Bookers can receive additional email notifications that help them manage replies, lineup changes, and gig preparation.
You can manage these emails in your profile menu under Settings -> Notifications.
First reply notification
By default, Gixtra sends bookers an email when a participant replies to a gig offer for the first time.
For example, you may receive an email when someone:
- accepts a gig
- declines a gig
- replies maybe, if that option is available
This helps you see how the lineup is forming without constantly checking the gig manually.
If this becomes too noisy for you, you can turn off first reply notifications in your notification settings.
Changed reply notification
The changed reply notification is separate from the first reply notification.
This email is sent when someone changes a reply they already gave.
For example:
- someone first accepted a gig, then later declines it
- someone first replied maybe, then later accepts
- someone first declined, then later becomes available
This notification is especially important for bookers.
A changed reply can affect the lineup, the client commitment, travel planning, or whether you need to find a replacement. Even if you turn off first reply notifications, you may want to keep changed reply notifications turned on.
Why first replies and changed replies are separate
First replies can create a lot of email traffic, especially in larger bands.
Changed replies are usually more critical. If someone changes from accept to decline, you probably need to know.
That is why Gixtra lets you control these notifications separately.
You can turn off first reply notifications while still receiving changed reply notifications.
Gig preparation email
Gixtra can send bookers a preparation email two weeks before a gig.
This notification helps you check whether the gig information is complete before the musicians start preparing.
For example, you may want to add or check:
- arrival time
- soundcheck time
- concert time
- dress code
- setlist
- tech rider
- itinerary
- hotel information
- travel details
- internal booker notes
- accounting notes
The gig preparation email is turned on by default. You can turn it off in your notification settings.
Allowing or preventing reply changes
As a booker, you can decide whether participants are allowed to change their reply after they already responded.
If you allow reply changes, participants can update their answer if their availability changes.
If you turn this off, participants cannot change their reply after their initial response.
This can be useful if you need a firm commitment and do not want people changing their answer later.
However, be careful with this setting. In real band life, availability can change. If you prevent reply changes, people may need to contact you outside Gixtra instead.
Recommended settings for bookers
For most bookers, we recommend:
- keep changed reply notifications turned on
- keep gig preparation emails turned on
- decide whether first reply notifications are useful or too noisy for your band size
- only prevent reply changes if your booking workflow really needs firm, locked-in answers