Advancing forms collect the practical information needed to prepare a performance properly. They can cover technical details, arrival times, contacts, hospitality, parking, load-in information or any other questions that differ per type of act.
Creating forms
You first build forms as reusable templates in Account settings > Advancing forms. There you set an internal name, the title and description shown to the client, the questions, and optionally a deadline in days before the performance date.
If the form should be sent to the client, enable Embed form in client booking portal. Only sendable forms are used in the client-facing advancing flow.
Assigning forms to artists
After that, assign forms to artists through Artist settings > Advancing forms. An artist can have multiple forms. The order determines how they appear on the booking, and you can unassign forms later without deleting the original account form.
General and specific forms
The strongest setup is usually modular. For example, create one general form for all performers, bands and DJs with the questions you always need. Assign that form to every artist.
Then create a specific band form for line-up, backline, stage layout or more detailed technical input, and assign that only to bands. This keeps the common questions consistent while artists that need more preparation get an additional form.
Using forms on a booking
When a booking is created for an artist, the Advancing page uses the forms assigned to that artist. From the booking you can open or send all forms. The client fills in the questions through the shared link, and the team can review, complete and close the answers on the Advancing page.
Using forms in the contract flow
In the contract flow, advancing forms can become part of the customer follow-up. Sendable forms can be reached through the booking portal or the advancing email. After the contract is signed or completed, ArtwinLive can schedule reminders based on the open forms and their deadlines.
Submitted and checked forms can then be treated as complete, so the team can see which practical information is still missing.
Linked contracts
For linked contracts, advancing can also be passed through from another ArtwinLive agency. If you choose Pass through their advancing, your booking uses the advancing information from the linked agency. The Advancing page then shows that advancing is passed through and only their forms are shown. You can turn this off in the contract settings when you prefer to use your own forms.
Practical tip
Keep forms short and focused. Put shared questions in a base form and add extra forms only for artists that need more information. That keeps the client flow clear and makes it easier for your team to see what is still open on each booking.