan generates a deposit payment link powered by Stripe. The client pays directly — card, Apple Pay, Google Pay — and the funds land in your connected Stripe account. There's no platform intermediary holding your money.
Direct to your account
Stripe Connect sends payments directly to your bank account, typically within 2 business days. bass.fan doesn't hold or pool your funds — you're paid directly by the client through Stripe's infrastructure.
Automatic invoicing
Enable auto-invoice generation on your services and bass.fan will create a draft invoice at booking confirmation — pre-filled with all the details. Send it immediately or customise before sending.
Deposit + balance workflow
Set a deposit percentage (typically 25–50%) at booking, with the balance due before the event. Both payments are tracked in bass.fan. You can send payment reminders from within the booking record.
Managing Multiple Bookings
As your volume of bookings grows, the dashboard becomes your central operating view. Every active booking shows its current stage — enquiry, quoted, contracted, deposit paid, confirmed — and you can filter, search, and sort by date, status, or client.
For agencies and managers using bass.fan, the booking inbox aggregates enquiries across your entire roster. An enquiry for one of your artists lands in your central inbox alongside enquiries for all your other artists, with routing rules to assign to team members or respond on behalf of specific artists.
How to Set Up the Booking System on bass.fan
- Sign up or log in at bass.fan
- Navigate to Features in the sidebar and enable Bookings — it's opt-in so it only appears when you're ready for it
- Go to Booking Settings and configure your form: add custom fields, set a minimum budget notice, write your intro text
- Go to Contracts and build your first contract template with your standard terms
- Connect your Stripe account via the Payments section
- Set your availability in the Calendar — block out dates you're unavailable
- Your booking form is now live at `bass.fan/yourusername` — share it everywhere
Booking System vs. Email: A Direct Comparison
| Stage | Email workflow | bass.fan booking system |
|---|
| Enquiry capture | Unstructured email — missing details, inconsistent format | Structured form — all key fields captured every time |
| Qualification | Manual — read, reply, ask follow-up questions | Automatic — budget, date, capacity filter at form stage |
| Quote | Word doc or email — no tracking | In-platform quote with status tracking |
| Contract | Word doc → email → print → sign → scan → email back | Digital template → sign in browser → locked instantly |
| Payment | Bank transfer details → wait → chase → confirm manually | Stripe link → card/Apple Pay → confirmed automatically |
| Record | Scattered across email threads | Single booking record with full audit trail |
| Calendar | Manual — update separately | Automatic — confirmed bookings block dates |
Frequently Asked Questions
How does the bass.fan booking system work?
A promoter visits your bass.fan profile and fills in the booking enquiry form. The enquiry arrives in your booking inbox with all the details structured: event type, date, venue, capacity, and budget. You respond, negotiate if needed, generate a contract, get it e-signed by both parties, collect a deposit, and confirm. All in one platform.
Can I manage bookings from my phone?
Yes. bass.fan is fully mobile-responsive and works on any device. You can review enquiries, respond to promoters, send contracts, and check payment status from your phone. Some more detailed tasks (editing contract templates, setting up services) are easier on desktop, but day-to-day booking management works on mobile.
What happens when a promoter submits a booking enquiry?
You receive a notification (email and in-platform). The enquiry appears in your booking inbox with all the submitted details. You can accept it, decline it, or request more information. If you accept, you move the booking through the workflow: contract generation, e-signature request, deposit collection, and confirmation.
Does bass.fan handle contracts automatically?
bass.fan can generate contracts automatically from booking details if you've set up a contract template. When a booking moves to confirmed status, a contract is cloned from your template with the booking details pre-filled (venue, date, fee, parties). The promoter receives a link to review and e-sign. You sign and the contract is locked.
Can I manage bookings for multiple DJs on one account?
Agency and manager accounts on bass.fan can manage bookings across multiple artists. You see all enquiries in a central inbox, can respond on behalf of represented artists, and have access to each artist's booking workflow. Individual artist accounts are linked to the agency account with appropriate permissions.
What happens if a client wants to cancel a booking?
Cancellation policies are defined in your contract template — your standard terms cover this. If a client cancels, you refer to the signed contract for the applicable cancellation terms (typically a percentage of the fee based on notice period). The booking record and signed contract are stored in bass.fan and serve as your reference in any dispute.
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