A tour-advancing system that turns one show record into role-specific forms, a day sheet, an artist calendar, and email drafts the manager reviews before sending.
Advancing a show means assembling venue details, set times, riders, ground transport, hotels, and guest lists from people who each hold a different part of the answer. Promoters reply in email, artists text screenshots of flights, and the manager has to remember what is still missing. The day sheet is only as reliable as that memory.
I started by making ownership explicit. A field registry names every piece of information, who supplies it, whether it is required, and where it should appear. The manager starts with a short intake: artist, date, artist email, and whether the routing includes hotel and transport. From there, the registry drives the manager view, promoter form, artist dashboard, day sheet, and missing-information logic. Each person sees the same show through the fields they own.
Interactive demo
2 details still needed
The show is booked. Ground transport is the last open item.
- Driver NamePromoter
- Ride from airport to hotelPromoter
Show record
- Set time
- Fri, Oct 16 · 11:00 PM EDT
- Day-of contact
- Sam Ellis · +1 212 555 0101
- Transport
- Included
- Hotel
- Artist-arranged
Promoter follow-up · Draft
To Sam Ellis
Hi Sam Ellis,
Please confirm these details for Maya Vale at Public Records on 2026-10-16, 6 days away:
- Driver Name
- Ride from airport to hotel
Thank you.
In the demo, ground transport is the last open item. Fill in the driver and airport pickup details as the promoter, then switch to the artist’s view. The day sheet reads those answers from the same record, alongside the venue, set time, travel, and contacts. Change a confirmed detail and the outputs follow it.
When something is missing, the system prepares a follow-up containing only the outstanding fields. In the manager’s workflow, that becomes a draft reply in the existing promoter thread, in their voice and addressed only to the promoter. They review it and decide when to send.
The artist receives a day-sheet PDF and Google Calendar events for confirmed arrival, departure, and set times. Each event carries the venue, contact, and current day-sheet link. The demo lets you inspect those details together; its email and calendar delivery are disconnected.
Running it again is safe. A second run creates no duplicate drafts, events, or PDFs. A run that fails partway resumes from the last durable step, and superseded files are removed. The whole system lives inside Gmail, Drive, Calendar, and Sheets, where the manager already works.