Advance Emails
Send the promoter a focused advance using the requirements your band has already saved.
How it works
- Show days, one-off shows, and festivals have an Advance tab
- The Events list shows the advance status of every eligible upcoming show at a glance
- The recipient, subject, introduction, sign-off, and each populated Advance Default section are prefilled when you open the show
- Amend the message or requirements for this show, choose attachments, and send it in one step
- TourNote stores an immutable delivery copy behind the scenes after you send
- A show becomes Advanced only after the email provider accepts the new email
What the promoter receives
- The default subject starts as Advance for {band name}, but you can edit it before sending
- Your editable introduction appears above a summary of the show, with your editable sign-off below the requirements
- Each populated Advance Default appears as its own section in the email
- Selected files are attached or provided as secure download links
- Info, Logistics, contacts, timings, hospitality, settlement, Wi-Fi credentials, hotel references, guest names, and internal notes are not added to the email
Band defaults and per-show changes
- Add the band contact email in Settings > Band Profile. TourNote uses it as the Reply-To address, so promoter replies go directly there
- Set reusable requirements and default files in Settings > Advance Defaults
- Defaults cover travelling party, dietary restrictions, hotel rooms, technical requirements, and backline requirements
- Those populated values become editable sections on each show's Advance tab
- Changes to a section apply only to the show and do not alter the band's saved defaults
Files
- Categorise Band Files as Other, Stage plot, Input list, Technical specification, Promo photograph, or Rider
- Choose any saved Band Files for the show
- Use Add from device to choose local files; new uploads are also saved to Band Files
- TourNote attaches selected files within the email attachment allowance and adds individual secure download links for the rest
- Accepted send history keeps its own file snapshots, so renaming or deleting a Band File does not alter an email already sent
Statuses
- Not sent in Events, or Not advanced on the Advance tab: No new advance email has been accepted
- Advanced: The latest accepted email still matches the current included information
- Changes not sent: The current recipient, Band Profile Reply-To address, subject, introduction, sign-off, show summary, requirement sections, or selected files differ from the last advance email
- Send failed: The latest attempt failed or an accepted email later hard-bounced
- Sending appears only while the email is queued or processing
Recipient and replies
- The recipient defaults to the show's promoter email and can be amended for that show
- Add or edit the band's contact email in Settings > Band Profile; a recipient and band contact email are required before sending
- The email is sent by TourNote on behalf of the band
- TourNote uses the saved band contact email as Reply-To, so promoter replies go directly to that address
History and old form links
- The show's Send history lists its 20 most recent accepted emails as Sent or Resent, with the date and sending band member
- TourNote retains the exact accepted message, recipient, Reply-To address, requirements, show summary, and file snapshots behind the scenes for delivery records
- Deleting a show does not rewrite those retained delivery records; their stored show snapshot remains with the band
- Old public advance-form links are retired and are no longer served
- A legacy form send does not mark a show Advanced—you must send a new email from the Advance tab
Credits and access
- Preparing, sending, or resending an advance email does not spend credits
- Owners and Band members with operational edit access can amend, send, and send again
- Crew see read-only Info and Logistics but never Advance, guarantees, settlement, finance, or advance activity
💡 Before sending
Review the recipient, subject, introduction, requirements, sign-off, and attachments, make any show-specific changes, then send. If included email content changes afterward, TourNote will mark the show Changes not sent until you send it again.
⚠️ Required contact
Add the band's contact email in Band Profile. Promoter replies are sent directly to this address, and TourNote never substitutes an existing user's email when the band has not explicitly saved one.