Advance Sheets
Use the Advancing workflow to send forms, track show status, and keep promoter details in one place.
What is an Advance Sheet?
- A digital form sent to promoters to collect essential show information
- Replaces messy email chains and spreadsheets with a streamlined workflow
- Promoters fill in details via a unique, secure link
- All information is automatically organised and stored in TourNote
- Works for tour show days plus one-off shows and festivals (not rehearsals, recordings, or promo days)
Information Collected
- Show Times: Load-in, soundcheck, doors, and performance times
- Guest List: Number of spots available and submission deadlines
- Catering: Meal details, buyout amounts, dietary restrictions
- Parking: Load-in location, band parking, and access details
- WiFi: Network name and password
- Backline: Provided equipment and technical specs
- Merch Area: Availability and setup details
- Settlement: Payment method, timing, and currency
- Contacts: Day-of show contacts and technical staff
How Advancing Works
- Navigate to Advancing from the menu or bottom nav
- The main page has Outstanding and Completed tabs
- Open any show in the list to reach its dedicated advancing page
- Each show page includes Advance Details, Send to Promoter, Manual Entry, and Share Link sections
- Use the show page to send, resend, or review an advance instead of managing everything inline from the list
Understanding Status Colours
- ● Red (Not Sent): Advance sheet hasn't been sent yet
- ● Amber (Sent): The form has been emailed to the promoter
- ● Cyan (In Progress): The form has been opened or saved but is not complete yet
- ● Green (Completed): The advance is complete, whether the promoter submitted it or the band entered the final details manually
- ● Blue (No Venue): Show is missing venue details
- ● Blue (No Email): Show doesn't have a promoter email address
Sending from the Show Page
- If the show is ready, use Send advance form to email the promoter directly from the advancing page
- If venue or promoter details are missing, TourNote gives you a direct button to fix them first
- After an advance has been sent, the same page lets you Resend advance form when you need to follow up
- Status summaries on the page show when the form was sent, saved in progress, or completed
Viewing Advance Sheet Details
- Open any show in Advancing to review venue, city, status, and follow-up reminders
- Once an advance is complete, the same page shows the saved advance information and whether it was completed by the promoter or by the band
- Review every field exactly as it was entered in the form
- Use the page to confirm whether a show is still Sent, In Progress, or Completed
Manual Entry and Share Links
- Use Enter advance details when the band wants to save the advance information internally
- Use the Share Link section to copy a public advance form URL for the promoter
- Use Regenerate link if you need to invalidate the old link and create a new one
- Promoters can reopen the same link later to update their answers if details change
What Promoters See
- They receive a professional email from TourNote
- Email includes your band name and show details
- Unique link is secure and works on any device
- Form is mobile-friendly and easy to fill out
- Confirmation message when submitted successfully
Best Practices
- Always add promoter emails when creating shows
- Send advances 2-4 weeks before the show date
- Follow up if not completed within a week
- Double-check contact info before sending
- Use the resend feature if needed instead of creating duplicate shows
Free Limits
- Free is limited to 7 events (one-off shows + festivals + rehearsals + recordings + promo days)
- Show days within tours do not count toward the event limit
- Free includes 10 income/expense entries
- Free includes 10 to-dos
- Free creation limits count items created, so deleting items does not reset those limits
- Perfect for testing the system or a short tour
- Upgrade to Plus for unlimited events, income/expense entries, to-dos, and more storage
- All previously sent advances remain accessible after upgrading
💡 Pro Tip
Send advance sheets early! Promoters need time to gather all the information. The sooner you send it, the sooner you'll have everything organised for the show.
📧 Email Deliverability
If a promoter didn't receive the email, ask them to check their spam folder.
⚠️ Important
You cannot send an advance sheet to a show without a promoter email address. Make sure to add the email when creating or editing the show.