Band Pencil Trust Card
We’re excited to introduce the Band Pencil Trust Card, a brand-new widget designed to help both administrators and members showcase their reliability, professionalism, and activity within Band Pencil. Whether you’re a bandleader looking to build client confidence or a musician wanting to stand out to agencies and organisers, the Trust Card helps you show that you’re active, established, and trustworthy.
Embed your Trust Card on your website or share the link on your socials to build trust with clients, agencies, and bookers. Learn more here: View linkNew Feature
Member Portal iCal Update
You can now choose whether to display all events you’re assigned or only the events you’ve confirmed as available - helping keep your calendar clear and uncluttered.New Feature
Email Templates Update
We’ve released a new update to email templates. All users can now edit certain system emails this includes the auto-response email sent when the lead capture form is completed.
In addition, when sending an invoice, contract, or quote from the event manager page, you can now customise each of these email templates before sending.New Feature
Added developer options for Lead Capture Forms
You can now customise embedded forms with URL parameters (rows=false, padding=false, labels=true) and adjust iframe settings for better display control. View linkImprovement
Add Venue Address When Adding New Event
You can now add the venue's address when adding a new event to Band Pencil.Improvement
Assigned Forms
You can now view form responses directly from the event page where a form has been assigned to an event.Improvement
what3words
We’ve added a field to save what3words addresses for venue locations in Band Pencil. You can enter free text plus a what3words address (e.g. Car park: ///filled.count.soap) or just the address itself (///filled.count.soap).New Feature
Required Fields on Client Forms
The client form will now show what required fields are missing and highlight in red.Improvement
Member Invoices - Additional Costs
We've introduced a new option that allows members to detail any additional costs when submitting an invoice through the Member Portal. These costs will be displayed on the member invoice overview page (where you review and approve invoices) and will also be included on automatically generated invoices and receipts.New Feature
Disable Changing Availability
You can now disable the ability for members to change their availability once set. To do this navigate to your event settings and under the member portal section you can toggle this feature on or off.New Feature
Admin Worksheet Member Role
We’ve fixed the bug so that the worksheet now shows the member’s assigned role for the event, rather than their default role.Bug Fix
Member Portal Invoices
We've fixed the bug preventing you from submitting an invoice where the member tried to edit the 'add tax'.Bug Fix
Availability Checker When Adding New Events
We'll show the availability checker when adding a new event in Band Pencil so you can see if that date has any potential clashes based off your events in Band Pencil.Improvement
Sidebar
The sidebar bug where it randomly opens then closes on mobile device has been fixed.Bug Fix
Dress Code Presets
You can now save dress codes as an account preset to quickly add saved dress codes to your events. View linkNew Feature
Delivered Percentage
The delivered rate percentage is now shown on the outbox page next to the open rate percentage.Improvement
Lead Capture Form
You can now turn off the 'submission received' email to clients once the submit the form.New Feature
Excluded unsuccessful statuses
Unsuccessful statuses (Not Won, Withdrawn and Cancelled) are no longer shown in the iCal feed and dashboard.Notice
Company & Tax Details
"Company Number" and "Tax Number" have been renamed to "Company Details" and "Tax Details" to provide greater clarity and flexibility in how business identifiers are displayed on invoices. View linkNotice
"Not Secure" Warning When Clicking a Link in a Band Pencil Email
This issue is related to how our transactional email provider tracks when a link is clicked in one of the emails sent from Band Pencil.
Is It Safe? Yes — it's completely safe to proceed.
The final destination, e.g. the Client Portal and all key pages on bandpencil.com — are fully protected with HTTPS encryption. You can safely click “Continue to site” if prompted.
Learn more about this here: View linkNotice
Bulk Assigning Members to Events
You can now bulk assign events to a member. Learn more View linkNew Feature
Invoice Line Item Description
You can now add a description to the invoice line item when adding new.Improvement
Client Additional Emails
You can now add extra email addresses to a client record! Feel free to include them in text, like: "Partner Fred Doe, email fred@example.com". When you're composing an email on the event page, we'll automatically pick out any addresses and suggest them for adding to send to additional emails. View linkNew Feature
Contracts
On the Contracts page, under Contract Options, you can now choose to display the Event Information section above the Terms & Conditions section. You also have the option to disable the request for marketing consent during contract signing.
