Help & Support
Frequently Asked Questions
Everything you need to know about LiveDesk — from capturing your first booking enquiry to managing performers, automating follow-ups, and reading your agency revenue reports. All your questions answered across 7 categories.
All your questions answered
7 feature categories
30-day free trial
What Is LiveDesk?
Entertainment Agency Management Software Built for Booking Agencies
LiveDesk is entertainment agency management software designed exclusively for booking agencies — the businesses that represent and book performers, entertainers, DJs, bands, models, and talent for events. Unlike generic CRM tools built for sales teams or service businesses, every feature in LiveDesk maps directly to how a booking agency actually works: capturing enquiries from clients, building and sending quotes, managing a roster of performers, confirming bookings, raising invoices, and tracking performer payments.
The platform covers the full booking lifecycle in one connected workspace. From the moment a client submits a booking enquiry on your website, through the quoting and negotiation stage, to the confirmed booking, performer assignment, invoicing, and post-event payment tracking — LiveDesk handles every step without spreadsheets, without scattered inboxes, and without the manual work that holds growing agencies back.
This FAQ page answers the most common questions agencies ask before and after signing up. It covers every major feature: lead management, quoting, performer management, automated follow-up, invoicing, and more. If your question is not listed, use the contact page to reach the team directly.
Category 01
Getting Started
General questions about what LiveDesk is, who it is for, and how to get up and running.
What is LiveDesk and who is it built for?
LiveDesk is entertainment agency management software built exclusively for booking agencies — businesses that represent and book performers, entertainers, DJs, bands, models, and talent for events. It is not a generic CRM adapted for agencies; it is purpose-built around the specific workflows of a booking agency: capturing enquiries, sending quotes, managing a performer roster, confirming bookings, raising invoices, and tracking performer payments. If your business books performers for clients and you are still managing that process across spreadsheets, email threads, and phone calls, LiveDesk is built for you.
Is there a free trial available?
Yes. LiveDesk offers a 30-day free trial with full access to all features — no credit card required to get started. You can set up your agency, build your performer roster, embed a booking form on your website, and start managing enquiries from day one. If you decide LiveDesk is not right for your agency during the trial period, you can cancel at any time without being charged.
How much does LiveDesk cost?
LiveDesk pricing is based on the number of users and the features your agency needs. Full details — including monthly and annual plans — are available on the pricing page. All plans include the core booking agency features: lead management, client records, quoting, performer profiles, and invoicing. Higher-tier plans add automation, advanced reporting, and additional user seats.
Does LiveDesk require any installation or technical setup?
No. LiveDesk is a fully cloud-based platform that runs in your web browser. There is nothing to install, no servers to manage, and no technical expertise required to get started. Your data is securely stored and accessible from any device — desktop, laptop, or tablet. The only optional setup step that involves your website is embedding the booking enquiry form, which requires pasting a single code snippet into your site — a step most agencies complete in minutes.
How long does it take to set up LiveDesk for my agency?
Most agencies are up and running within a day. Initial setup involves adding your team members, uploading your performer roster, customising your quote and invoice templates with your branding, and embedding a booking form on your website. There is no data migration required before you start benefiting — you can add clients, performers, and live enquiries as they arrive while gradually building out your historical records over time.
Category 02
Leads & Enquiries
How LiveDesk captures, tracks, and converts booking enquiries into confirmed clients.
How does LiveDesk capture booking enquiries from my website?
LiveDesk includes a no-code booking enquiry form builder that lets you create and embed a customised form directly on your website. When a potential client submits the form, LiveDesk creates a lead record automatically — populated with their contact details, event type, preferred date, and any other information they provided. Your team is notified immediately and the new lead appears in the pipeline view. There is no manual data entry, no inbox to monitor, and no risk of the enquiry going unnoticed.
Can I manage enquiries that arrive by phone or email?
Yes. Not every enquiry arrives through a website form, and LiveDesk is built for that reality. For leads that come in by phone, email, or social media, any team member can create a lead record manually in seconds. The same pipeline view, status tracking, task assignment tools, and communication log apply — so your full pipeline stays visible and manageable regardless of how each enquiry arrived.
What is the lead pipeline in LiveDesk?
The lead pipeline is a live view of every active booking enquiry your agency is currently handling. It shows every open lead — who submitted it, what they need, what date the event is, which team member is responsible, and what stage the conversation is at. Rather than piecing together your workload from a dozen email threads, the pipeline gives your whole team a single, always-current picture of new business. Leads move through stages as conversations progress, giving management a clear view of conversion performance at any time.
Can I assign leads to specific team members?
