Bookings and leads

Events that asked for a vendor like you, and how to answer them.

1. Open Bookings in the sidebar and go to the Discovery tab.
2. Each card is a host search you matched. Anonymous until you join, so you see the event type, date, location and budget, not the host.
3. Open one to read the full brief and, if you want it, write a short note on why you fit.
4. Choose the role you are joining for and confirm. The host then sees you among their matches and can start a conversation.
5. Nothing is sent until you join, and passing on a match costs you nothing.

New inquiries from people interested in working with you show up here first.

1. Open Leads from the sidebar.
2. Everyone listed here opted in to hear from your business, so they are yours to follow up with.
3. Open a lead to see their contact details and what they were looking for.
4. Every team member can see this list, not just admins.
5. Inquiries that need an answer are separate: those live on Bookings, under "Needs response".

Every event you have been booked for, with the details you need to deliver.

1. Open Bookings from the sidebar. It is your whole pipeline in one list.
2. Move across the tabs: Discovery for active job posts you fit, "Needs response" for anything waiting on you, Booked for work you won, Closed for the rest, and Leads for opt-ins.
3. "Needs response" carries a count, so that is the tab to clear first.
4. Click a row to open Booking Details, where you can accept, reject, or send the client a link to book a consultation.
5. Search by name, email, or event, and sort newest or oldest first.
6. Use "Availability" in the top-right to set your booking rules or block off dates.

Block single days or date ranges, and see whether calendar sync is blocking your busy days, so new inquiries cannot double-book you.

1. Open Bookings.
2. Click "Availability" in the top-right.
3. Go to the "Blocked dates" tab.
4. Pick a single day or a date range to block, and save.
5. Blocked days stop new inquiries from double-booking you.

Download the bookings you are looking at as a CSV or a PDF table. The export follows the tab, search and sort on screen, so what you see is what you get.

1. Open Bookings and pick the tab you want (Discovery, Needs response, Booked or Closed).
2. Narrow it with search or sort if you only want part of it.
3. Click "Export" to the right of the search box.
4. Choose CSV to open it in a spreadsheet, or PDF for a plain table to read or print.
5. On the app, the file opens in the share sheet so you can mail or save it.

Set the days you work, buffer days around each booking, your base location, travel range, lead time, and starting price.

1. Open Bookings and click Availability in the top right.
2. Stay on the "Booking rules" tab.
3. Use "Allow booking inquiries on days with existing events" to decide whether a day you are already booked stays open.
4. Under "Buffer days", set "Days before" and "Days after" to block time around every booked event for travel, setup, or rest. Clients cannot pick those days on your booking calendar.
5. Buffer days stay blocked even when you allow inquiries on days with existing events, so you can take two bookings in a day and still protect the day either side.
6. Set "Days of the week" for the days you work, your business location and travel range, "Days ahead" for how much notice you need, and a starting price if you want the marketplace to match you on budget.
7. Changes save on their own. To block specific one-off dates instead, use the "Blocked dates" tab.

Accept, decline, send a consultation link, or accept with a contract, and decide what your client can see on the event.

1. Open Bookings and go to the "Needs response" tab.
2. Click the inquiry to open Booking Details. The Details tab shows the date, event type, offering selection (tier, guest count, the menu items and add-ons they chose, and an estimate you can expand into an itemised breakdown), and the contact's email and phone. Photos they attached get their own tab when there are any.
3. Click Accept to book them. If you have contract templates, the arrow beside Accept also offers "Accept without Contract".
4. Before you confirm, check "Add the client to this event" at the bottom of the form. Leave it on to invite them, or turn it off on a full-planning booking you run yourself. The event is still created with everything from the inquiry, the client just is not invited to it.
5. With it on, open Permissions to choose exactly what they can see and do, turn off "Email and text them the invitation" to add them quietly and invite them later, and add a personal note that rides along in their invitation.
6. Click Send to email and text the client a link to book a consultation. On a paid plan with Consultations set up, that is your own Bazaar booking page; otherwise it is the external booking link on your Billing settings, and the button does not appear if you have neither.
7. Click Reject to turn the request down. The client is emailed automatically either way.
8. The app shows the same thing: Details / Chat / Notes tabs (plus Photos when there are any), with Decline and Accept pinned to the bottom of the screen.

When the person who sent you an inquiry already has that event in Bazaar, the accept screen offers to add your booking to it instead of creating a second copy. You and the client then plan on the same event, with one guest list and one timeline.

1. Open Bookings and click the inquiry to open Booking Details.
2. Start the accept. If the person who wrote to you already has a matching event, a note appears above the event details naming it.
3. Choose "Add this booking to it" to join their event. Nothing is created, and their date, address and guest list stay exactly as they set them.
4. If more than one of their events could be the right one, each is listed, so pick the evening you are working.
5. Choose "Create a separate event" if it really is a different job. You will get a fresh event as before.
6. Only events belonging to the person who sent the inquiry are ever offered, and only ones that match its date.

Start a conversation with someone who inquired, without handing over your personal number. They get your message by email and text, and can reply once they join Bazaar.

1. Open Bookings and click the inquiry you want to reply to, then go to the Chat tab. The app works the same way: open the booking and tap Chat.
2. Type your message and send it.
3. If they are not on Bazaar yet, your message goes to them by email and text with an invitation to reply, so it reaches them either way.
4. Each message tells you whether it actually reached them. The one that carried the invitation says it was sent, and later ones say "Not delivered" until they join, because an invitation only goes out once every 12 hours.
5. Use "Resend invite with next message" when you want to nudge someone who has gone quiet before that.
6. When you accept the booking, the conversation moves onto the event and carries on in the same thread.
7. If you decline, the conversation closes but stays readable by both of you. Reopening the inquiry from the Closed tab opens it back up.

Add your own note when you decline an inquiry, so the client hears why in your words instead of only the standard Bazaar message. The note is included in the rejection email they receive.

1. Open Bookings, go to the "Needs response" tab, and click the inquiry.
2. Click the arrow beside the Reject button at the bottom of Booking Details.
3. Choose "Reject with message".
4. Write your note (up to 500 characters). Leaving it blank sends the standard rejection.
5. Click Confirm. The client gets the rejection email with your note inside it.
6. In the app there is no separate menu item: tap Decline at the bottom of the booking and the note field is right there in the sheet, also optional.

Declined someone by mistake? Reopen the inquiry and it goes back to "Needs response" so you can accept it, and your conversation with the client opens back up. They already received the decline email, so it is worth sending them a note too.

1. Open Bookings and go to the "Closed" tab.
2. Click the inquiry you declined.
3. Click "Reopen inquiry" at the bottom of Booking Details, then confirm.
4. The inquiry moves back to "Needs response" and you can accept it normally.
5. Accepted bookings cannot be reopened this way, and neither can inquiries whose event date has already passed.
6. In the app, open the booking and tap "Reopen inquiry" at the bottom.