For venues

How fill-ins work

Cover open roster slots with fill-in requests

How it works

1
A cancellation happens
An artist cancels a confirmed booking, leaving an empty slot on your roster.
2
Open the slot and arrange a fill-in
Click the empty slot on the roster or go to Roster > Fill-ins. Select "Arrange fill-in" to begin.
3
Choose your mode
Instant: first to accept wins (fast, automatic). You choose: review the artists who reply and pick one (more control).
4
Set filters, rate, and expiry
Optionally filter by genre, set a custom rate for the fill-in, and choose when the request expires.
5
Send the fill-in request
Your pool receives push notifications and emails. Instant fills automatically; You choose shows you the artists who replied.
6
Slot filled
Once an artist is confirmed (automatically in Instant, by your pick in You choose), all other artists are notified.

Pro tip: Use Instant mode for urgent, day-of cancellations. Use You choose when you have time to find the right fit.

Pro tip: Genre filtering ensures only relevant artists see the fill-in request, so there is no point sending a tech house fill-in to a jazz pianist.

Pro tip: Set a realistic expiry time. Too short and artists miss it; too long and it clutters their opportunities page.

In detail

When an artist cancels, Fill-ins helps you find a replacement fast. It sends a fill-in opportunity to available artists in your pool, and depending on the mode you choose, either fills the slot automatically or lets you pick the best fit. Here's the full workflow: When a cancellation happens, you'll see the empty slot on your roster. Click the slot and choose "Arrange fill-in" to start. You can also go directly to Roster > Fill-ins. Choose your fill-in mode carefully, because it changes how the process works: Instant mode means the first artist to accept gets the gig, automatically. This is best for urgent fill-ins where you need someone ASAP and genre/vibe match is less critical. The slot is filled the moment someone accepts, and all other artists are notified it's taken. You choose mode means artists say they’re interested, and you review everyone who replied before choosing. This is better when you want to match the vibe or when the gig has specific requirements. You can see each artist's profile, genre match, and previous experience at your venue. Before sending, you can customise the fill-in request: filter by genre (only send to artists matching specific genres), set a custom rate (which may differ from the original booking rate), and adjust the expiry time. Artists who marked that night Blocked are left out by default, and the compose screen tells you how many, beside the genre count. Tick "Ask them anyway" to contact them as well; their email says you knew they had marked the night Blocked. Artists receive push notifications and emails with the full gig details. They can respond directly from the notification. The fill-in request expires at the time you set (defaults to the gig start time). If you change an open request's date or time, the request and applications remain. Applicants must review the new details and confirm availability again before you can approve them. Cancellation or a replacement that is no longer needed closes recruitment; expired requests stay closed. Filled requests follow the normal booking change rules. The request shows whether its updates are waiting, done, or need checking. If updates are overdue, use "Retry outstanding updates" to retry the recorded work safely. In You choose mode, once you've picked your artist, the others are notified the slot has been filled.

Ready to try it?

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