Pipelines

Navigate to: Menu > Acts & Performers > Pipelines

Overview

Pipelines let you track every show from first enquiry through to on sale. Each pipeline is made up of stages, and each show is a card that you move from stage to stage as it progresses.

From Pipelines you can:

• Create and manage multiple pipelines

• Add stages and change stage colours

• Customise card colours for each pipeline

• Add, edit and move cards

• Manage the calendar and choose what appears on it

• Add events directly to your chosen pipeline

• Set up automations and card assignee notifications

• Upload files and send documents for e-signature

• Add activities to cards

• Create and send invoices

The Show Pipeline

Your default Show Pipeline comes with the following stages, which you can rename, recolour, reorder or delete to suit your venue:

• Enquiry

• Proposal

• Agreed

• Contracting

• Confirmed

• On Sale

The number of cards in each stage is shown on the stage header.

Manage the calendar

Click Calendar at the top of the page to switch to the calendar view. Your cards, activities and events can appear on the calendar, so you can see your pipeline in date order.

Choose what appears on your calendar

You can customise your calendar to display:

• Events and Cards: Show both events and pipeline cards

• Events Only: Show only events

• Cards Only: Show only pipeline cards

This gives you more control over your calendar, allowing you to focus on the information most relevant to your team.

Note: This feature can be activated for your organisation. Please contact the Backstage Manager team if you would like to enable it.

See the Scheduling article under Calendar & Scheduling for more information on using the calendar.

Add a stage

1. Click Add Stage

2. Name the stage

3. Click Add Stage to save

4. Repeat to create as many stages as you need

Change a stage colour or name

1. Click the edit icon on the stage header

2. Choose a new colour and/or enter a new name

3. Save

Using a different colour for each stage makes it easy to see where your shows are at a glance.

Delete a stage

1. Click the remove icon on the top right of the stage header

2. Click Delete Stage

Important: Deleting a stage will also delete all cards in that stage. Move any cards you want to keep into another stage first.

Add a card

1. Click Add Card

2. Enter the card name (for example, the show or act name)

3. Select the stage the card belongs to from the dropdown

4. Optional: Click Add Custom Field to add extra information (Date, Text, Number or Email), then enter your data

5. Click Add Card to save

You can also add a card from Calendar & Scheduling > Scheduling > Add > Add Card.

Add an event to a pipeline

You can add an event directly to a pipeline from the Events page. This allows you to manage the event alongside your other pipeline cards.

1. Go to Calendar & Scheduling > Events

2. Open the event you want to add

3. Click Manage Booking

4. A dropdown will display all available pipelines in your organisation

5. Select the pipeline you want to add the event to

This is particularly useful when different teams use separate pipelines, such as Programming, Show Delivery or Marketing.

Move a card

Click and drag a card into a different stage. If you have automations set up, the card assignee will be notified when the card moves (see Automations and notifications).

Search for a card

Use the search box above the pipeline to find a card by name.

Edit a card

1. Click on the card you want to edit

2. Make your changes

3. Click Save

Delete a card

1. Click on the card you want to remove

2. Click Remove on the top right

Upload files to a card

1. Open the card

2. In the Files section, click Upload File

3. Select the file (for example, a rider, tech spec or contract)

E-sign

You can connect your preferred e-sign provider and send documents for signature directly from a card or from Files.

Set up your e-sign provider

1. Go to Admin > Settings

2. Select your preferred E-Sign Provider (SignRequest, SignNow, Dropbox Sign, Autenti, BoldSign, Legalesign, Signable or DocuSign)

3. Click Save E-Sign Provider

Once saved, open any card and your selected provider will be available to send documents for signature. E-sign is also available in Acts & Performers > Files.

Add an activity to a card

1. Open the card

2. In the Activities section, click Add Activity

3. Enter the activity details, date and time

4. Save

Activities on a card can be marked as Done, Snoozed or Tagged. Activities also show on the calendar in Calendar & Scheduling > Scheduling.

Create and send invoices

1. Open the card

2. Create a new invoice from the card

3. Enter the invoice details

4. Save the invoice, then send it to the contact

Link a contact to a card

1. Click Card Templates

2. Add a field and set the Field Type to Linked Contact Field

3. When adding a card, click Add Contact

4. Search for an existing contact or add a new one

Contacts are pulled from Contacts & Relationships.

Card templates

Card templates set the fields that appear on every card in a pipeline.

Create a card template

1. Click Card Templates

2. Click Add Template

3. Enter the template name

4. Add each field: enter the field name, choose the field type, and set Show On Board to On if you want it visible on the card in the pipeline

5. Click Add Custom Field to add more fields

6. Click Create Template

Edit a card template

1. Click Card Templates

2. Click the edit icon on the top left of the template

3. Change field types and choose which information shows on the card

4. Save

Change pipeline card colours

You can customise the colour of your pipeline cards to make it easier to distinguish between different pipelines on both your board and calendar.

1. Go to Acts & Performers > Pipelines

2. Click Card Templates

3. Find the template you want to update

4. Next to the template name, you will see two colour options

5. Click the colour options to customise the card's appearance

Your chosen colours will be reflected on the cards within your pipeline and on your calendar.

Tip: If your organisation uses multiple pipelines, assigning different colours to each pipeline makes it easier to identify which team or workflow a card belongs to when viewing the calendar.

Create multiple pipelines

1. Click the Pipelines dropdown at the top left

2. Click Add Pipeline

3. Enter the pipeline name and choose a card template

4. Click Add Pipeline

To switch between pipelines, click the Pipelines dropdown and select the pipeline you want.

Your main pipeline is set in Admin > Settings. This is the pipeline that opens by default.

Move a card to another pipeline

You can move a card from one pipeline to another, for example from your Programming pipeline into your Show Delivery pipeline once a show is confirmed.

1. Open the card you want to move
2. Click Move Card
3. Select the pipeline you want to move the card to
4. Save

Important: Before you move a card, check that:

• The card uses the same card template as the pipeline you are moving it to
• The pipeline you are moving it to has at least one stage

Automations and notifications

You can set up automations so that card assignees are emailed whenever a card moves between stages.

Step 1: Add card assignees to your template

1. Edit or create a card template and add the Card Assignee field

2. Add one or more assignees from your contacts, or create new ones

Step 2: Create your email template

1. Go to Email & Promotions > Template Designs

2. Create the email assignees will receive when a card moves

3. Add the applicable merge tags for automations (for example, card name and stage)

Step 3: Set up the automation

1. Go to Acts & Performers > Pipelines and click Manage Automation

2. Click Add Automation, then choose Time After Board Movement

3. Pick the pipeline, set the notification timing, and select your email template

4. Save

Once saved, assignees will automatically receive an email when a card moves on the selected pipeline, according to your configured notification timing.