In addition, the Electronic Signature Record in the signed contract PDF has been enhanced—it now appears on a separate page, presented in a clearer, more readable format with additional details.Improvement
Performer Contracts
The Electronic Signature Record in the signed contract PDF has been enhanced. It now appears on a separate page, presented in a clearer, more readable format with additional details.Improvement
Email Delivery
A handful of users have reported not receiving emails from Band Pencil. Our delivery logs show all messages are being sent successfully, with no issues detected however, we will continue to monitor.
We recommend users check their junk or spam folders, move any Band Pencil emails to their inbox, mark them as "Not Spam", and add postmaster[at]bandpencil[dot]com to their safe senders or contacts list.
Find out more here: View linkNotice
Previous & Next Event Buttons
We have added the ability to go to the previous and next event from the event page using the left and right buttons in the top-right corner.New Feature
Searching / Adding Dropdown Items Bug (Fixed)
No further issues have been reported and functionality seems to be working as expected. This bug is now marked as fixed. If you are still having issues, please contact support.Bug Fix
Searching / Adding Dropdown Items Bug
We're aware of a bug impacting the following when searching or adding items from a dropdown:
Dashboard (when adding a new event):
- Event Location
- Event Referral Source
Event Manager Page (when searching records):
- Searching clients
- Searching setlists
- Searching locations
- Searching files
- Searching services
If you are unable to add a new location / referral source when adding a new event, create the event with no location and assign it on the event manager page. All records can still be searched manually by scrolling. The issue is with 'type to search'.
We're confident the issue stems from a recent update to Chrome. We have found a workaround to force it to work on desktop, but further testing will need to be carried out to assess whether this fix has been successful.
Updates to this bug will be released on our Change Log with the title 'Searching / Adding Dropdown Items Bug'Bug Fix
Upcoming Pipeline
We've refreshed the upcoming pipeline page for better readability and scrolling. Now, only statuses that have at least one upcoming event will be shown.Improvement
Import Tax Number
You can now add the tax number when importing members to Band Pencil.New Feature
Pasting Bug
We've fixed a bug so you can paste text more easily to assigned contracts.Bug Fix
Managing Assigned Members
We've made some changes to the event page making it easier to manage members assigned to the event. This includes, click to change availability, visibility, and role/instrument. We've also made it easier to see the auto book flow.New Feature
Editing Member Information Assigned to Event
Following our update last night, we resolved a bug that affected a small number of users who were unable to update member information assigned to events. This issue has been fixed, and we are actively monitoring the situation. If you are still experiencing any problems, please don’t hesitate to contact us.Bug Fix
Quotes
We're thrilled to announce the launch of a new feature in Band Pencil: the ability to create and send quotes to your clients! Quotes function similarly to invoices but include the option for clients to accept them within a specified timeframe. You can choose between a builder quote, where clients can select individual line items, or a simple acceptance option, allowing clients to approve the entire quote.
This feature is now live and accessible on your event page—just click "+ Create Quote" next to the invoice creation button. As this is a new feature, there may be some initial teething issues, so if you encounter any issues, please don’t hesitate to reach out.
Help articles: View linkNew Feature
Rich Text Editor for Contracts
Client and performer contracts now include a rich text editor, allowing you to add formatting such as bold text and more. There’s nothing you need to do, but you may want to review and update your existing templates to take advantage of this new feature.Improvement
Amending Client Contract Header & Footer Text
You can now amend the text in the client contract header (document section) and footer. By default, Band Pencil will display the standard default for each contract, unless changed by you.
You can amend the header and footer by navigating to your contracts page and clicking 'Contract Options'.
Learn more: View linkNew Feature
Client Contract Merge Tags
We're excited to introduce merge tags for client contracts! Merge tags are bits of code that let you insert dynamic data directly into your contracts. For example, you can use the {{client_name}} tag to automatically display the client's name.
You can start adding merge tags to your client contract templates right away. Simply use the dropdown menu when creating or editing a template.
