Frequently asked questions

One place for your whole booking business: calendar, bookings, contacts, contracts with online signing, invoices with a payment link, and an AI agent that spots requests in your mailbox and prepares replies. Made for DJs, artists, agencies and studios.

Every new organisation gets 14 days of all features (Ultimate Agency), with no credit card and no payment details. After the trial you choose a plan. If you do nothing, your organisation becomes read-only: your data stays where it is and stays visible, and viewing, searching, downloading PDFs and exporting all keep working, but creating and changing things only works again once you choose a plan. There is no free tier.

Yes. You upload the export from your current package under Settings → Import: well-known exports are recognised automatically, and our AI reads in other Excel or PDF files for you. Your history, contacts and fees come along, and duplicate rows are skipped automatically. Would you rather talk it through first? During your trial you get a free 20-minute switching call: email info@ultimate-bookings.com with the subject Overstapgesprek.

Yes, the whole app works in the browser on your phone, tablet and computer. You can also add your calendar to Google or Apple Calendar with a single link, so your shows appear in your phone calendar automatically.

Artist (€19.00 per month excl. VAT, €22.99 incl. 21% VAT in the Netherlands) is for one artist: calendar, bookings, contacts, contracts and invoices, Insights into your own history (year overview, seasons and map), with unlimited team members. Ultimate Artist (€49.00 excl. VAT, €59.29 incl. VAT) is also for one artist and adds the AI agents: the mail intake, reminders for options (holds) and invoices, the pitch map and Agent+, Insights plus (winning back past clients and price advice), plus the API. Agency (€79.00 plus €9.00 per active artist, excl. VAT) is for an agency or manager with several artists. Ultimate Agency (€99.00 plus €12.00 per active artist, excl. VAT) adds the same AI agents and the API. The amounts including VAT apply to a client in the Netherlands; see "How do I pay?" for everyone else.

With Agency and Ultimate Agency you pay a fixed amount per month plus an amount for each active artist. An agency with 5 artists pays €79.00 plus 5 times €9.00 on Agency, €124.00 per month in total, excl. VAT. On Ultimate Agency that is €99.00 plus 5 times €12.00, €159.00 in total. If you add an artist halfway through the month, you only pay the difference for the rest of that period. If you remove one, that takes effect at the next billing date. Team members are unlimited on every plan.

With API keys, other programs can read your data. The API is included in Ultimate Artist and Ultimate Agency. With Artist and Agency you can add it for €15.00 per month excl. VAT, €18.15 incl. VAT in the Netherlands.

One artist is one artist name, band, studio or company with its own invoicing details (Dutch Chamber of Commerce (KvK) number, VAT number, IBAN, address) and its own legal series of invoice numbers. That is also how the app shows it, under Settings → Artists. Two artist names that invoice from one sole proprietorship count as 1 artist together; three bands that each send their own invoice are 3 artists. Bookings, contacts and team members do not count; only artists. And only the artists set to active: you can always set an artist to inactive, and everything under it stays visible. Artist and Ultimate Artist are for 1 artist. With Agency and Ultimate Agency you pay per active artist.

Yes, both, at any time under Settings → Subscription. After you cancel, your plan runs until the end of the paid month; after that nothing more is charged and your account becomes read-only: everything stays visible, and you can only make changes again with a plan. If you change plans, your current plan keeps working until the first payment for the new plan has come in, and the old subscription stops at that same moment, so two subscriptions never run side by side. Note: that first payment is straight away a full month of the new plan, and the days you had left in your current month are lost. So ideally, change plans just before your next charge.

By a recurring SEPA direct debit mandate, processed by Mollie, the same payment provider you may know from iDEAL. Prices are per month, excluding VAT. If you are in the Netherlands, 21% VAT is added. If your business is in another EU country, enter your VAT number: we then reverse-charge the VAT and you pay us the net price. Outside the EU we charge no VAT.

Never. That is our strictest rule. The agent reads along, spots booking requests, puts them in your calendar and writes draft replies and reminders. But everything waits in the approval list for your click. Nothing goes out without your approval.

It checks your connected mailbox for new requests (and prepares them with the date, place and fee already filled in), and reminds you of options (holds) that are about to expire and of invoices that have not been paid, all as drafts that you approve.

There is no contradiction, because two things are getting mixed up. What happens automatically is the WRITING and the TIMING: the agent notices by itself that an option is about to expire or that an invoice is past its due date, and overnight it puts a ready-made message for it in your approval list. What does not happen automatically is the sending: that message stays there until you press Approve & send, and disappears if you reject it. Some of those reminders are only meant for you anyway and never go out (for example: this option expires on Friday). This is not just a promise: the database itself will not let a message be marked as "sent" unless it has been approved first, with who approved it and when.

