My admin is not on the Pencil in list for a lead: how do I pencil myself or my team in before it becomes a booking?

You can pencil people in on a lead before it turns into a booking, so you can see who is free for the date and hold them in mind. If you run the business and also perform, you can pencil yourself in too. This article shows how, and what to check if someone is missing from the list.

Pencil someone in

1. Open the lead from your events pipeline.
2. Find the staff card on the lead page. Its heading is your team word, which is Staff unless you picked another word in Settings, followed by the event date.
3. Check that the lead has an event date. Without one the card says to add an event date to see who is free.
4. Find the person in the list. Each one shows Free, Busy or Off for that date, with the reason.
5. Click Pencil in next to their name. The button changes to Pencilled in and they move into the Pencilled in list at the top of the card.

In the Pencilled in list you can set a Role, a Fee ($) and an Arrive at time for each person. Use the X button to take someone off the lead.

Admins are on the list

Admins, including the owner, appear on the lead staff card and can be pencilled in like anyone else. You do not need to change your own role to Talent first. A person has one role in Team, and an admin who performs can stay an admin. If someone has been given both an admin and a talent entry, they are listed once, as talent.

If someone is still missing

• They need to be an active member of your workspace. Someone who has been invited but has not accepted yet is not listed.
• The list shows people whose role is Admin, Talent or Staff.
• Reload the page and open the lead again.

Good to know

• Nobody is emailed while it is only a lead. Pencilling in is a heads-up for you, not a request.
• Busy and Off people can still be pencilled in. The card warns you, it never blocks you.
• The free, busy and off counts, and the warning when you mark a deal won with nobody free, count talent and staff only, not admins.
• When you convert the lead, the pencilled-in people move onto the booking. The convert button then reads Convert and offer followed by how many people will be offered the job, and each of them is offered it.