If you have set up a booking but someone else needs to help with it, you can invite them. For example, a wedding planner might get everything ready and then bring in the bride and groom to check the details, deal with the supplier, sign and pay; or you might be organising on behalf of a client who wants to handle things themselves. Anyone you invite becomes a full contact on the booking, working alongside you.
You stay in control throughout: the booking still appears in your own account, and only you can invite people, see who is on the booking, remove their access, or delete the booking.
Who you can invite
This is for inviting a customer or contact - the person the booking is for, or someone helping them. You can’t use it to invite a supplier; suppliers reach the booking in the usual way through their own listing.
How to invite someone
- Go to My Account and open the booking you want to share.
- Find the Share this booking panel and click Invite someone.
- Enter the person’s name and email address, then send the invitation.
That’s all you need to do. We email them a secure link straight away, and they appear in the People on this booking panel so you can see they’ve been invited.
What the person you invite can do
They get an email from Gig Heaven with a secure link. There is nothing for them to set up - no account to create and no password to remember. When they click the link it signs them in automatically and takes them to the booking.
The first time they arrive, they’re asked to confirm a couple of contact details (their name and a phone number) so the booking and contract have the right information. After that they can do everything you can, apart from managing invites or deleting the booking:
- View the booking and the suppliers you’re working with.
- Edit the details - for example fixing the date, timings or venue if something isn’t quite right (up until a contract has been sent).
- Message the supplier, and read all the messages on the booking, so they can sort out the arrangements directly.
- See the contract, sign it and pay the deposit to confirm the booking.
Because they can read the whole message history, only invite someone you are happy to share your supplier conversations with.
What happens on the contract
Whoever signs the contract becomes the named customer on it. So if you invite the bride and groom and they sign, their name goes on the contract, not yours.
When the deposit is paid, the supplier is given that person’s contact details, along with a note that you arranged the booking on their behalf. That way the supplier knows who they’re performing for and that you set things up.
Managing who’s on a booking
Everyone you’ve invited is listed in the Share this booking panel. From there you can resend the invitation if they didn’t receive it, or remove their access if you no longer want them on the booking. Only you can do this, and the booking always stays in your own account.
If you have any trouble, please contact us.
