How to auto book members

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.

---

How to Use the Auto Book Function

Using a Preference Order

1. Assign your Preference Order to the event.
2. Band Pencil will automatically set up your Pending Members based on this order.
3. Let your members know there is a gig for them to submit their availability on.

Setting Up Members Individually

1. Assign your first-choice member to the event.
2. Assign your backup member to the event.
3. Select the backup member and click the Automate button (game controller icon).
4. A popup will appear. For the question, "Only ask this member for their availability if the following member says they are not available," select the first-choice member.
5. Your backup member(s) will now appear in the Pending Members table.
6. Let your members know there is a gig for them to submit their availability on.

---

What Happens Next?

• If the first-choice member is available, the backup member will not be contacted.
• If the first-choice member is unavailable, the backup member will automatically receive an email asking for their availability.

---

Things to Keep in Mind

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.