toursmart.io

toursmart.io

Frequently Asked Questions

(FAQs)

TourSmart is a comprehensive tour management application designed for artists, tour managers, and booking agents. It uses AI and data collection tools to help you research venues, plan itineraries, generate press releases, create legal documents, manage invoices, and much more.

Simply click the “Create New Tour” button in the sidebar. A dialog will appear where you can enter the tour’s name, artist, key personnel (like a Tour Manager or Booking Agent), dates, and assign a color for easy identification.

The sidebar on the left is for managing your different tours. You can select which tour you want to work on or create a new one. The tabs at the top (or bottom on mobile) are the different management sections for the currently selected tour.

When a tour is selected, you’ll see a settings icon (⚙) in the top right corner of the main content area. Clicking this will open a dialog where you can edit the tour’s name, dates, and other details.

The Agent is an automated tool that researches potential venues for your tour. It does this by analyzing the past concert history of artists on the platform Songkick. It finds where they’ve played, how often, and aggregates this data for you.

A Songkick “slug” is the unique identifier for an artist in the Songkick website’s URL. To find it, go to Songkick.com, search for your artist, and look at the URL. For example, for the artist Tom Walker, the URL is https://www.songkick.com/artists/1011270-tom-walker. The slug is everything after /artists/, which is 1011270-tom-walker.

Data collection consumes credits. The Agent is designed to stop automatically if your credit balance gets too low (below 10 credits) to prevent you from accidentally using all your credits on a large search. You will see a notification if this happens.

This section uses AI to add valuable information to the venues your Agent has found.

Get Capacities: Fetches the approximate capacity for venues.

Get Locations: Fetches the geographic coordinates (latitude/longitude) for venues so they can be displayed on the map.

Get Contacts: Finds the name, email, and LinkedIn for the booking contact at a saved venue.

The AI-powered Itinerary Planner takes all of your saved venues with available or confirmed dates and creates a logical, day-by-day tour route. It considers your specified travel method, desired pacing (e.g., front-loaded shows), rest days, and any other custom instructions you provide.

 

In the “Promote” tab, fill in the Artist Genre and Bio fields. Then, choose a scope (Entire Tour, Specific Show, or a Generic Template) and click “Generate Press Release”. The AI will create a professional press release for you in the content box.

You can search for media outlets (Newspapers, Radio Stations, Online Outlets, etc.) either by a general location (e.g., “Dublin, Ireland”) or by selecting one of your saved venues to search in its area. The app will then find relevant media outlets for your promotional outreach.

 

After saving a media outlet to your outreach campaign, you can click the “Get Contact” button. The app will use AI to find the most relevant contact person and their email address.

In the “Contracts” tab, select a document category and template (e.g., Artist Performance Agreement). Fill in the required fields with details for both parties, and the AI will generate the full legal document for you.

Yes. After you have generated and saved a document, you can upload a signed version (like a PDF or image) to keep it stored with the original.

In the “Invoices” tab, click to create a new invoice. In the “Start Here” dropdown, select the venue you want to bill. This will pre-fill their details into the “To” section of the invoice form. You can then fill out the rest of the details and line items.

Your subscription access never expires while it remains active. You can use our A.I. features anytime during your subscription period, giving you the flexibility to create tours whenever you need.

The right subscription plan depends on how often you use our A.I. features. If you’re new, we recommend starting with a plan that includes a 7-day free trial so you can explore the platform and understand your needs before committing. You can upgrade, downgrade, or cancel your subscription at any time as your usage changes.

Yes. Your subscription is linked to your TourSmart account, not to a specific app. This means you can access A.I. features across our entire TourSmart software suite using the same active subscription.

A great workflow is to follow the tabs from left to right:

Plan Tab – Find Venues: Start by using the Agent to research artists similar to yours. This will generate a large list of potential venues based on real-world concert data.

Plan Tab – Enrich Data: Use the “Get Capacities” and “Get Locations” tools to add crucial data to your venue list. This helps you filter effectively and see everything on the map.

Plan Tab – Curate Your List: From the main Venue List, use the filters to narrow down your options. When you find a venue you’re interested in, click “Save” to add it to your “Saved Venues” list for this tour.

Plan Tab – Get Contacts: In the “Saved Venues” section, use the “Get Contact” buttons to find booking information for your shortlisted venues.

Plan Tab – Plan Itinerary: Once you have a good list of saved venues with available or confirmed dates, use the AI Itinerary Planner to generate a logical, day-by-day route.

Promote/Contracts/Invoices: With your plan taking shape, move to the other tabs to generate press releases, create performance agreements, and send invoices as needed.

Absolutely. In the “Saved Venues” section of the Plan tab, you can manage dates for each venue. Instead of adding “Available Dates,” you can directly add a “Confirmed Schedule” for any shows that are already booked. The AI Itinerary Planner will treat these confirmed dates as fixed points and create the rest of your route around them.

When you generate a new itinerary, your previous one is automatically archived. You can view, restore, or download PDF versions of your archived plans at the bottom of the “Itinerary Planner” section. This allows you to experiment with different routing options without losing your work.

Yes. Once an itinerary is generated, you can manually re-order the days by dragging and dropping them in the list. The app will automatically recalculate the dates and day numbers for you. If your change affects a confirmed show date, the app will ask you for confirmation before proceeding.

The “Venue List” is the large, raw database of all potential venues collected by the Agent. Think of it as your research pool. “Saved Venues” is your curated shortlist of venues that you are actively considering or have booked for this specific tour. All the detailed management, like tracking contact status and show schedules, happens in the “Saved Venues” section.

The Agent consumes credits based on the amount of data it collects. Specifically, it costs 10 credits for every 1,000 gigs (lines of data) it finds. The process stops automatically if your balance drops below 10 credits to prevent accidental overspending.

The app is designed to automatically try and resolve any pending transactions from the App Store or Google Play when it starts. If your credits don’t appear after a purchase, try closing and restarting the app. You can also refresh your balance manually using the refresh icon in the Settings -> Account Information section.

No. TourSmart never sees, handles, or stores your credit card information. All in-app purchases are processed securely by Apple (App Store) and Google (Google Play). Desktop and web purchases are handled by our secure payment processor on our website.

TourSmart never reads your emails or stores your email password. The integration works in two ways, based on your choice in Settings:

Webmail (Gmail, Outlook, etc.): The app opens a secure, isolated in-app browser window that goes directly to the webmail provider’s compose screen. It uses cookies stored securely on your device to keep you logged in, but the app itself has no access to your credentials.

Default App: The app uses a standard mailto: link to ask your device’s operating system (e.g., iOS Mail, Windows Mail) to open a new email with the information pre-filled. TourSmart has no direct access to the external mail app.

For security and technical reasons, the app cannot automatically attach a file to an email being opened in a separate application or a web browser. The app will prompt you to first download the PDF to your device, making it easy for you to then attach it manually to the email draft.

For a venue to appear on the map, it needs geographic coordinates (latitude and longitude). After running the Agent, go to the “Enrich Venue Data” section and use the “Get Locations” tool. This will fetch the coordinates for your venues and populate the map.

The AI does its best to find publicly available information, but it may not always be perfect. While you cannot directly edit the data in the main “Venue List,” once you save a venue to your “Saved Venues,” you can manually edit all its details, including the confirmed schedule and contact information, within the expandable card for that venue.

The AI-generated text is a strong starting point. You can view the full text within the app and download it as a PDF. For edits, we recommend opening the PDF in an appropriate editor or copying the text into a word processor to make your final changes before sending.

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