Artist briefing

There is a difference between a briefing to a crowd type (‘Crowd’) and a briefing to an artist. It is important to understand this difference to ensure that all briefings reach the recipients you want.

When creating a new briefing template you have to choose between ‘Crowd’ or ‘Artist’. Choose ‘Crowd’ if the recipient belongs to any one of the crowd types that you have created. Choose ‘Artist’ for anyone who is an artist or is with an artist.

The artist briefing is different in a few ways. First of all, there are several blocks in the drag & drop menu that are only available when it’s an artist briefing. These are ‘Entourage’, ‘Timetable’ and ‘Accommodation’. Furthermore, the artist briefing differs mainly in the recipients of this briefing. A normal briefing is sent to all people who belong to the selected crowd type and are approved in the system. This works differently with an artist briefing.

Add recipients of an artist briefing
When you add a new contact to an artist profile you get a pop-up window in which you can fill in the information about this person. One of the options to tick is ‘Receive Briefing’. Only when you do this will this person receive an artist briefing.

The artist briefing is meant for people who are directly connected to an artist. They could be, for example, tour managers, band members, agencies or light and sound employees.

Sending the artist briefing
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‘. For briefing type, indicate whether the briefing is intended for an artist or for a person (crowd type).                                                                                   
  4. Name the briefing.
  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 one of these artists and for whom you’ve selected the option ‘receives briefing’ will receive this briefing.
  8. Click on ‘Continue‘.
  9. Set the sending options. This means that whatever you fill in here will reappear as the sender of the briefing.
  10. Click on ‘Continue‘.
  11. Fill out the text that will reappear in the e-mail.
  12. Click on ‘Continue‘.
  13. Select the send data for this briefing. You have to select a date on which we will start sending out the briefing and a date on which we will stop sending it.
    Every recipient you’ve selected that is has or gets the status ‘approved’ within this date range will receive the briefing.
    There are also some advanced settings to manage if you want or need to.
  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’ to .. Well, activate the briefing. ?
    The briefing will be sent within a few minutes to everyone who belongs to the selected crowd types and that are approved. 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

It is possible that you 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.

When you check the new artist you will see that the previously checked artists still are checked. This is not a big deal and you can leave it that way. The briefing is always only sent once per person.