The Magic Cafe Forums - CRM for Magicians – I’ve Built One Specifically for Performers

The Magic Cafe Forum Index » » Tricky business » » CRM for Magicians – I’ve Built One Specifically for Performers (3 Likes)

Go to page [Previous] 1~2~3
TomBoleware Inner circle Hattiesburg, Ms 3788 Posts	Posted: Aug 8, 2026 05:45 pm 0 I’m all for using pen and paper. But let’s not overlook that word ‘automatically’ doing it for you. And that's what good programs can do for you. That means a lot and especially for the kidshow magicians sometimes doing 8 or 10 shows a week. Calling and booking all the shows themselves is a job. Some days they don’t know if they’re coming or going. I can see where a good computer program could be a big help. It's something like an office assistant to remind you of what’s going on without having to dig through paperwork you did six months ago. Tom "You can have everything in life you want, if you will just help enough other people get what they want." --Zig Ziglar The Daycare Magician Book https://www.vanishingincmagic.com/amazekids/the-daycare-magician/
Dannydoyle Eternal Order 23016 Posts	Posted: Aug 8, 2026 06:17 pm 0 That is what a calendar is used for. The word automatically only helps if the information is entered correctly and completely. When you do that on a calendar, it automatically pops up when you turn the page. Most use a Google Calendar for events and you can set reminders. The point thomasR is making is simply that it saves no time at all. Electronic programs still need a level of organization. If you are not willing to put that amount of work in, don’t be a business. Danny Doyle <BR>Semper Occultus <BR>In a time of universal deceit, telling the truth is a revolutionary act....George Orwell
TomBoleware Inner circle Hattiesburg, Ms 3788 Posts	Posted: Aug 8, 2026 10:49 pm 0 ThomasR, are you using the AI-assisted Google Calendar. From what I hear, when you move from manual methods to an AI-assisted Google Calendar, you aren’t just upgrading your tool, you are changing your speed from walking to flying. The Old Way: When a client calls, you have to flip to the exact date in your notebook or app. You type the gig title, manually click the start time, scroll to set the end time, type out the load-in time, and copy-paste the venue address. It takes 10 to 15 manual steps. The AI Way: You just type or voice-command one messy sentence: "Schedule a 45-minute birthday show next Saturday at 2 PM at 123 Main St, and add a 30-minute load-in buffer." Gemini instantly understands the duration, interprets the date, maps the address, blocks out your setup time, and builds the invite in one second. You just state your intent and it’s done. One second ain't long. Tom "You can have everything in life you want, if you will just help enough other people get what they want." --Zig Ziglar The Daycare Magician Book https://www.vanishingincmagic.com/amazekids/the-daycare-magician/
Dannydoyle Eternal Order 23016 Posts	Posted: Aug 8, 2026 11:26 pm 0 Quote: On Aug 7, 2026, thomasR wrote: Quote: On Aug 6, 2026, magicant wrote: It's when you want to message them for venue information, email them the day before the event and thank them the day after. Also when you wish to automatically send out an email to an important client 2 weeks before their review date for the next years bookings. This is where a reliable system comes in place and saves you hours. Being able to with just one click add them to a list of clients, create an event and immediately open up an invoice ready to hit send saves so much time and arguably makes you look more professional when they receive a contract with signature, and payment page all in one. You can create saved e-mails in G-mail. It's a much better way to go since you can actually customize them based on each individual you are sending to. Copy and Pasting info onto an invoice template doesn't take long. I'm not sure where I'm saving the time? Yep. Says it all. Danny Doyle <BR>Semper Occultus <BR>In a time of universal deceit, telling the truth is a revolutionary act....George Orwell
Dannydoyle Eternal Order 23016 Posts	Posted: Aug 8, 2026 11:57 pm 0 And before this goes the way this always goes everyone remember I said using an auto response was and is a valid way to do things. I said to each his own. George, thomasR and Mindoro and I simply do it a different way. I have not been negative or said anything about anyone or how they do things. Not a single word. Maybe now some of that nonsense can hopefully be avoided. We’ll see. Danny Doyle <BR>Semper Occultus <BR>In a time of universal deceit, telling the truth is a revolutionary act....George Orwell
thomasR Inner circle 1286 Posts	Posted: Aug 9, 2026 03:15 am 1 Quote: On Aug 8, 2026, TomBoleware wrote: ThomasR, are you using the AI-assisted Google Calendar. From what I hear, when you move from manual methods to an AI-assisted Google Calendar, you aren’t just upgrading your tool, you are changing your speed from walking to flying. The Old Way: When a client calls, you have to flip to the exact date in your notebook or app. You type the gig title, manually click the start time, scroll to set the end time, type out the load-in time, and copy-paste the venue address. It takes 10 to 15 manual steps. The AI Way: You just type or voice-command one messy sentence: "Schedule a 45-minute birthday show next Saturday at 2 PM at 123 Main St, and add a 30-minute load-in buffer." Gemini instantly understands the duration, interprets the date, maps the address, blocks out your setup time, and builds the invite in one second. You just state your intent and it’s done. One second ain't long. Tom I'm not - I use the Calendar on my Mac (almost said I use ical... I'm getting old!). Takes 30 seconds tops to open the app, find the date, add the date, and then set it in the proper color to notify me what it is. I feel like the voice command would take just as long and then I would want to double check that it was added correctly. I don't think voice commands would take any longer though.
