How to send clients your event guide

A few simple things make the difference between a good show and a great one: people seated close to the stage, a working microphone, the show starting after dinner is cleared. Your event guide tells clients about them, in your words, soon after they book.

The email includes your guide itself, with a Download the guide (PDF) button when you've uploaded one. Clients can also open it as a page with your logo (no sign-in needed), where web addresses you type become links.

1. Write your guide

1. Open Business › Email templates and click the Event guide tab.
2. Give it a Title (or keep "How to ensure a successful event").
3. Write it in Your guide, or click Start from a sample and make it your own. The boxes above and below it show the greeting and closing GigTools adds to the email ("Hi [first name], thank you for booking…" and "Questions? Just reply"), so you don't need to repeat them.
   • Start a line with ## for a heading and - for a bullet.
   • Put **double stars** around words to make them bold.
   • Leave a blank line between paragraphs. A single line break stays as you typed it.
4. Click Save guide.

2. Upload a PDF (optional)

Already have a guide as a PDF? Under PDF version, click Upload PDF. Clients get a Download PDF button. With a PDF and no text, the page just offers the PDF. Replace PDF and Remove are there too.

3. Choose how clients get it

Under How clients get it, pick one and click Save guide:

• Off: nothing is sent. You can still share the link yourself.
• Remind me: when a gig becomes Booked, you get a Send the client your event guide task. Its Write event guide email button drafts the email with your guide in it and the PDF link; you review and send it.
• Send it automatically: about an hour after a gig becomes Booked, GigTools emails the client contact for you, from "[Your organization] via GigTools". Replies come to you. It shows in Messages as Event guide.

It's only for gigs booked after you turn it on, with a show still to come and a client contact with an email address. Each client gets it once per gig.

4. Send it to gigs booked earlier

Gigs booked before you turned sending on (or while it was off) never got the guide on their own. Two ways to send it to them:

• On the gig: open a booked gig with a show still to come and look for the Event guide card. It says whether the client has had the guide; click Send the event guide and the client gets the same email GigTools sends automatically, from "[Your organization] via GigTools". Once it's sent, Send it again is there if you need it.
• All at once: under Still waiting for the guide at the bottom of the Event guide tab, every upcoming booked gig whose client hasn't been sent it is listed. Untick any you want to skip, then click Send to all. A gig with no client email shows why it can't be sent; add a client contact with an email and it joins the list.

Owners, admins and agents can send it. Sending it from the gig, from the list, or from the task all count: the client gets it once per gig.

5. Check it

• Open the guide page shows it as your clients see it. The link is under the buttons, to paste anywhere.
• Send me a test emails the automatic email to you, marked [TEST].

To put the link in your own emails, use the merge field {guide_link}. To change the wording of the task email, open the Task emails tab and click Event guide.

Only owners and admins can change the guide.

See How to create email templates and How to use automatic tasks and email drafts.