<aside> 📌

This article is dedicated to users with Leader Elite, Leader, or Musician Pro accounts.

</aside>

In this article:

<aside> ☝

Cancel or Delete—Which Should You Do?

Many bandleaders opt to “Cancel” bookings instead of deleting them outright in order to retain client communications, payment records, and other relevant data associated with that booking.

Depending on your use case, cancelling a gig can involve cancelling musician bookings, future payouts, client payments and more. We’ll address each case!

</aside>

1. Change the Booking Status

You should change your Booking Status to “Cancelled” first.

What it does:

• If you have any musicians (members) booked for this gig, they will receive a notification email alerting them that the gig status has changed:

  

What it does not do:

Changing the Booking Status to Cancelled DOES NOT:

1. Cancel all your booked musicians
2. Cancel any future payments to musicians
3. Clear any previously recorded client payments or outstanding amounts
4. Remove the booking from anyone’s calendar
5. Trigger any other automations whatsoever.

In short, you’ll need to handle these aspects yourself.

2. Cancel Booked Musicians & Their Payouts

These are the steps we recommend to clearly communicate gig cancellations to your team.

1. Post a message indicating that the gig is cancelled and why.

   First, it’s courteous to inform your musicians about the cancellation and the reason behind it.

   To do this, we recommend using the “Chat” tab within the booking. Once you send your message, all your musicians will receive an email notification shortly thereafter.

   

2. Remove Musicians From The Gig

   <aside> ☝

   Note that if you have already paid musicians for a cancelled gig, you will first need to remove their bill payments form the Gig Sheet if you wish to remove them from the gig, as we outline below.

   </aside>

   Next, you’ll need to cancel your musicians—this step is crucial! Completing this step will:

   • Send a “Gig Cancellation Notification” (optional)
   • Remove future musician bills
   • Remove the booking from their calendar(s)

   If you forget to do this and have Auto-Pay enabled for your company, your musicians might still receive payment after the event date! We want to avoid that.

   To remove your musicians:

   1. On the Gig Sheet, navigate to “Actions > Edit Roles & Rates” and select the service your musicians are booked for.

   2. On the Book Roles page, select Actions > Remove All. The system will prompt you with this message:

      

   3. Select the checkbox to “Send Cancellation Notice” and submit. Your musicians will receive this email notification:

      

   Your musicians are no longer booked, any unpaid bills associated with musician payouts have also been removed, the event will be removed from their gig calendars, and they won’t receive payment via Auto-Pay (if that feature is enabled).

   <aside> ☝

   TIP:

   You may also bulk remove musicians from your booking by simply removing the Service they are connected to from your gig schedule. Note that this will also remove that service from your client invoice.

   </aside>

3. Cancel Any Future Amounts Your Client Owes You

Once a gig is cancelled, you likely won’t need further payments from your client. If that’s the case, we need to balance their invoice so they no longer owe any money.

Navigate to the “Admin” card on the Gig Sheet. Next to the Invoice, click Actions > Edit.

Depending on your business case, closing the client invoice may be done in several ways. We’ll guide you through each.