Gmail, Yahoo, iCloud, TransIP, one.com, Ziggo, KPN and almost any other provider with IMAP. The connection wizard shows for each provider exactly how to create an app password. Only Outlook/Hotmail often does not work, because Microsoft blocks that access.

We only read (never send, never delete), your password is stored with strong encryption (AES-256) and you can disconnect at any time with one click.

Yes, for the messages the agent uses. We store the sender, recipient, subject, date and the text of the message; otherwise you could not read back the thread, and a reply would not reach the other side as a reply. That text is also sent to our AI service to turn it into a request or a draft; it is not used for training. If you do not want that, do not connect a mailbox: the rest of the app works fine without one. Everything is deleted as soon as you close your organisation. See the privacy statement, section 5.

The strategist on top of the regular agent, part of Ultimate Artist and Ultimate Agency. It looks at your whole history and comes up with suggestions: which venue you could rebook, which city you have never played, which festival you should approach now for next year. It also finds free nights you could fill and plans a tour when you tell it where you want to go. The strictest rule applies here too: it writes the draft, you do the sending.

Under Fill free nights you see, per artist, which nights in the coming weeks are still free. For each night Agent+ works out a route from the artist's home address: which clubs, in what order and what time you will be home again. Shows that are already fixed stay in place. Driving times are an estimate. If you choose a plan, Agent+ prepares pitch emails for the clubs. Those never mention an amount and wait for your click.

Say where you want to go, for example Germany or Asia. Agent+ asks a few short questions: when, how many shows, on which days and how you travel. Then it builds a tour with cities where your fans are, dates, the journeys between the cities and clubs to pitch. Clubs notice nothing until you send a pitch email yourself.

You ask Agent+ a question in plain language, for example: is there room for another show between Berlin and Prague? Agent+ works it out with your own calendar: free nights, travel times, papers needed for a country and clubs nearby. Then it suggests buttons, such as setting an option (hold) or preparing pitch emails, and nothing happens until you click. Emails always wait for your approval. Ask Agent+ is part of Ultimate Artist and Ultimate Agency.

Go to Settings, Notifications and tap Turn on notifications, then Allow. On Android and on your computer that works straight away. On an iPhone or iPad, Ultimate Bookings first has to be on your home screen as an app (iOS 16.4 or later): open the site in Safari, tap the share icon (the square with an arrow pointing up), choose Add to Home Screen and tap Add. Then open the app from your home screen, log in once more and turn on notifications there. A notification never contains a name, amount or address, and you can turn them off on the same page.

Yes, on every plan and without a limit. You invite someone as a Manager (sees and does everything) or as an Artist. An artist sees only the calendar and shows of the artists you tick: no invoices, contacts or settings. You decide per artist whether fees are visible.

Yes. Every team member has a personal calendar link for Google or Apple Calendar, with only the shows that person is allowed to see. If someone leaves the team, their link stops automatically.

Yes. If a second organisation invites you, a menu appears in the bar that lets you switch, with your own role and permissions in each organisation.

Your data stays yours. Under Settings → Account you can download your complete administration (bookings, contacts, invoices) as an Excel file at any time. If you leave, you cancel yourself with the button on that same page: your account, or your whole organisation.

If you close your organisation, bookings, contracts, calendar, email, contacts and team members are deleted, immediately and permanently. Your invoices remain: they must be kept for seven years (statutory tax retention period). We remove the personal data around them at that moment: company name, street, postcode, town, country and VAT number stay on the invoice (the law requires them there), personal names, email addresses, phone numbers, notes and preferences do not. After those seven years the rest is deleted too. If you only delete your own account, the organisation simply keeps running for your colleagues.

In the European Union (Ireland), with protection at database level: no other organisation (and no team member outside their role) can access your data. More detail is in our privacy statement.

Yes, and we have one ready. For the data of your contacts and artists, you are the controller under the GDPR and we are the processor. Ask us for the data processing agreement; it sets out what we may do with that data, which parties we use and what we do in the event of a data breach. One exception, which is in the terms: for market research we keep our own copy of your fees and shows, without contact persons. We are the controller for that copy ourselves, and you can always switch it off under Settings → Account.

No. The AI (Claude by Anthropic) only analyses the emails, WhatsApp messages and files you offer, to turn them into bookings and drafts for you; it is not used for training and nothing goes to advertising.