How to invite acts to be represented

When you'd like to represent an act, invite them from GigTools. They get one private link (no account needed) where they read your message, fill in their profile, and accept your representation terms or say no thanks. GigTools keeps a record of their answer.

1. Set up your invitation (once)

Owners and admins: open Settings › Organization, the Acts tab. Click Invitations to be represented to open it, then Edit.

1. Write the Email subject and Your message, or leave them blank to use the wording shown. {first_name} and {org_name} fill in.
2. Write your Representation terms, or click Start from a sample and edit it. Have your lawyer look them over before you send invitations.
3. Click Save. Saving changed terms makes a new version; acts who already agreed keep the version they agreed to.

2. Invite an act

1. Open the act in Contacts & acts and find the Representation card.
2. Click Email an invitation. It goes to the email on file, from your organization, and replies come to you.
3. No email on file (or you'd rather send it yourself)? Click Copy an invitation link and paste it into your own email or a text.

The link works for 14 days. If they haven't answered after a week, GigTools sends one reminder. If it expires, they can ask for a new one from the link, which goes only to the email on file.

3. What the act sees

• Your message and three simple steps.
• Their profile to check and fill in: contact details, act name, bio, headshot, videos, credits and their minimum fee.
• Your terms, with List me on your website and partner sites (ticked to start), I agree, and a box to type their name.
• Accept and send my profile, or Not for me? to say no thanks with an optional note.

When they accept, GigTools records their typed name, the time, their internet address and browser, and the version of the terms. Profile changes still wait for your approval, as with update links.

4. After they answer

A task tells you either way: "… accepted your invitation: review and list them" or "… said no thanks".

1. Approve their profile changes (the Updates card, or the task's Review changes →).
2. On the Representation card, click Mark represented. Tick Add to your website directory to list them on your website and partner sites like ComedyBookers.com (it's ticked if they said that was OK), and Email them a welcome to send a welcome email with a link to their performer page.

Where each act stands

Each act shows its step: Prospect (someone you'd like to represent), Invited, Accepted, Represented or Declined. On the Acts tab of Contacts & acts, filter by Representation to see who's at each step. To record an agreement made outside GigTools, use Change status by hand on the card; that doesn't send anything or change your website.

Invitations are part of Pro and Agency, like update links. Only owners and admins can send them.