Setting up advancing

Advancing is the process of coordinating and finalizing all logistical and technical aspects of an artist’s performance at an event. This stage typically follows the initial booking confirmation and involves close communication between the artist, their management, and the event organizers. The goal is to ensure everything is in place for a flawless performance. Whether booking a DJ, a band, or another type of performer, advancing is a key part of the planning process.

Advancing in Stagent

Within Stagent, each event has a dedicated ‘advancing’ page where you can track the progress of each advancing group per artist. In addition to the standard ‘booking’ group, Stagent includes ‘travel’ and ‘guestlist’ groups, which are commonly used by most agencies.

By clicking on the status icon of an individual group (1), you can enter information related to that group. If you have multiple bookings with similar details, select the three dots menu (2) from the booking with the relevant advancing information, and choose which advancing data you want to copy.

The advancing page also offers standard tasks (3) that can be assigned to any team member. Assigned tasks appear in your notification center and on the dashboard view. You can customize these standard tasks in your advancing settings.

Finally, each event has an event-wide advancing card that includes general information and event fields, which can be configured in your advancing settings.

Advancing status

Each advancing group has a status, highlighted in the advancing overview with specific icons for quick reference:

• Preparing: The advancing group still needs to be filled in or confirmed.
• Ready: The advancing group has been completed, and the information is confirmed.
• Attention: The advancing group requires additional input.
• Ignore: The advancing group is not relevant to this specific booking.

Advancing setup

The advancing setup and settings include status automation, standard advancing tasks, and the management of advancing groups. These settings can be found by navigating to your team settings followed by 'Advancing' in the features section.

• Automated status: Control whether Stagent automatically sets the status of your advancing groups to ‘ready’ when all fields are completed.
• Standard tasks: Manage the standard advancing tasks for all new events from the advancing settings. Note that changes to tasks apply only to new events, not existing ones.
• Managing advancing groups: Customize which advancing groups are used in your process. Click ‘Manage groups’ in the advancing settings to add or remove groups as needed. If you prefer to hide the default Travel of Guestlist groups, you may do so here. You can also add custom fields to each group to tailor them to your specific needs. Now let's dive into an example, shall we.

Setting up a hospitality group

You might want to add a group to manage hospitality for your artists. Start by creating a new group and then add a few custom fields like a field for food arrangements to specify the type of meal provided, a toggle to indicate if a private dressing room has been arranged, and another toggle to show if the rider has been approved.

Now, if we navigate back to our event and go to the advancing section, the newly created group will appear as a column. Clicking this column opens the group’s fields, allowing us to start advancing the hospitality for the booking.

That’s how it’s done! We designed a highly customizable advancing experience because every agency has its unique needs and advancing workflows. If you have further questions or need help setting up your advancing flow, feel free to reach out to us at help@stagent.com.