Yes. Each lead record in LiveDesk can be assigned to a specific team member, with a follow-up task and due date attached. This ensures clear ownership from the moment the enquiry arrives — no confusion about who is responsible, and no lead sitting in a shared queue. Managers can view the full pipeline across all team members to identify bottlenecks or enquiries that have gone unactioned.
How do I convert a lead into a confirmed client and booking?
When a lead is ready to convert — once the client has agreed to proceed — you can convert the lead record into a full client record and a booking directly inside LiveDesk. All contact details, event requirements, communication history, and notes carry forward automatically. There is no re-entry of any information, and the full lead history becomes part of the client record from day one.
Category 03
Clients & Quoting
Managing client relationships and sending branded quotes that win bookings.
How does client management work in LiveDesk?
LiveDesk keeps every client relationship in a single, searchable database. Each client has a dedicated record containing their contact details, full booking history, communication logs, and any notes your team has added. Rather than searching through email threads to recall what a client booked last time or what was agreed, every interaction is recorded in one place and available to your whole team instantly. Clients that book repeatedly are easy to identify, and relationship context never gets lost when a team member changes.
Can I send branded quotes to clients from LiveDesk?
Yes. LiveDesk includes a quoting tool that lets you build professional, branded proposals in minutes. Quotes are built from a saved library of line items — so your standard pricing, packages, and performer options do not need to be typed out each time. You can attach performer profiles directly to a quote, add terms and conditions, and send the complete proposal to the client from inside LiveDesk. Every quote is logged against the relevant lead or client record automatically.
Can clients approve a quote online?
Yes. When a quote is sent from LiveDesk, the client receives a link to a clean, branded proposal page where they can review the details and click to approve it online. Online approval removes the back-and-forth of email confirmations and creates a clear record of when the client agreed to proceed. Once approved, the quote status updates in LiveDesk automatically and your team can move forward to booking confirmation without manual follow-up.
Can I save common quote line items so I am not starting from scratch each time?
Yes. LiveDesk lets you build a library of reusable line items — individual performers, packages, travel costs, and any other standard charges your agency uses regularly. When building a quote, you select from the library rather than typing each item from scratch. This speeds up the quoting process significantly and ensures consistent pricing across all proposals — no risk of a team member accidentally quoting the wrong rate because they recalled a figure from memory.
Category 04
Performer Management
Managing your performer roster, bookings, payments, applications, and public-facing profiles.
How do performer profiles work in LiveDesk?
Each performer in LiveDesk has a dedicated profile that stores everything your team needs to manage and book them: contact details, performance categories, availability, fee structure, biography, media assets, and booking history. Profiles are stored in a searchable, filterable database — so when a client enquiry comes in requesting a wedding band for a specific date, your team can filter the roster by category and check availability in seconds rather than scrolling through a spreadsheet.
How does LiveDesk handle performer bookings?
When a client booking is confirmed, you can assign one or more performers to the booking directly inside LiveDesk. The system records the event details against both the client record and the performer profile — so the booking is visible from either side of the relationship. Performers receive a booking confirmation with the relevant event details, and your team has a clear record of who is assigned to what event, on what date, and for what fee.
How does LiveDesk track performer payments?
LiveDesk records the agreed performer fee against each booking and tracks payment status — showing which performers have been paid, which are outstanding, and when payment is due. Rather than cross-referencing booking records with bank statements, your team has a clear view of all upcoming and overdue performer payments in one place. This eliminates the risk of a performer being missed at month-end and keeps your agency financial obligations visible at all times.
Can performers apply to join my agency through LiveDesk?
Yes. LiveDesk includes a performer application form builder that lets you create customised application forms and share them via a public link. Interested performers fill in the form — providing their performance category, experience, media links, and contact details — and their application is submitted directly into LiveDesk for your team to review. This replaces the manual process of collecting applications by email and gives your team a structured, organised way to assess and onboard new performers.
Can I publish performer profiles on my own agency website?
Yes. LiveDesk website profiles generates public-facing performer profile pages that can be linked or embedded from your agency website. Each public profile draws from the performer record in LiveDesk — biography, media, performance category, and any information you choose to make visible — so your website profiles stay current without a separate update process. Clients browsing your website can explore your roster directly before submitting an enquiry.
Category 05
Payments & Invoicing
How LiveDesk handles client invoicing, deposits, and online payment collection.
How does invoicing work in LiveDesk?
LiveDesk generates invoices directly from a confirmed booking record — so the client details, event information, and agreed fee are pre-populated automatically with no need to re-enter data into a separate tool. Your agency branding is applied to the invoice and the client receives it by email with a link to pay online. Invoice status — sent, partially paid, paid, or overdue — is tracked in LiveDesk against the booking, giving your team a real-time view of outstanding amounts without any manual reconciliation.
