Managing contacts and acts

How contacts are created

Confirmed automatically creates contact profiles when:

• A performer responds to an availability survey

• You send an offer to a new performer

• You manually add a contact (see below)

You don't need performers to manually create accounts. Their profiles generate through your booking workflow.

Accessing your contacts

1. Navigate to Acts & Contacts in the main navigation

2. View your full roster of performers

3. Search or filter to find specific people

Adding new contacts manually

When you need to add someone who hasn't submitted a survey:

1. Navigate to Acts & Contacts

2. Click Add contact or similar option

3. Enter their name

4. Add email or phone number (optional but recommended)

5. Save

Adding contacts on the fly

You can also add contacts while filling spots:

1. Navigate to a show's Spots tab

2. Click on an empty spot

3. Search for the performer's name

4. If they don't exist, select Add new contact

5. Enter their details and save

6. They're immediately added to your contacts and assigned to the spot

Viewing contact details

Click on any contact to view:

• Name and headshot

• Contact information (email, phone)

• Performance history (past shows they've performed in)

• Upcoming bookings

• Video links (if provided via survey)

• Custom fields from your surveys

Updating contact information

Automatic updates from surveys

When a performer submits a new survey response:

• Their profile automatically updates with new information

• Headshots refresh if they upload a new photo

• Contact details update if they change email or phone

You don't need to manually update profiles—surveys keep them current.

Manual updates

1. Navigate to Acts & Contacts

2. Click on the contact you want to edit

3. Update any field: name, email, phone, notes

4. Save changes

Searching and filtering contacts

Search by name

1. In the Acts & Contacts page, use the search bar

2. Type the performer's name

3. Results appear immediately

Filter by performance history

Find performers based on:

• Shows they've performed in

• Date ranges (e.g., all acts from last month)

• Show types (e.g., all acts who've done "Cheeky Monkeys")

Assigning contacts to spots

Once a contact exists in your system, you can book them for shows:

From the show's Spots tab

1. Navigate to a show's Spots tab

2. Click on an empty spot

3. Search for the contact's name

4. Select them from the dropdown

5. They're assigned to that spot with "Planning" status

Bulk assignment across multiple shows

1. Select multiple shows (e.g., all shows where a regular host performs)

2. Navigate to Spots

3. Select the spot type (e.g., all "Host" spots)

4. Assign the contact to all selected spots at once

Learn more about batch editing.

Viewing a contact's performance history

1. Open the contact's profile

2. View their Performance History or Shows section

3. See:

   • Past shows they performed in

   • Dates and venues

   • Roles they filled (Host, Act, Production)

   • Fees paid

This helps you track reliable performers and reference past bookings.

Adding notes to contacts

1. Open the contact's profile

2. Find the Notes field

3. Add any relevant information:

   • Performance style or strengths

   • Preferred time slots

   • Special requests or requirements

   • Internal ratings or feedback

4. Save

Deleting contacts

To remove a contact from your roster:

1. Navigate to Acts & Contacts

2. Find the contact to delete

3. Click the delete option

4. Confirm deletion

Building your roster from surveys

The most efficient way to build a robust contacts list:

1. Create an availability survey with essential fields (name, email, headshot, video)

2. Share the survey link widely to your performer network

3. As performers respond, their profiles are automatically created

4. Their information stays current as they submit future surveys

Learn more about creating availability surveys.

Keep surveys minimal

• Only require essential fields (name, email)

• Make headshots and videos optional

• Fewer required fields = higher response rates

• You can always ask for more information later

Managing large rosters

Use tags or categories (if available)

If Confirmed supports tags or categories for contacts:

• Tag performers by style (e.g., "Clean," "Storyteller," "Musical")

• Tag by location (e.g., "Perth," "Melbourne")

• Tag by experience level (e.g., "Newcomer," "Veteran")

Regular communication

• Keep performers engaged by sending regular survey links

• This keeps their profiles active and information current

• Use BCC email lists for privacy when sharing opportunities

Contacts vs. profiles

Important distinction:

• Contacts (your view): Your roster of performers you can book

• Profiles (their view): Performers' own accounts where they see their bookings

When you add a contact or they respond to a survey, they automatically get a profile where they can:

• View their upcoming shows

• Respond to offers

• Update their information

• Sync bookings to their calendar

Learn more about creating a profile.

Best practices for contact management

Let surveys do the work

• Don't manually enter contact information if you can send a survey link

• Surveys auto-populate profiles with accurate, current data

• Manual entry is prone to typos and outdated information

Keep minimal required fields

• Only ask for what you truly need

• Optional fields give performers flexibility

• You can always follow up for additional details after booking

Review profiles before booking

• Check performance history to avoid overbooking the same act

• Review video links to ensure they're appropriate for the show

• Read notes to remember preferences or past issues

Maintain contact privacy

• Use BCC when emailing groups of performers

• Don't share performer contact details without permission

• Keep notes professional and factual