Getting Started with TourSmart

Welcome to the next generation of music logistics. This guide walks you through account setup, our hybrid platform interface, and your first automated sync. TourSmart is designed to handle the heavy research so you can stay focused on the performance.

1. Account Creation & Registration

Before you begin, ensure you have an active account. You can register via the app's login screen or directly on the TourSmart.io website.

• Cross-Platform Ecosystem: TourSmart uses a "Cloud-First" sync engine. A tour created on your desktop will be available on your mobile device instantly after login.
• System Requirements: On Windows/macOS, the app sets an optimized window size at startup (75% of your screen) to ensure a comfortable workspace for complex itinerary planning.

2. Initial Login & Automatic Syncing

When you log in, TourSmart immediately triggers a full data restoration from the server. This restores your tours, invoices, and legal documents to your local database.

Pro-Tip: Always perform your first login on a high-speed connection. This ensures your local "Venue Cache" is fully populated, allowing you to work smoothly if you later enter a "dead zone" during travel.

3. Interface & Offline Mode

• Responsive Sidebar: On desktop, use the sidebar to manage multiple tours. On mobile, navigate via the bottom bar and a slide-out drawer.
• Offline Resilience: If you lose internet, a red banner will notify you. You can still browse saved data and draft notes, but AI-powered features (like "Get Contact" or "Plan Route") will pause until you reconnect.

Dashboard Overview & Tour Map

The dashboard provides a high-level view of your entire touring operation, with tools for rapid navigation and logistical insights.

Advanced Sidebar Navigation

• Live Tour Search: Instantly filter your tour list by typing a tour name or artist in the sidebar search bar.
• Natural Sorting: Your list is automatically organized numerically and alphabetically (e.g., "Run 2" comes before "Run 10").
• Quick-Access Tabs: Click an active tour name to reveal direct links to its Plan, Promote, Contracts, and Invoices tabs.

The "View Tour" Overview & Fuel Estimator

Click the "View Tour" icon on any tour header to access the Logistics Insight page:

• Interactive Map: Visualize your route with road-aware paths. Red pins mark shows, while a green pin marks your starting point.

• Fuel Estimation: The app calculates your total distance in kilometers and provides an estimated fuel cost based on your vehicle type and current fuel prices.
• Resizing Handles: On desktop, hover over the "Grip" icons to drag and resize the map or itinerary list sections for a better view.

Advice: Use the "Print" button in the top right to generate a landscape PDF of the overview. This is perfect for sharing the route and fuel budget with drivers or team members.

The 7-Step Tour Setup Wizard

Creating a tour is now a highly automated research process. The Setup Wizard uses AI to scan gig histories and verify venue data before you even enter your first stop.

1. Name & Artist: Enter your tour title and the touring artist. These fields are mandatory to initiate the database scan.
2. Organizing Team: Specify your role (Artist, Manager, or Agent). This automatically signs your outreach emails and pre-fills contract "Representative" fields.
3. Set Tour Dates: Select a range. Advice: Be precise here; the Itinerary Planner uses these dates to calculate realistic travel times between cities.
4. Regional Focus: Add the countries you intend to visit. You can use aliases like "USA" or "United Kingdom" to filter the search.
5. Similar Artist Research: Search for an artist who plays venues appropriate for your current career level. TourSmart will analyze their past tours to build your initial target list.
6. Target Venue Size: Choose a capacity range (e.g., "Small 0-500" or "Medium 501-2000"). This keeps your research focused on venues you can realistically fill.
7. Tour Pacing: Set the maximum consecutive show nights (up to 15 or "No Limit") and required rest days.

The Auto-Setup Agent

Once you complete the wizard, the Auto Setup Agent begins background processing. You can monitor its progress through these real-time stages:

• Scraping & Analysis: The agent finds venues based on your chosen similar artist and capacity filters.
• Business Status Check: TourSmart proxies through Google Places to ensure every suggested venue is currently operational and hasn't closed permanently.
• Contact & Map Sourcing: The agent finds booking contact info and geocodes venues for map visualization.

The "Plan" Tab: Logistical Command

This tab is where you transition from raw research to a finalized, confirmed itinerary.

1. Venue Research & The "Get All" Tools

Use the Find Venues section to add more similar artists to your research list. Once you have a list, use the bulk tools to enrich your data:

• Get Capacities: Uses AI to find and fill in missing venue size data.
• Get Map Locations: Fetches geocodes so all targets appear correctly on the interactive map.

