Imagine you are preparing a cultural programme with singers, dancers and an anchor. You need the right contact details, performance information, travel arrangements and a record of the money involved. Keeping these in separate chats and notebooks makes them harder to check when plans change.
Here is a practical way to use Artist Diary for that work. Each tool keeps a different kind of record; saving an event does not automatically book artists or arrange their travel.
1. Start with an Event Organizer account
Choose the Event Organizer profile type if you plan programmes, lead a team or manage artists. This gives you access to organizer tools such as Artist Details and Driver Details, alongside Event Diary, Travel Plan, Performance and Technical.
- Open Artist Diary Web App, or install the Android app from Google Play.
- Choose Create Account and complete the sign-up and verification shown. If you already registered, sign in to your existing account.
- During profile setup, choose Event Organizer and complete the requested details.
The event organizer registration guide explains the fields in detail. Once your account is ready, begin with the artist records you need for your next programme.
2. Keep your artist records together
Artist Details is your working list of artists. Add records for the artists you work with, including the relevant contact and professional information. It is useful even when you already know the artist and do not need to search for new talent.
- Own records: details you add and maintain yourself.
- Connected records: information available from accepted connections, subject to sharing permissions and your plan.
- Search and filters: narrow a longer list when you need a particular artist or art form.
For example, keep your regular anchor’s details ready instead of finding an old message each time you prepare a programme. Check a record before adding the same artist again, and confirm important changes with the artist rather than relying on an old phone number.
3. Find additional artists and review connections
When your programme needs an artist outside your usual team, use public Search. Choose the art form and location, open relevant profiles and review their shared photos or performance videos before making an enquiry.
An organizer in Vadodara could look for a singer for a company function; a cultural group could look for a folk performer in Kutch. Use the Search page guide for the filter steps.
Manage Connections serves a different purpose: it keeps track of the artists and organizers with whom you exchange access to shared details.
- Received Profiles: review profiles and information shared with you.
- Sent Requests: check requests you have sent that are awaiting a response.
- Favourite Connections: keep frequently used connections easier to find.
Find an artist → Review the work → Discuss the requirement → Confirm the arrangement directly
An accepted connection is permission to access the information being shared. It does not confirm an artist’s availability, fee or booking. Agree those details with the artist for each programme.
4. Record the event amount, payments and expenses
Use Event Diary for the programme’s date, time, venue and agreed order amount. As money is received or spent, enter those transactions against the event so the record reflects what has actually happened.
- Order amount: the amount agreed for the programme.
- Payments received: advances and later payments you enter.
- Expenses: artist fees, transport or other costs you record.
- Documents: relevant event PDFs that you need to keep with the record.
For example, if the order amount is ₹30,000 and ₹10,000 has been received, ₹20,000 remains pending. Enter later payments when they arrive. Recording a payment in Event Diary does not collect or transfer money.
Follow the Event Diary guide for artists and organizers when adding an event or reviewing its summary.
5. Prepare travel and driver information
Use Travel Plan when artists need to travel for a programme. Save the trip dates, destination, departure details and travel mode, and select the artists included in that travel plan.
- Road journey: confirm the departure place, time and vehicle details.
- Train or flight: keep the relevant journey information and travel documents with the plan.
- Travelling team: check that the selected artists match the group actually travelling.
Driver Details is a separate place to maintain the driver’s name, contact number, vehicle information and required documents. This is helpful when a venue needs driver details or entry paperwork before the team arrives.
For example, a troupe travelling from Ahmedabad to another district can prepare the artist list and departure information in advance. Recheck the arrangements with the driver and artists; the app stores the information you enter and does not book transport.
6. Keep performance and stage requirements ready
Use Performance for a programme item’s name, duration and related PDFs, such as a script or song list. Use Technical for the sound and instrument requirements that need to be communicated before the performance.
A dance team might need its performance duration and sequence ready, while a singer may need specific microphone arrangements. Clear records help you ask the right questions when checking the programme with the artist and venue team.
Where an artist has shared these details through a connection, review the information available to you. Confirm that it applies to this programme; requirements from a previous performance may need to change.
7. Export the records needed and share them carefully
Available PDF and Excel exports can help you prepare artist lists or event paperwork. Choose the relevant records before exporting and check the document before sending it to the people handling that task.
- For artist coordination: include the names and work details the coordinator needs.
- For travel or venue entry: check the relevant team and driver information.
- For your accounts: review the available event summary and the payment or expense entries behind it.
An organizer’s saved artist list is not the same as the public artist directory. Connection sharing controls determine what another organizer can access. Review those permissions, and avoid including bank or identity details in a document meant only to communicate a performance schedule.
Tool access, connected-profile access and export limits depend on your plan. Check the current plan screen before relying on a particular export for a large team.
8. Close the programme with an updated record
After the event, compare your saved entries with the payments and expenses you can confirm. Add missing transactions and correct mistakes so an old amount does not remain as the basis for your next follow-up.
Review the event summary for that programme and the monthly summary when checking several events together. If a balance is pending, follow up directly with the client and update the payment record after the money arrives.
Keep reusable artist and performance details current for the next programme. This gives your team a maintained working record instead of another set of documents that becomes outdated after one event.
Frequently asked questions
Can I add an artist who has not registered on Artist Diary?
Yes. You can maintain your own artist records manually. This is separate from viewing information shared by artists or organizers through connections.
Is Artist Diary useful for small programmes too?
Yes. A small programme may still need a few artist records, a confirmed venue, travel details and a payment record. Begin with the tools needed for that event rather than filling every section at once.
Can I use the Web App on a computer and the Android app on my phone?
Yes. Sign in to both with your existing account. You do not need a second registration to move between the Web App and Android app.
Can an organizer connect with another organizer?
Yes. Connections can include other organizers as well as artists. Review the sharing permissions so each account can access only the details intended for that connection.
Can an event organizer start without a paid plan?
Yes. The Basic plan lets organizers begin. Paid plans provide higher limits and additional access for relevant tools; review the current plan details for your needs. Artist Diary does not take commission from the work you arrange.
Prepare your next programme on Artist Diary
Start with the event you are currently planning: prepare the artist records, save the programme details and add travel information where needed. You can build the remaining records as your work requires them.
Open Artist Diary Web App Get Artist Diary on Google Play