Questions, answered
Frequently asked questions
Everything you need to know about running your bookings, invoicing, and availability on Calendarium.
Bookings
How do I add a booking?
From the Calendar tab, tap the + button and fill in the venue, date, fee, and payment terms. You can mark it as confirmed or pending, and set it to repeat weekly, fortnightly, or monthly for residencies.
What's the difference between "pending" and "confirmed"?
Pending is for gigs you're holding but haven't locked in yet — nothing gets sent to the venue automatically. Confirmed triggers your invoice (if you're on Pro or Agency) and gives you the option to send a booking confirmation email.
Can I set up a residency or recurring booking?
Yes — choose a recurrence when creating the booking, and Calendarium creates each occurrence for you. On Pro and Agency, you can also group a whole residency's bookings into one consolidated invoice sent on a schedule you set.
Invoicing
How do I send an invoice on Basic?
Open the booking, tap Create Invoice, review the details, and send it whenever you're ready. You control exactly when it goes out.
Can I customise my invoice details?
Yes — under Settings → Invoice you can set your default payment terms, invoice number prefix, and business details, which apply to every invoice you create.
Automatic invoicing (Pro & Agency)
How does automatic invoicing work?
Once a booking is confirmed, Calendarium generates the invoice and sends it automatically — either straight after the gig or on a schedule you choose. No need to remember to chase it up yourself.
Do I still get reminded about overdue invoices?
Yes — overdue payment reminders send automatically too, following the payment terms you've set, so you're not manually chasing clients for money.
Can I customise the emails that get sent?
Yes — under Settings you can edit the email templates used for invoices, confirmations, and reminders, so they sound like you.
Availability
How do I set my availability?
Under Settings → Availability, set which days you're generally free and your usual hours — or mark specific days as all-day available. You can override any individual date any time.
How do I share it with a promoter or venue?
Generate a share link from the Availability screen and send it directly — they'll see your live availability without needing an account of their own.
Payments (Pro & Agency)
Can clients pay me by card?
Yes — connect your own Stripe account under Settings, and every invoice includes a secure link for clients to pay by card or Apple Pay. Payments go straight to your bank, with no Calendarium fee on top.
Do I need Stripe to use Calendarium?
No — bank transfer and cash are supported on every plan. Stripe is entirely optional, for anyone who wants to offer card payments too.
Agency mode
What does Agency mode add?
Everything in Pro, plus an artist roster — invite artists already on Calendarium by username, or bring on someone new. You can offer them bookings directly, and each artist invoices you individually for their own fee.
How does an artist get paid?
Once an artist accepts a booking offer, Calendarium automatically generates their invoice to you, using the fee and payment terms you set — no manual work needed on either side.
I'm an agency owner but I also perform — can I do both?
Yes — during signup, tell us you perform yourself and you'll be added to your own roster automatically, ready to be assigned to your own bookings.
Billing & plans
Is there a free trial?
Pro and Agency both come with a 30-day free trial — your card is only charged once the trial ends, and you can cancel any time before then at no cost.
How do I upgrade, downgrade, or cancel?
Head to Settings → Subscription in the app. Cancelling takes you to a secure billing page where you're always in full control.
Is Basic really free forever?
Yes — no card required, no time limit. Basic covers your full booking diary, venue address book, and manual invoicing for as long as you need it.
Still have a question?
We're happy to help — reach out any time and we'll get back to you.
Contact Support