TomBoleware Inner circle Hattiesburg, Ms 3788 Posts	Posted: Aug 9, 2026 04:05 am 0 Thanks. I was just curios. My son works in New Orleans as a special projects manager for a large corporation and while down there last week I overheard him talking to someone about AI-assisted Google Calendar. I think he was recommending it to that person. But yes, it sounds like you got it worked out. Tom "You can have everything in life you want, if you will just help enough other people get what they want." --Zig Ziglar The Daycare Magician Book https://www.vanishingincmagic.com/amazekids/the-daycare-magician/
magicant Regular user Manchester UK 137 Posts	Posted: Aug 17, 2026 06:49 pm 0 Depends on the requirements. 1. Some people might want to deal with enquiries and send invoices on the go, you can't do that without an invoicing software and email 2. Automates Contract signatures before payment to protect oneself 3. Forms can be embedded on any website - pen and paper doesn't do this but email can I guess... but then you might have spam folders. 4. say you have 100 bookings and 20 companies review their yearly spend on date x - can you track this easily without hours of work with pen and paper? 5. See who has paid and which gigs are confirmed in one place 6. One click to get apple or google directions to event location 7. Instantly locate past clients, venues and gigs. without going through paperwork for years to find a booking 4 years ago... Using a signed contract and accepting payments via a system showing off your logo looks professional... If you are just getting 1-2 gigs a month this is not required. Sure you can do all the above with pen and paper and email - but how valuable is your time? Not just my solution but this is why CRM's were invented ... Hubspot is fantastic - someone calls and I can instantly tell if they were a client from 5 years ago and I know to greet them with their name. All the best, Anthony https://PerformerDesk.com Quote: On Aug 5, 2026, thomasR wrote: Quote: On Aug 5, 2026, Dannydoyle wrote: I don’t think it too difficult to do this. It is part of the job. Agreed. I'm trying to figure out what the desire or appeal is? What problem is this supposed to solve. ============================== Producers of COVERT ADAPTIONS - INFAMOUS - DEADLY MARKED DECK - GUARANTEED JACKPOT - THE EXPERIMENT - CERBERUS WALLET - AND MANY MORE! www.magicworld.co.uk (UK)
magicant Regular user Manchester UK 137 Posts	Posted: Aug 17, 2026 06:51 pm 0 Automation isn't just about the contact with the client - this can remain completely non automated... It's the backend tasks - finding a client from 5 years ago within seconds while talking on the phone... Now you know their name before you answer or if they have booked you before. If 1 click can be done to add a client, event and booking and 1 more click to send the invoice and it saves me 15 minutes this is why I automate backend tasks as much as possible. Quote: On Aug 6, 2026, Dannydoyle wrote: I do not find automated anything professional. That’s just me. Every single thing you listed can be covered quite easily with pen and paper. Heck it could be done on a shovel with a piece of chalk. Well that is an exaggeration, but still funny. Salespeople have been taught this stuff for over a century. A proper lead sheet from a call along with proper procedures in place to transfer it to booking sheets , which allows you the follow up procedure is all you need. This allows you to keep personal contact throughout the interaction. Keeps the client happy easily. The exact second I get an automated email of any sort from anyone it tells me immediately I am not as important to them as I thought. I dislike that so I don’t ever do it to others. That’s just me. Not right or wrong, just my way is all. I will not automate away client relationships. To me that is just silly because practically my entire business model depends upon relationships. In reality most do. Automating responses is absolutely valid. I’m not slagging it. I simply disagree is all. ============================== Producers of COVERT ADAPTIONS - INFAMOUS - DEADLY MARKED DECK - GUARANTEED JACKPOT - THE EXPERIMENT - CERBERUS WALLET - AND MANY MORE! www.magicworld.co.uk (UK)
