Reviewing Survey Applications and Filling Spots

Overview

After sending availability surveys, acts will submit applications for open spots. This guide shows you two ways to review applications and fill spots: on the show level and on the application level.

Understanding Application Indicators

When survey responses come in, you'll see blue status badges on show rows indicating how many acts applied for each spot type. For example:

• 5 people applied for the Opener spot

• 3 people applied for the Middle spot

• 5 people applied for the Headliner spot

These badges help you quickly identify which shows have available applications to review.

Method 1: Reviewing on Show Level

This method is ideal when you want to fill all spots for a specific show at once.

View Applications for a Show

1. Click anywhere on the show row to open the show details

2. Navigate to the Spots tab

3. Click Fill spot to see who applied

4. The modal shows:

   • Act names

   • Application dates

   • Origin (how they applied)

   • Video links (if provided)

Fill Spots Using the Modal

From the "Fill spot" modal, you can:

• Click Fill next to an act's name to assign them to the spot

• Click Move to Reviewed if they're not the right fit (more on this below)

Fill Spots Using Drag-and-Drop

The sidebar provides a faster way to fill multiple spots:

1. At the top of the sidebar, filter by spot type (Opener, Middle Spot, Headliner)

2. You'll see a list of acts who applied for that spot type

3. The available spot will be highlighted in the show grid

4. Drag an act's name from the sidebar and drop it onto the highlighted spot

Advanced Sidebar Features

The sidebar has three sections:

1. Available Acts - Acts who applied for the filtered spot type

2. Applied for other spots - Acts who applied for different spot types in this show (useful if you changed spot characteristics after sending the survey)

3. All Acts - Complete database of acts, even if they didn't apply

Example: Adding an Act Who Didn't Apply

Let's say you spoke with Ollie and he agreed to do the middle spot, but he didn't submit a survey response:

1. Filter the sidebar to Middle Spot

2. Use Search by Name and type "Ollie"

3. Drag Ollie from the "All Acts" section onto the middle spot

Save Your Changes

After filling spots, click Save Changes.

Method 2: Reviewing on Application Level

This method is ideal when you want to review all shows a specific act applied for at once.

Access Applications

1. Click Surveys in your left navigation

2. Click the Applications link

3. You'll see a list of everyone who applied to the survey

Review an Individual Act

1. Click on a person's name

2. A modal opens showing:

   • Their video thumbnail (if they provided one)

   • All shows they applied for

   • Current status for each show (Available, Planning, Spot filled)

3. For each show, you can:

   • Click Fill to assign them to that spot

   • Click Vacate if you change your mind about a spot you already filled

4. Once you've given them all the spots you want, click MOVE TO REVIEWED

Managing the "Reviewed" Status

When to Move Acts to Reviewed

Move acts to "Reviewed" when:

• They're not the right fit for any spots

• They applied accidentally (e.g., you accidentally applied for your own performance spot)

• You've already assigned them to all the spots you want to offer them

How to Move Acts to Reviewed (Show Level)

1. Click on a show row

2. Go to the Spots tab

3. Click Fill spot for the relevant spot type

4. Find the act in the list

5. Click Move to Reviewed

6. Go back and click Save Changes

7. The application badge will disappear from that show

Can You Still Book Reviewed Acts?

Yes! Reviewed acts are still bookable. They just move to the bottom of the sidebar under "Other available acts." This keeps your primary view focused on new applications while keeping all options accessible.

Complete Workflow Summary

1. Send availability survey - Acts submit applications

2. Review applications - Check blue badges on shows or visit Applications page

3. Fill spots - Use modal buttons or drag-and-drop from sidebar

4. Mark reviewed - Move acts you've processed to keep lists organized

5. Save changes - All spots remain in "Planning" status (no communication sent)

6. Send offers - Navigate to Offers section to notify acts

Tips for Efficient Application Review

• Start with show level if you want to complete entire shows at once

• Use application level when you recognize strong performers and want to give them multiple spots

• Filter by spot type in the sidebar to focus on one role at a time

• Watch application videos to make informed decisions about new acts

• Move to Reviewed frequently to avoid clutter and prevent overbooking

• Search by name when you've made direct arrangements with performers

Understanding Spot Characteristics Changes

If you changed a spot's characteristics (like length or role) after sending the survey, the "Applied for other spots" section becomes useful. Acts who applied for the original spot configuration may still be compatible with the updated spot.

For example, if you changed a 15-minute Opener to a 20-minute Opener, acts who applied for the original 15-minute slot might appear in "Applied for other spots" and could still work for the updated 20-minute slot.

What Happens Next

After filling spots and saving changes, you're ready to send offers. Head to the Offers section to extend offers via email or generate shareable links. Acts will only receive communication once you explicitly send offers from that section.