Create artist briefing templates and send briefings

A briefing is an informative email that In2Event will send to the recipients you have selected. You can send a briefing to a ‘crowd’ or an ‘artist’. With ‘artist’ we mean the individuals that are connected to an artist, for instance, tour managers, band members, agencies, or light and sound employees. Briefings to the persons marked as artist entourage would be ‘crowd’.
In this article, we’ll show you how to create and send the artist briefing.

You might also find these articles helpful:
Not sure yet about what briefings en briefing templates are? Read ‘What are briefings?’
Looking for help with creating a crowd briefing instead of an artist briefing? Everything you need is found in this article.

 

Artist briefing template

The artist briefing template creator is a little different from the crowd briefing template creator. When you’re creating an artist briefing template, you’ll have access to two blocks that you wouldn’t have access to with the crowd template creator. These two blocks are the ‘Entourage’ and ‘Itinerary’ ones.
The entourage block will enable the receiver to enter entourage members.
The Itinerary block will show the receiver a personalized itinerary with all information regarding traveling and performances that are linked to this artist within In2Event.

Need more information about briefing templates? Read ‘Create a briefing template’.

 

Recipients 

Adding recipients to an artist briefing isn’t the same as adding recipients to a crowd briefing. If you want a person to receive an artist briefing, you will have to set this while adding the contact information. You do this by going to the artist profile, scroll down to ‘Contacts’ and add a new contact to this artist. In the add-menu, you can use the checkboxes to determine if this person will receive a briefing or an infosheet.

 

Sending 

When you have created a template you can create a briefing and send it out. This is how you should do that:

  1. Select the right event from the Launchpad.
  2. Go to ‘Briefings‘.
  3. Click on ‘Add briefing‘. In this case, you’re going to select the artist briefing.
  4. Name the briefing. This reference title is for internal use only, the recipient won’t get to see this.
  5. Choose the briefing template you want to use for this briefing.
  6. Click on ‘Continue‘.
  7. Add recipients for this briefing. Click on ‘Add recipient’ and select the artist(s).
    Every individual that is linked to the selected artist(s) and for whom you’ve ticked the ‘Briefing’ box, will receive this briefing.
  8. Click on ‘Continue‘.
  9. Set the sending options. What you fill in here will reappear as the sender of the briefing.
  10. Click on ‘Continue‘.
  11. Write the body text for the e-mail. The e-mail will contain a button that’ll open the briefing template. Don’t forget to write the text for that button here as well.
  12. Click on ‘Continue‘.
  13. Set the date range in which the briefing will be sent. Every person who fits your earlier set limits and who is approved within this date range will receive the briefing.
  14. Click on ‘Add briefing‘.
  15. Use the checklist to make sure everything is right. Tick the box to confirm that all is okay.
  16. During your check, it’s possible to edit the ticket visuals.
  17. If you want to, you can look at previews of the accompanying e-mail and the briefing itself.
  18. Click on ‘Activate briefing’.
    The briefing will be sent within a few minutes to everyone who is an approved contact of the artist(s) you’ve selected.
    Did you set the sending period to a date range in the future? The briefing is now activated and will start being sent from that date.

 

Send an already sent briefing to a new artist

You may have already sent out a briefing and want to send the same briefing later to a newly added artist. Fortunately, this is no problem at all. When you have added the new artist, proceed as follows:

  1. Go to ‘Briefings‘ and look for the briefing you want to send to the new artist.
  2. Click on the briefing and then click on the ‘‘ in the upper right corner.
  3. Click on ‘Edit recipients‘.
  4. Select the artist who must also receive the briefing.
  5. Click on ‘Add‘ and you’re done.

Briefings are by default only sent once per person.

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