magicant Regular user Manchester UK 137 Posts	Posted: Aug 17, 2026 06:54 pm 0 My biggest issue with all CRM's was that you logged in and had no idea where to start. This is why I added a wizard and quick start tutorial and a comprehensive library of tutorial videos. I have just implemented Sarah - an AI helper that knows the system... but you can also click the microphone and simply say "create event for Sarah Marshall on 7th October 2027 for $500 at venue X" and instantly she puts her into the system ready to send the invoice. So discipline still required but all the popups, push notifications and reminders to the magician certainly helps me in replying fast to enquiries and chasing up gigs that aren't won yet. Quote: On Aug 7, 2026, Dannydoyle wrote: That is usually what disappoints people with tech. Discipline is needed as well. Tough to automate away discipline. You sir are correct. ============================== Producers of COVERT ADAPTIONS - INFAMOUS - DEADLY MARKED DECK - GUARANTEED JACKPOT - THE EXPERIMENT - CERBERUS WALLET - AND MANY MORE! www.magicworld.co.uk (UK)
magicant Regular user Manchester UK 137 Posts	Posted: Aug 17, 2026 06:58 pm 0 Exactly - it shouldn't be one way or the other - it is what works for you. If you dm me your email I will happily give you a 60 day free trial of Expert PerformerDesk. As mentioned in the last post my pet hate with CRM's is understanding how they work... so I built a wizard that gets you setup in less than 10 minutes... Then a quick step tutorial around the menus so you can create your first booking in under a minute. Once you get it... it's there not to be impersonal but to help aid you with management of as you say invoices, payments, confirmations etc. Many thanks, Anthony Quote: On Aug 8, 2026, danfreed wrote: For some of us, it's hard to keep track and stay on top of invoices, payments, confirmation, etc etc. It's easy to say, well, just have a system and follow it, but that's not so easy for some of us. I could still mess up with a CRM, but at least everything would be in one place and maybe easier and quicker, if the CRM is really good. I have little experience with CRM's, but it seems like you could use one and still keep things personal as appropriate, it doesn't have to be one or the other. Not sure I'll use one anyway, hard to get out of old habits and methods, but just making a point here. ============================== Producers of COVERT ADAPTIONS - INFAMOUS - DEADLY MARKED DECK - GUARANTEED JACKPOT - THE EXPERIMENT - CERBERUS WALLET - AND MANY MORE! www.magicworld.co.uk (UK)
magicant Regular user Manchester UK 137 Posts	Posted: Aug 17, 2026 07:01 pm 0 I built last week Sarah an AI agent into PerformerDesk - you can use your microphone - take a snapshot from GigSalad or BASH or upload from notes or even a piece of paper. Before creating she shows you the details being added for you to correct if necessary but is surprisingly accurate. Now you have an enquiry in our system in under a minute and one click and it creates the Client, Event and Booking with invoice ready to send to client... No copying and pasting over and over to create an invoice! So like you say - walking to flying Quote: On Aug 8, 2026, TomBoleware wrote: ThomasR, are you using the AI-assisted Google Calendar. From what I hear, when you move from manual methods to an AI-assisted Google Calendar, you aren’t just upgrading your tool, you are changing your speed from walking to flying. The Old Way: When a client calls, you have to flip to the exact date in your notebook or app. You type the gig title, manually click the start time, scroll to set the end time, type out the load-in time, and copy-paste the venue address. It takes 10 to 15 manual steps. The AI Way: You just type or voice-command one messy sentence: "Schedule a 45-minute birthday show next Saturday at 2 PM at 123 Main St, and add a 30-minute load-in buffer." Gemini instantly understands the duration, interprets the date, maps the address, blocks out your setup time, and builds the invite in one second. You just state your intent and it’s done. One second ain't long. Tom ============================== Producers of COVERT ADAPTIONS - INFAMOUS - DEADLY MARKED DECK - GUARANTEED JACKPOT - THE EXPERIMENT - CERBERUS WALLET - AND MANY MORE! www.magicworld.co.uk (UK)
Dannydoyle Eternal Order 23016 Posts	Posted: Aug 17, 2026 08:17 pm 0 I find the words "surprisingly accurate" disconcerting. Danny Doyle <BR>Semper Occultus <BR>In a time of universal deceit, telling the truth is a revolutionary act....George Orwell
Mindpro Eternal Order 11145 Posts	Posted: Aug 17, 2026 08:52 pm 1 I also think this screams of UK business, as some of the things discussed aren't used near as common here in the states as the OP is mentioning. For just one simple example - "Some people might want to deal with enquiries and send invoices on the go, you can't do that without an invoicing software and email". I have booked over 10,000 bookings in my businesses, and I can honestly say I have only sent about 50 invoices ever in all my decades in business. Same for when I hear guys talk about sending proposals for every inquiry they receive. This is not a common practice for the typical performer. Heck, as we know from many here, many do not even have or use a contract, so why would all of this be of interest to them? Another huge point...So much of this also depends greatly on the business model you are using in your performing business. This all seems based for the basic "default" business model but not for other more profitable business models. It seems more for those that are always chasing gigs and working on a gig to gig basis. (This ties in directly on the "Is There Vaue In The Phone Not Ringing?" thred https://www.themagiccafe.com/forums/view......forum=44
