Bookings
How to Use the /bookings Page and Edit Your Booking Form on bass.fan
A complete guide to the bass.fan bookings dashboard — what each section does, how to manage enquiries through every stage, and how to customise your booking form so it works exactly the way you need it to.
By Maxime · · 9 min read
The /bookings page is your booking operations centre. Every enquiry, every active booking, every confirmed date — it all lives here. Understanding what each part of the page does, and how to configure your booking form to capture exactly what you need, is the difference between a booking system that saves you time and one that creates more admin than it solves.
This guide is a room-by-room walkthrough of the /bookings page and the booking form editor — what every setting does, and when to use each one.
Getting to /bookings
Go to your bass.fan dashboard and click Bookings in the left sidebar. If you don't see it, go to Features first and enable Bookings — it's opt-in. Once enabled, the Bookings section appears permanently in your sidebar.
The page loads your booking inbox — every enquiry and booking you've received, in reverse chronological order. From here you can switch between different views and tabs to manage the full workflow.
The Booking Inbox: Understanding the Status System
Every booking in your inbox has a status that indicates where it is in the workflow. The statuses are:
| Status | What it means | What to do next |
|---|
| Pending | New enquiry — just submitted, not yet reviewed | Review the details and accept or decline |
| Accepted | You've accepted the enquiry and are in discussion | Send a quote or move straight to contract |
| Amendments Requested | The promoter has asked for changes to a quote or contract | Review their request and respond |
| Confirmed | Contract signed and/or deposit paid — booking is locked | Prepare for the event; date is blocked in your calendar |
| Completed | Event has taken place | Mark complete; chase any outstanding balance if applicable |
| Declined | You or the enquirer has declined — booking is closed | No further action required |
| Cancelled | A confirmed booking that was subsequently cancelled | Apply cancellation policy from the contract |
You can filter your inbox by status — useful when you have a high volume and want to focus on, say, everything in "Accepted" state that needs a contract sent.
Opening a Booking: The Detail View
Click any booking in your inbox to open the full detail view. This is where everything about a specific booking lives:
Enquiry details
All the information the promoter submitted: event type, date, venue name, city, expected capacity, budget, and any answers to your custom questions. This view is what you use to assess whether the enquiry is viable before responding.
Booking thread
Every message exchanged about this booking lives in the booking thread. Use it to respond to the promoter, send a quote, ask follow-up questions, or communicate about contract terms. All communication is attached to the booking record — nothing gets lost in a separate email thread.
Contract section
Generate a contract directly from the booking detail view. If you have a template configured, the contract pre-fills with the booking details (venue, date, parties, fee, deposit) in seconds. Send the signing link from the same page.
Payment section
Once a contract is signed, generate a deposit payment link from the booking detail view. The promoter receives the link and pays directly via Stripe — card, Apple Pay, or Google Pay. Payment status updates automatically in the booking record.
Status controls
Move the booking through its stages using the status dropdown or action buttons. Confirming a booking automatically blocks the date in your calendar. Marking it complete archives it while keeping the full record accessible.
The Booking Form Editor: A Field-by-Field Guide
The booking form editor is in the Booking Form tab within /bookings. This is where you configure every aspect of what a promoter sees when they go to book you. Here's what each section controls.
Intro Text
The text that appears at the top of your booking form, before any fields. This is your first communication with someone who's already decided they want to enquire — use it well.
Effective intro text does three things: sets the minimum fee expectation (so enquirers below your rate self-select out), explains your typical response time (so they know what to expect), and explains what happens after submission (so they're not left wondering). A good example: "I review all enquiries within 48 hours. Typical fees start from £600 for private events and £400 for club nights — get in touch and I'll come back to you with availability and a quote."
Standard Fields
These are always on your form and can't be removed — they're the minimum information you need to assess any booking:
- Event type — a dropdown covering club night, festival, private event, corporate event, wedding, and more. Helps you immediately assess the context.
- Event date — a date picker connected to your calendar. Dates you've marked unavailable or that are already confirmed are greyed out and can't be selected.
- Venue name — free text. Gives you the venue context immediately.
- City — free text. Important for assessing travel and whether the booking is viable logistically.
- Expected attendance — a number field. Helps you gauge the event size and whether your fee is appropriate.
- Budget range — a dropdown with ranges (e.g. Under £500, £500–£1,000, £1,000–£2,500, etc.) or a free-text field. This is your most powerful filter.
- Additional notes — free text for anything the promoter wants to add that your form doesn't cover.
Minimum Budget Notice
A short text field in the form editor that adds a clear line on your public form, typically just below the budget field: "Note: my minimum fee for performances is £500." It's not a hard block — someone can still submit below it — but it filters out the vast majority of enquiries that would waste your time.
DJs who add this notice typically see 40–60% fewer total enquiries and 3–4x more enquiries that are actually viable. The time saving compounds very quickly.
