Available with any of the following subscriptions:
✓ Ultimate
Band Pencil's Auto Book Member feature lets the system automatically check the availability of the next member in line if the current member says they’re unavailable.
To make things even easier, you can set up a Preference Order, which eliminates the need to manually add each backup member to an event. Learn more about building a preference order here.
Chaining Backups: You can link as many backup members as needed. However, one member can only be assigned to one specific backup (e.g., the system can’t email two members simultaneously based on one outcome).
Confidentiality: Members won’t know their order (e.g., first or second choice).
Valid Email Addresses Required: Members must have a valid email address for the system to work. Band Pencil’s temporary email addresses (e.g., @temp.bandpencil.com) are not supported. If the auto book fails, you’ll receive an in-app notification.
Pending Members in Band Builder: Pending members will appear as "Pending: [Member Name]." Events remain hidden from pending members unless you make them visible.
Email Notifications: You can still email pending members, but double-check your emails before sending.
Manual Availability Changes: The auto book function will not trigger if you manually set a member’s availability or if a member updates their availability after it’s already been set.