Filling spots when you know the performer
When to use direct spot filling
If you already know who will perform—whether it's yourself, a colleague, or an act you've already spoken to—you can fill show spots directly without running an availability survey.
This method is ideal when:
You're booking yourself or regular performers
You've already confirmed availability informally
You're assigning production roles (show runners, flyerers, bar staff)
Looking to collect availability from multiple acts first? Check out Using availability surveys instead.
Filling spots for a single show
To assign performers to a specific show, click on any headshot in the show listing. This opens the show edit dialog where you can manage your lineup.
Adding acts to your lineup
You can fill spots in two ways:
Drag and drop – Find the act in the sidebar and drag them to the spot
Fill Spot button – Click "Fill Spot" and select from the list
Use the search bar in the sidebar to quickly find acts by name.
Understanding spot statuses
When you add someone to a spot, it defaults to Planning status (shown with a calendar icon). This means you're considering them or have filled the spot manually, but haven't formally extended an offer yet.
To change the status:
Click on the headshot in the lineup
Select the appropriate status:
Planning – Still considering or haven't sent an offer
Confirmed – The performer has accepted (or you've added yourself)
If you've already confirmed with the act informally, you can set the status to Confirmed right away. For formal offers with booking links, see Extending offers to acts.
Spot categories
Spots are organized into three categories to help you manage different roles:
Hosts – The on-stage role responsible for controlling the pace of the show (typically one per show)
Acts – Performers like openers, middle acts, and headliners
Production – Behind-the-scenes roles such as show runners, flyerers, and bar staff
Reserve the Host category for on-stage roles only. Other organizational roles belong in Production.
Adding new contacts on the fly
If an act isn't in your database yet, you can add them while filling spots:
Click "Fill Spot"
Click "Add New Contact" in the bottom left
Enter their details and save
They'll immediately appear in your sidebar and can be assigned to the spot
Editing multiple shows at once
To make changes across several shows simultaneously, use the batch edit feature:
Select shows by ticking the checkboxes on the left of each show row
To select all shows, click the checkbox in the top toolbar
Use the batch edit sidebar on the right to edit all selected shows at once
Batch editing is great for booking the same host or production team across multiple dates in a series.
What happens next
After filling spots:
Acts in Planning status won't receive any notifications—you'll need to extend offers when ready
Acts marked as Confirmed are locked into your lineup
You can always return to the show edit dialog to make changes before the show date
For more details about status changes and what they mean, visit What is Confirmed?