Learn more: View linkNew Feature
Emailing Members & Clients
When emailing from the event page, you can now include up to six additional email recipients when emailing clients (the client must still be one of them). This is perfect for situations like coordinating with multiple people for a wedding.
Additionally, when emailing clients or members, you can attach and send up to three files (with a maximum size of 5 MB each). This feature also applies to scheduled emails!New Feature
Invoice & Quote Line Item Description
You can now add a description to your invoice and quote line item explaining exactly what it is. This description will appear on invoices and quotes online and in PDF exports.New Feature
Member iCal Feed
We've fixed a bug within the member iCal feed which was preventing some events from syncing.Bug Fix
Dashboard Updates
We’ve introduced several updates to the dashboard to provide you with more helpful quick-glance stats for your upcoming events. These updates include the total number of enquiries and the active count of upcoming events.
Additionally, tasks now only display incomplete tasks assigned to you, making it easier to focus on what needs your attention.
We’ve also added a new section called 'Items Requiring Attention,' which highlights:
- The number of unreviewed New Leads (leads submitted via your lead capture form that haven’t been viewed yet).
- The number of overdue Invoices.
- The number of overdue Contracts.
- The number of Outstanding Form Responses.
- The number of Submitted Member Invoices that haven’t been processed yet.Improvement
Client Portal - Send Message
We've removed some Band Pencil branding from the email sent when a new message is sent. The sender's name in the email will be the client's name, unless no client name is assigned, in which case it will default to Band Pencil.Improvement
Email Outbox Open Rate
We've enhanced the Outbox Sent Emails report by including the email open rate, allowing you to quickly identify which emails have been read and which haven't. The percentage displayed is calculated based on the number of recipients and the number of opens.Improvement
Sent Emails
We've updated the UI on the sent email page to improve usability. It now displays the actual email sent instead of a text preview. For scheduled emails, the text preview will still be shown.Improvement
Lead Capture Form
We're excited to announce that our Lead Capture Form now includes custom fields! Your lead capture form will continue to work as normal, but if you plan to use custom fields, you must add the updated embed code to your website.
We will be making additional changes to the form layout, so if you are using the lead capture form, please ensure you update your embed code by the end of February.Improvement
Lead Capture Form Analytics
We’ve introduced a new feature that lets you monitor lead capture views (the number of times your lead capture has been viewed) starting from November 2024. You can also track the number of lead captures (new events) displayed in a graph on the lead capture page.New Feature
Band Builder
When adding a new instrument to the Band Builder, you can choose from the instruments already assigned to your members, making the matching process simpler. However, you’re still welcome to type in new ones if needed.Improvement
Song File Viewer Page
We've resolved an issue on the recently launched song file view page, enabling audio and video playback in Safari browsers.Bug Fix
Email Merge Tags
You can now add email merge tags when editing or adding an email template by using the drop down. View linkImprovement
Contact Form
We've resolved an issue with the contact form that was preventing submissions in certain browsers. It should now work smoothly across all platforms.Bug Fix
Song File Viewer Page
We've enhanced the song file view page to give you greater control, including improved options to view and download files.Improvement
Billing Email Preference
We've fixed the bug which was preventing users from updating their billing email preferences.Bug Fix
Lead Capture Form
We've made some updates to the lead capture form, particularly focusing on email notifications.
Client Notification Email: We've refined the wording to improve readability. This updated email is now saved in Band Pencil, allowing you to track the open rate of the "Thanks for your enquiry" message.
User Notification Email: We've reformatted this email to make it easier for you to view and access the enquiry directly in Band Pencil.
The reference number is now more accessible to the client and you (this is the ID for the event - you can use the search function in Band Pencil to find the event).Improvement
Add to Invoice When Adding Services
You can now add an invoice line item when adding a new service to an event. If you're assigning a new service we will automatically add the amount from the default fee you set when adding a new service. You have the ability to select the invoice to add the service to, amount and tax.
When deleting a service it will not delete the line item, likewise when deleting an invoice line item which was created when adding a service will not delete the service - you will have to do this manually.New Feature
To keep the changelog focused on the latest updates, we’re displaying changes made within the past 12 months. For older updates, feel free to contact us.