Advancing

Advancing is collecting the practical details of a show from the venue: when you can load in, where to
park, who the day-of contact is, what catering looks like. Tourlog doesn't replace your email. It reads
the advancing mailbox, works out what the venues told you, and proposes changes. You accept, edit or
dismiss each one.

Status: the mail reader described on this page is new, and is switched off until it is set up for
your installation (see Setting up the mail reader). Everything else in
Tourlog works without it.

How it works

Venue emails the advancing mailbox
        ↓
Tourlog files the message in a conversation
        ↓
YOU pick which show the conversation is about          (Review › Which show?)
        ↓
Tourlog reads the new messages and proposes changes
        ↓
YOU accept, edit or dismiss each proposal              (Review)
        ↓
The show is updated. Every accepted change can be undone.

Three rules hold throughout:

• Tourlog never sends email. You talk to venues in your normal mail app. Tourlog only reads the
  mailbox.
• Nothing changes until you accept it. Proposals are only suggestions.
• You can undo. Every change you accepted can be taken back.

The advancing mailbox

Ask venues and bookers to write to one dedicated advancing address, and read and reply there in your
usual mail app. Tourlog watches that mailbox, both the inbox and the sent folder, read-only. It
never moves, deletes or marks anything in it. New mail appears in Tourlog within a few minutes.

Tip: Keep replying from your mail app as you always do. Tourlog sees your sent mail too, so it
knows whose turn it is.

Review

Advancing › Review is everything Tourlog is waiting on. The sidebar badge counts new conversations,
pending proposals and open notes.

Nothing to do? The page says Nothing to review.

Step 1: Which show?

A new conversation first appears under Which show?, with its subject, sender, number of messages and
a preview. Tourlog suggests shows that fit (from the subject, a booking number, dates in the message, the
sender's domain and the venue). It does not guess silently. You pick.

How to: match a conversation to a show

1. Under Which show?, find the conversation.
2. Tap the suggested show that fits.
3. If none fits, type in Search all shows (event, venue, city or date) and tap the right result.

Later replies in the same email thread follow that show automatically. A new email that only has the
same subject (a new thread, or a portal's automatic mail) gets its own card, with that show suggested
first: one tap, and you decide.

When it isn't about a show

Tap Not about a show. A conversation belongs to one show or to none. A thread covering several shows
goes here, and you handle it by hand. Open in Mail jumps to the original message.

Changed your mind? Open Not about a show at the bottom of Review, search for the show and tap it.
The conversation is matched after all, and anything that was set aside with it comes back.

Tip: Picked the wrong show? On the show's Advancing tab, under Conversations, tap Change show.

Step 2: Proposals

Once a conversation has a show, Tourlog reads its messages and groups proposals per show, soonest
show first. Each email gets a header such as Name (Venue) · date · "subject", and each proposal is a
card.

A proposal card shows:

Part	Meaning
Title, for example Show › Arrival	What field would change
Now	What Tourlog has today (Not yet known if empty)
New	What the email says
From	Who said it, and which side they are on (venue, booker, management)
Quote	The exact sentence from the email, with an English translation if it was in another language

How to: accept a proposal

1. Read Now, New and the quote.
2. Tap Accept.

The field is updated on the show. The card moves to the show's history.

How to: change a proposal before accepting

1. Tap Edit.
2. Change the value (a time, an address, a yes/no, a pass type, a contact's details…).
3. For details a venue and a show both hold, such as an address or capacity, choose Save on the venue
   or Save on this show only.
4. Confirm.

How to: reject a proposal

Tap Dismiss.

How to: accept everything from one email

When an email has several proposals, tap Accept all from this email. Check the cards first.

How to: undo

Open the show's Advancing tab, find the accepted change under History and tap Undo. The field
returns to its previous value.

What Tourlog can propose

Kind	Examples
Times	Arrival, set start, set end, curfew; schedule rows for load-in, soundcheck, doors, showtime, changeover and load-out, including times after midnight and tbc
Show and venue facts	Stage, capacity, get-in and parking addresses and notes, house sound, a Stager link
Production notes	One-line notes under Technical, Hospitality, Parking, Merch, Content or Management
People	Support acts, guest-list entries, contacts (a name and address seen in the headers can become a contact proposal)
Documents	A message attachment filed as a show document (not visible to crew)
To-dos	A to-do, with an optional due date

Requests from a booker or management are proposals too, tagged From Booker or From Management.

A proposal always carries a quote. If the email doesn't say it, Tourlog doesn't propose it.

Notes

Sometimes an email contradicts what you have. Tourlog adds a Note, for example "The venue says doors
are 19:30, but the schedule has doors at 19:00." Tap Resolved when you have dealt with it or Dismiss
to hide it.