Custom Questions
You can add any number of additional questions to your form that go beyond the standard fields. These are useful when your bookings have specific requirements that the standard fields don't cover:
- "Do you have a PA system on site?" — useful for private hires where you may need to quote separately for equipment
- "What music format are you looking for?" — for events where genre and format varies significantly
- "How did you hear about me?" — useful tracking for understanding which channels your enquiries come from
- "Are you open to the DJ also MCing?" — for DJs who offer additional services
- "Is the event indoors or outdoors?" — relevant for technical requirements and equipment planning
Custom questions can be set as required or optional. Keep required questions to a minimum — every required field you add reduces the completion rate slightly. Only make a question required if you genuinely won't respond without that information.
Restricted Access
Toggle this setting on to restrict your booking form to a specific list of email addresses. Only people whose email matches your allowlist can submit — anyone else sees a message that the form is private.
Use this if: you only work through a specific agency and don't want public enquiries; you're in a transitional period and only accepting bookings from existing contacts; or you want to create a private booking channel for specific promoters without making it generally available.
Confirmation Message
The message a promoter sees immediately after submitting an enquiry. The default is a generic "Thank you — we'll be in touch." Customise this to reinforce your response time and what they can expect.
A better version: "Thanks for your enquiry. I'll review it and come back to you within 48 hours. If your date works, my next step will be to send a quote — followed by a contract and deposit request once we're agreed on terms."
The Bookings Calendar Tab
The Calendar tab in /bookings shows your booking activity as a calendar view — all confirmed, pending, and accepted bookings plotted against the dates they've requested. This view is useful for:
- Quickly seeing your schedule at a monthly glance rather than scrolling a list
- Identifying gaps in your schedule where you could be more proactive with outreach
- Checking availability for a date before you reply to an off-form enquiry
- Getting a seasonal view of your booking patterns — which months are busiest, which are slow
Filtering and Searching Your Bookings
Once you have a reasonable volume of bookings, the ability to filter and search becomes important. The /bookings page supports:
- Status filter — show only pending, confirmed, completed, etc.
- Date range filter — bookings within a specific period (useful for quarterly review)
- Search by name or venue — find a specific promoter or venue quickly
- Sort order — by enquiry date (newest first) or by event date (soonest first)
For day-to-day management: sort by event date soonest first so your next upcoming confirmed bookings are always at the top. Switch to enquiry date when you're processing new enquiries.
Moving a Booking Through the Workflow
Here's the exact sequence of actions in the /bookings interface for a typical booking from new enquiry to confirmed:
- Receive notification — new enquiry appears in your inbox with status "Pending"
- Open the booking — review all submitted details: event type, date, venue, capacity, budget
- Respond in the thread — accept the enquiry or ask a follow-up question. Move status to "Accepted" if proceeding
- Send a quote — use the booking thread to outline your fee, deposit amount, and any conditions. Or move directly to contract if terms are clear
- Generate contract — click Generate Contract in the contract section. If you have a template, it pre-fills. Review, then send the signing link
- Await signature — you receive a notification when the promoter has signed. Counter-sign in your dashboard
- Request deposit — generate a Stripe payment link from the payment section and send it to the promoter
- Confirm booking — once the deposit is received, move status to Confirmed. The date blocks in your calendar automatically
- Mark complete — after the event, mark the booking complete. Chase any outstanding balance if applicable
Linking Services to Your Booking Form
If you've set up Services on bass.fan (specific bookable offerings with defined fees, such as a club set, a private hire package, or a DJ lesson), you can link those services to your booking form. When a promoter visits your profile and clicks on a specific service, the booking form pre-fills with that service's details — event type, expected format, and starting fee.
This creates a more directed booking flow: instead of one generic form for all enquiry types, you can have a distinct entry point for each service you offer, each with its own custom questions and pre-filled context.
Frequently Asked Questions
Where is the booking form editor?
In your bass.fan dashboard, go to Bookings in the left sidebar, then click the Booking Form tab at the top of the page. If you don't see the Bookings option in your sidebar, go to Features first and enable Bookings.
Can I add my own custom questions to the booking form?
Yes. In the Booking Form editor, scroll down to the Custom Questions section and click Add Question. You can add any number of questions as free text, dropdown, checkbox, or date fields. Set them as required or optional.
How do I change the status of a booking?
Open the booking from your inbox by clicking on it. The status dropdown is at the top of the booking detail view. Click it to select a new status — Accepted, Confirmed, Completed, Declined, or Cancelled. Some status changes (like Confirmed) trigger automatic actions such as blocking the date in your calendar.
Can I export my bookings to a spreadsheet?
Yes. In the /bookings page, look for the Export option in the top right of the screen. You can export your booking list as a CSV with all the key fields — useful for tax records, accountant handoffs, or your own tracking outside the platform.
What happens if I change my booking form settings after it's already been published?
Changes take effect immediately for all future submissions. Existing enquiries that were submitted before the change are unaffected — they'll have the old fields as submitted. Only new submissions will reflect your updated form.
Can I have different booking forms for different types of events?
The main booking form is a single form with a shared URL (`bass.fan/yourusername/book`). You can differentiate by using Services — each service can have its own dedicated booking entry point with tailored custom questions and context. For example, a "Club Night" service and a "Private Hire" service can have distinct form configurations while sharing the same underlying booking system.
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