Member event reminders
Event reminders will not be sent for events which have an unsuccessful status assigned to them (cancelled, not won etc.).Improvement
Events Search
We've made it easier to search for your events, including filtering on status, tags, year and event owner!Improvement
Emails
Over the next few weeks we will be making amendements to our transactional email provider sender settings. This will not impact you, or the emails you send, but you may notice the from email address might be slightly different.Notice
New event workflow
Invoices will only be created when adding a new event if the event invoice amount is not zero.Improvement
New Member Portal Settings: Allow members to submit additional costs
You can now decide if you allow member's to submit additional costs when submitting an invoice.Improvement
Additional Member Fields
We've added in four new member fields which will allow you to record more information about your members. You can also use them to search when assigning members to an event.
1. Travel Regions (where can this member travel?)
2. Experience (scale of 1-5)
3. Owns Transport (Yes or No)
4. Equipment (what equipment do they provide?)New Feature
Logistics - Member Worksheet
Logistics info is now available in the member worksheet.Improvement
Online Payments - Invoices
We’ve updated our Stripe payment flow so that negative line items are now passed to Stripe as a fixed-amount coupon titled “Invoice Deduction”.Improvement
Worksheet
We've fixed a bug which was preventing setlists from rendering correctly on the PDF worksheet.Bug Fix
Equipment Assignment
We’ve updated the equipment assignment process so it now clearly shows when an item is assigned to another event at the same time.Improvement
Member Assignment 'On Another Event'
We've fixed the bug so if a member is on another event which spans multiple days they will now show as unavailable during that period. Previously they would just show unavailable for the first day of the period.Bug Fix
Equipment
We've made some changes to the equipment inventory page to better show events the equipment is assigned to, usage and the next assignment. We've also made some improvements to selecting and assigning equipment on the event page.Improvement
Client Portal - All Events
We've made some small changes to the all events page on the Client Portal.Improvement
Client Portal Controls Per Event
You can now disable the Client Portal on a per-event basis. This gives you greater control over which events have an active client-facing portal.Improvement
Logistics on the Member Portal
Logistics items can now be shared with your members (anyone assigned to the event) and will appear on the Member Portal. Remember any files you share will be shown too.Improvement
Performer Contracts
We’ve made a few updates to the Performer Contracts. This includes fixing a few minor bugs, introducing a new option that allows administrators to choose whether event details are displayed in the performer contract, and updating the wording in the Event Information section to provide clearer context (shown below):
"The information stated in the section below reflects the details provided in the Member Portal about this event. While most of the information relates to the event as a whole, certain details may be specific to you."
These changes are now live, and you can read more here: View linkImprovement
User Permissions
Account owners can now allow account users and admins to download account backups. Be careful enabling this as this allows the user to download account backups which may contain sensitive information or information that might not be visible to themImprovement
Service Limit Update for Standard Plan Users
When we originally launched Band Pencil several years ago, we introduced three plans: Standard, Premium, and Ultimate. All plans were designed to allow unlimited records, with the exception of bands/services, which were limited to 5 on the Standard plan and unlimited on Premium and Ultimate.
We recently identified an issue where some users on the Standard plan were able to add more than five services. In some cases, users were also able to subscribe to the Standard plan after their free trial ended, even if they already exceeded this limit.
This issue has now been fixed. No existing services will be deleted for Standard users who currently have more than five services. However, they will be prevented from adding any additional services unless they upgrade their plan.
In addition, users upgrading from a free trial will not be able to subscribe to the Standard plan if they have more than five services. They can either delete services to meet the limit or choose to upgrade to a higher plan.
This change helps ensure fair and consistent use of Band Pencil across all plans and users.Bug Fix
Worksheet
You can now include logistics on the admin worksheet.Improvement
Event Logistics
You can now store logistics information against an event in Band Pencil. Add stops, travel and accommodation details, and upload documents to keep everything in one place.New Feature
Event Worksheets
We've redesigned the event worksheets to be easier to read. Both the admin and member sheets have been updated to the new template.Improvement
Quotes
We've updated the wording when accepting a builder quote and added the quote total to the accept button.Improvement
Event Tags!
You can now assign tags to events! Event Tags let you add extra context to your events without changing their status. Use statuses to track progress through your booking pipeline. Use tags to categorise, group and analyse your events
- Think of statuses as “where is this booking at?”
- Think of tags as “what kind of event is this?”
View linkNew Feature
First response flag 🏆
We'll now show a trophy icon next to the first member to respond with their availability. View linkNew Feature
If a member says they are not available logic
This feature is now available to all users as a default account option. Ultimate users can amend this per member per event.Improvement
Calendar UI
We've made some small UI changes to the calendar.Improvement
Pending Members
We’ve resolved an issue where “pending” members (those waiting in an auto-booking flow) were incorrectly shown against the wrong roles.Bug Fix
Setlist View File Bug
We've fixed the bug so you can now click View Files on the setlist page.Bug Fix
Forms - Field Mapping
Field Mapping allows you to connect a question in your form to an event field. When the form is submitted, the mapped answer will automatically populate the selected event field on the event page.
Available event fields to map: Green Room, Performance Room, Food Provided, Noise Limit, Number of Guests, Setup / Soundcheck, Timings Breakdown, External Microphone Use, Playlist Information, Additional (Private Notes).New Feature
Multiple Calendars Now Supported
You can now create multiple calendar feeds in Band Pencil! Filter each feed by location, service, client, or member. Every calendar has its own iCal feed, which you can toggle on or off and control visibility settings for: All details, Limited (title only), Busy only. This gives you full flexibility to share the right level of information with the right people.
Live for all users on the calendar page.New 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
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
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
Assigned Forms
You can now view form responses directly from the event page where a form has been assigned to an event.Improvement
Add Venue Address When Adding New Event
You can now add the venue's address when adding a new event to Band Pencil.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
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
Required Fields on Client Forms
The client form will now show what required fields are missing and highlight in red.Improvement
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
Sidebar
The sidebar bug where it randomly opens then closes on mobile device has been fixed.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
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
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.