Not read yet

Messages Tourlog could not read (or hasn't yet) wait under Not read yet as could not be read or
waiting. Tap Retry. With the mail reader off, the message stays in the list and is read once the
reader is on again. If a message never reads, open it in your mail app and enter the details by hand.

A show's Advancing tab

Open a show and choose Advancing.

Essentials

Tourlog counts the essentials you need for the day and shows how many are known (for example 12 of 15 known · In progress). The essentials are:

Essential	Counts as known when…
Show time	The set start, or a timed showtime row, exists
Set length	Set start and end exist
Changeover	A changeover row has a time
Get-in	An arrival time, or a timed load-in row
Soundcheck	A soundcheck row has a time or a note
Where to arrive	The venue address plus a get-in address or note
Parking	A parking address or note, or Parking production notes
Day-of contact	A contact with a phone number whose role says day of show or production
Catering	Hospitality production notes
Timetable	Three or more timed schedule rows
Rider confirmed	A Rider confirmed: line in the Technical notes
Guest list	A Guest list: line in Hospitality notes, or a guest-list entry
RF / IEM	An RF/IEM: line in the Technical notes
Curfew	A curfew time
Doors	A doors row with a time (clubshows only)

The status reads Not started (no conversation yet), In progress, or Done (every essential known).

Tip: The labelled lines (Rider confirmed:, Guest list:, RF/IEM:) are what the essentials look
for. Accepting a proposal writes them for you, and you can type them by hand too.

Still missing

Lists the essentials not yet known, with ready-made questions.

How to: ask a venue for what's missing

1. Under Still missing, choose Dutch or English for the language of the questions.
2. Tap Copy questions.
3. Paste them into your reply in your mail app.
4. Send the email yourself.

Checks

Flags times that don't fit together, such as a set that ends after curfew.

Conversations

Every conversation on this show, who wrote last (for example Venue replied 05-10), Open in Mail,
Change show, and Read this conversation.

How to: read older mail

Tourlog only reads mail received after the Read mail from date. To read an older conversation, open
the show's Advancing tab and tap Read this conversation.

Notes, History and Production notes

• Notes: see above.
• History: every proposal decided for this show, with Undo.
• Production notes: the Technical, Hospitality, Parking, Merch, Content and Management text for the
  show. Tap Edit to type or fix lines yourself. Only you see these. They never appear for crew or
  venues.

Today and advancing

Today has an Advancing block: new conversations, shows with proposals, open notes, and upcoming
shows within 21 days that still miss essentials. It also lists to-dos that fall due.

Setting up the mailbox

Everything for advancing lives in Settings › Advancing. Tourlog only reads the advancing
mailbox: it never moves, marks or sends mail, and it never sends anything from your address. You reply
from your own mail app.

1. Open Settings › Advancing and go to Mailbox.
2. Fill in IMAP server, Port (usually 993), Username (usually the email address) and Password.
   For Gmail or iCloud, use an app password. Leave Inbox folder and Sent folder empty unless your
   mail provider uses other names.
3. Tap Save mailbox, then Test connection. It says which folders Tourlog will read, or why it
   couldn't connect.

The password is stored encrypted and never shown again; leave the field empty to keep it. Tourlog checks
the mailbox every 5 minutes.

Turning advancing off

Prefer to advance entirely by hand? In Settings › Advancing, tap Turn off advancing. Tourlog stops
checking the mailbox and stops reading mail, and Review leaves the sidebar. Each show's Advancing tab
still lists what is missing, with questions to copy, and you fill in the details yourself. Nothing filed
earlier is deleted: Turn on advancing brings it back.

Setting up the mail reader

The reader needs a connected mailbox (above) and an API key for the reading service. Then:

1. Open Settings › Advancing and go to Mail reader.
2. Paste the key into API key and tap Save key. It is stored encrypted; afterwards Tourlog only shows
   its last four characters. Remove key takes it out again.
3. Tick Read advancing mail with the model.
4. Set Read mail from. Mail older than this date is filed but not read unless you ask. Switching the
   reader on with no date starts it today.
5. Set Monthly cap (USD). When the cap is reached, the reader pauses and mail keeps being filed.
6. Tap Save.

The Review page says Advancing is off, Mail reader: no API key set, Mail reader: off or Mail reader: paused, monthly cap reached when it isn't reading.

Privacy

The reader is visible only to you, the signed-in admin. It is never shown to crew or venues and never
mentioned in emails, PDFs or reader pages. It only proposes, and it never sends mail or writes to a show
by itself. The mail is processed by a provider that doesn't train on it and deletes it within 30 days.