2. Find Replacement Feature

If you have an empty day in your schedule, or if your prompt results in duplicated venues, TourSmart can intelligently pivot and find an alternative.

1. Click "Find Replacement" on the selected tour day.

2. The system analyzes the selected city and country and first searches saved venues in the local database.

3. If no exact prompt match is found (or if you are breaking up a duplicate venue), TourSmart automatically discovers active venues from external sources within the same metro area that match *most* of your high-level criteria.
4. Venues are ranked by proximity, capacity compatibility, and likely availability for the tour date.
5. Select a venue to automatically generate booking contact details and a one-sentence show summary.

3. Managing Your Itinerary

• Drag-and-Drop: Use the Grip Vertical handles to reorder days. All subsequent show dates will update automatically to maintain a logical sequence.
• Confirmation Emails: When you mark a show as "Confirmed," you can choose to "Confirm & Send Email". This launches a pre-filled draft to the venue using their sourced contact info.
• Show Day Schedules: Confirmed venues reveal a detailed schedule form for Load-In, Soundcheck, Doors, and Curfew times.

The "Promote" Tab: Media Outreach

Build buzz for your shows with automated press release generation and highly targeted local media outreach.

1. AI Press Release Generator

Create professional announcements without hiring a publicist. Fill in the **Artist Details** and choose your scope:

• Specific Show: Focuses on one confirmed date, perfect for local city newspapers.
• Markdown Editor: Generated releases open in a full-screen editor where you can use bold, italics, and underlines to format your copy.

2. Finding Local Media

Search for outlets (Newspapers, Radio, Online) by typing a location or searching by saved venue. Searching by venue ensures you find outlets that specifically cover that room.

3. Outreach Management

• Get All Contacts: Click this to have the AI find names and emails for every saved media outlet at once.
• Email Templates: Customize your outreach template using placeholders like [Contact Name] and [Your Name]. TourSmart will replace these automatically when you click "Compose Email".

The "Contracts" Tab: Legal Logistics

Generate and store over 20 types of music industry agreements, from **Performance Agreements** to **Equipment Leases**.

Automated Generation

1. Smart Pre-filling: Select a saved venue from the dropdown. The app will pull their name and location into the form automatically, reducing manual entry.
2. Contract Library: Choose from categories like "Production & Crew" or "Travel & Logistics".
3. Full Editor: Every generated document can be manually edited before downloading as a professional PDF.

Document Storage & Sync

• Upload Signed Versions: Once a contract is executed, upload the signed PDF or image for safekeeping.
• 2MB File Limit: To maintain fast cross-device syncing, individual file uploads are limited to 2MB.
• Cloud Restoration: Signed documents are securely stored and will re-download automatically if you log in on a new device.

Legal Advice: TourSmart templates are for informational purposes. Always consult with a qualified lawyer to ensure your final documents are binding in your specific jurisdiction.

The "Invoices" Tab: Professional Billing

Issue professional, itemized invoices to venues and promoters to ensure you are paid accurately and on time.

Generating an Invoice

• Client Pre-filling: Select a **Saved Venue** or **Media Outlet** to instantly populate the "To Client" section.
• Itemized Lines: Add as many items as needed (e.g., Performance Fee, Merch Split, Per-Diem).
• Automatic Math: The app calculates subtotals and applies your custom tax rate in real-time.

Invoice Management

• PDF Previews: Click the "Eye" icon to see a full render of the PDF before finalizing it.
• Tracking Status: Mark invoices as "Paid" or "Unpaid" to keep your financial dashboard organized.
• Email Senders: Send invoices directly to clients with a pre-filled template that includes the invoice number and total amount.

Global App Settings

Customize the core behavior of TourSmart and manage your account's data security.

Logistical Calibration

• Fuel Settings: Set your current fuel price per liter and select your vehicle efficiency (e.g., "SUV 12L/100km" or "Tour Bus 25L/100km"). This calibrates the estimates on your View Tour overview.
• Date Display: Choose between several display formats (e.g., September 3, 2025 vs 03/09/2025) to match your region's standard.

Data & Backups

• Manual Cloud Sync: Use "Sync Devices" to force a fresh download of all your tour data from the server.

• The .tsbackup Format: Create local backup files to keep a physical copy of all your tours and settings on your local machine.

Account Management

You can manage your subscription status or permanently delete your account and all associated cloud data from this screen.