Overview
The legacy logistics section included three toggles for Travel, Ground Transportation, and Accommodation, which captured only high-level responsibility terms. The updated workflow introduces Add Phrase selections organized by category, enabling precise clauses and richer advancing details on each booking.
Where to find
Open a booking, navigate to the Terms > Logistics or Contract > Additional Terms section to access the phrase-based editor alongside the familiar toggles for travel, ground, and accommodation.
The section header now also includes Load Logistics and Save Logistics controls used to manage reusable sets of clauses for future bookings.
Add phrases
Select Add Phrase, choose a Logistics Category at the top (e.g., Accommodation, Backline, Catering), and then pick from existing, or type in a specific clause to insert into the booking’s logistics record.
The selected text is added under the corresponding category on the booking, where it can be reviewed or edited as needed before sending paperwork.
Custom categories and variables
Custom Logistics Categories can be created to match agency workflows; each category generates a matching variable that needs to be added to document templates for the content to show once documents are generated.
To create a Custom Phrase (Category), click Add Phrase, and click the small gear icon near the dropdown at the top.
On the page that opens, use the + sign to create a new Category.
Once your new custom Category is created, select it, and add at least one phrase under your category.
Once added to your booking, make sure to add the variable to the template.
If you are looking to add this to a Contract, navigate to your agency backend Settings > Documents & Template section > Variables, and look up your category name, and copy it.
Now, navigate to the Documents & Templates > Contracts section, and open your template using the small eye sign on the far right of the template.
Now, create a new line in your table, add a header, and add the variable right after.
Load and save logistics
Use Save Logistics to save a curated set of clauses, you can standardize such as a domestic or international bookings, outdoor or indoor, or even an artist-specific set, for quick reuse on similar bookings.
Apply a saved set on any booking with Load Logistics, which inserts the grouped phrases in one step and reduces manual edits/clicks.
*** The same process applies to the Contract Additional Terms Phrases.
Tips and best practices
Name saved sets clearly, for example “Intl - DJ Fly Package” or “Band - EU Bus Tour,” to speed selection and reduce errors during contracting.
Periodically review presets to confirm all active category variables are present and mapped to the latest saved templates.
FAQ
Can toggles still be used? Yes - toggles for travel, ground, and accommodation remain available and can be used alongside phrase-based clauses when appropriate. However, we recommend deciding if you will use phrases or toggle structure. Toggles can be deactivated and hidden if you decide to use phrases setup.
How do phrases appear on paperwork? Clauses render into contracts where the corresponding category variables are placed in the template body.
What if a clause does not appear on the document? Verify the correct category variable exists on the template and that the booking contains a phrase under that category, then regenerate the document.