Can clients pay invoices online?
Yes. LiveDesk integrates with Stripe and PayPal so clients can pay invoices directly from the email they receive — by credit card, debit card, or PayPal account. Online payment removes the friction of bank transfers and the time spent chasing payment confirmations. When a client pays, the payment is confirmed automatically and recorded against the booking in LiveDesk. Agencies that switch from bank transfer to online payment typically see their average collection time drop significantly.
Does LiveDesk support deposit and balance invoicing?
Yes. LiveDesk supports a two-stage invoicing workflow: a deposit invoice issued when the booking is confirmed, and a final balance invoice issued after the event. The deposit is recorded against the booking so the outstanding balance is always accurate. Your team can see exactly what has been paid and what remains due at any point — without cross-referencing spreadsheets or email threads. Both invoices are generated from the same booking record, with the deposit automatically credited against the final total.
Category 06
Automation & Messaging
Sending emails and SMS automatically, building message templates, and running follow-up sequences without manual work.
Can LiveDesk send automated emails and SMS messages?
Yes. LiveDesk includes a sales automation tool that lets you build trigger-based workflows. When a defined event occurs — a new enquiry landing, a booking confirmed, a quote sent but not responded to within 48 hours — LiveDesk executes the configured sequence automatically. Actions can include sending a personalised email or SMS, creating a follow-up task for a team member, updating a lead status, or notifying a manager. Once a workflow is active, it runs indefinitely without any manual input.
What is scheduled messaging in LiveDesk?
Scheduled messaging lets you send one-off emails and SMS messages at a specific future time, rather than relying on manual sends or automation triggers. This is useful for pre-event reminders sent two days before a confirmed booking, post-event follow-ups, or any time-sensitive communication tied to a date. Scheduled messages are created in advance and dispatched automatically at the configured time — with the send logged against the relevant client or lead record.
How do message templates work in LiveDesk?
LiveDesk includes a template library where you can save reusable email and SMS templates for every recurring communication your agency sends — enquiry acknowledgements, quote follow-ups, booking confirmations, pre-event reminders, and more. Templates support merge fields that personalise each message automatically — inserting the client name, event date, performer name, and booking details without manual editing. The same template can power both one-off manual sends and automated workflow sequences.
Can I use LiveDesk for marketing to my existing clients?
Yes. LiveDesk includes marketing tools that let you send targeted email campaigns to your existing client and enquirer database. You can segment by event type, booking history, last contact date, and other criteria — so you are sending relevant messages to the right audience rather than blasting your entire list. Marketing sends are logged against client records and campaign results are tracked so you can see engagement over time.
Category 07
Reporting & Team
Business reports, sales pipeline tracking, user permissions, and task management across your team.
What business reports are available in LiveDesk?
LiveDesk includes a business reporting dashboard that draws from live booking, invoicing, and enquiry data to give you a real-time view of your agency performance. Key reports include revenue by period, booking volumes, lead conversion rates, quote acceptance rates, performer booking frequency, and team activity. Reports update automatically as your team works — there is no separate data entry step and no need to compile figures manually. You can filter by date range, event type, team member, or performer to get to the specific data you need.
How does the sales pipeline work in LiveDesk?
The sales pipeline gives your team and management a stage-based view of all active new business opportunities — from first enquiry through to confirmed booking. Each lead moves through defined pipeline stages as conversations progress, and the pipeline view shows the total value and count of deals at each stage. This makes it easy to see where enquiries are stalling, which team members are converting at a higher rate, and how much potential revenue is currently in progress across the agency.
Can I control what each team member can see and do in LiveDesk?
Yes. LiveDesk includes a user permissions system that lets you define exactly what each team member can access, view, edit, and action within the platform. Agency owners and administrators have full access. Agents and junior team members can be restricted to their own leads and bookings — without access to financial data, other team members records, or administrative settings. Sensitive business data stays visible only to the people who need it, without limiting anyone else's day-to-day tools.
Can I assign tasks and follow-ups to team members in LiveDesk?
Yes. Tasks and follow-ups are a core feature of LiveDesk — available from lead records, client records, booking records, and the general task dashboard. Each task is assigned to a specific team member with a due date and description. Overdue and upcoming tasks surface in the team member dashboard so nothing falls through the cracks. Managers can view open tasks across all team members to identify workload imbalances or enquiries that have gone unactioned.
Explore Every Feature
Everything LiveDesk Entertainment Agency Software Includes
Each feature page covers one capability in depth — with how-tos, common questions, and examples of how agencies use it every day.
Client & Sales
Performers
Communication & Automation
Operations
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