Fedora Inner circle Arizona, usa 1011 Posts	Posted: Aug 17, 2026 11:12 pm 0 Quote: On Aug 17, 2026, Mindpro wrote: I also think this screams of UK business, as some of the things discussed aren't used near as common here in the states as the OP is mentioning. For just one simple example - "Some people might want to deal with enquiries and send invoices on the go, you can't do that without an invoicing software and email". I have booked over 10,000 bookings in my businesses, and I can honestly say I have only sent about 50 invoices ever in all my decades in business. Wow! That's actually kind of surprising. I'm asked for invoices frequently. Most retirement centers ask for one. As do most corporations. Their accounting department needs it to approve the fee usually. I've actually sent more invoices than that in the last year probably.
Mindpro Eternal Order 11145 Posts	Posted: Aug 17, 2026 11:19 pm 0 Again, it is all about business models and how you do business. I didn't want to elaborate but many of the things the OP listed above are not or have never been concerns to me or any of my businesses and operations. I didn't want to dig into this on his thread where he is trying to sell his product. A lot of magician's thinking and perspectives going on there.
Dannydoyle Eternal Order 23016 Posts	Posted: Aug 18, 2026 12:34 am 0 Exactly no need to dig at it when he is selling it. Danny Doyle <BR>Semper Occultus <BR>In a time of universal deceit, telling the truth is a revolutionary act....George Orwell
magicant Regular user Manchester UK 137 Posts	Posted: Aug 18, 2026 07:47 pm 0 Because we all know that AI and chat gpt can make mistakes... Now add it's trying to understand your accent and voice and translate. That is why after speaking it displays all results in a small form for you to evaluate and amend... or if you for eg spell out the first name or last name if it is unusual it fixes the tiny problems that can be experienced with ai. Not really a problem Quote: On Aug 17, 2026, Dannydoyle wrote: I find the words "surprisingly accurate" disconcerting. ============================== Producers of COVERT ADAPTIONS - INFAMOUS - DEADLY MARKED DECK - GUARANTEED JACKPOT - THE EXPERIMENT - CERBERUS WALLET - AND MANY MORE! www.magicworld.co.uk (UK)
magicant Regular user Manchester UK 137 Posts	Posted: Aug 18, 2026 07:51 pm 0 Personally I am not chasing gigs enough but outreach is a very important part of marketing and getting gigs whatever anyone says. This simply helps you manage all of those things a little easier. As for UK business - Yes we like to protect ourselves with contracts - they can be setup as a long or short mini contract so completely customisable to you... it could simply be an agreement... but with Equity in the UK at least there is a signature which helps fight against loss of income from larger jobs should you be let down by the client (and I have been). I can't quote for the USA however I have made many changes and more to come to integrate with the USA market since Magic Live. The spelling of Inquiries for one! Then integration with Gig Salad and Bash! All the best, Anthony Quote: On Aug 17, 2026, Mindpro wrote: I also think this screams of UK business, as some of the things discussed aren't used near as common here in the states as the OP is mentioning. For just one simple example - "Some people might want to deal with enquiries and send invoices on the go, you can't do that without an invoicing software and email". I have booked over 10,000 bookings in my businesses, and I can honestly say I have only sent about 50 invoices ever in all my decades in business. Same for when I hear guys talk about sending proposals for every inquiry they receive. This is not a common practice for the typical performer. Heck, as we know from many here, many do not even have or use a contract, so why would all of this be of interest to them? Another huge point...So much of this also depends greatly on the business model you are using in your performing business. This all seems based for the basic "default" business model but not for other more profitable business models. It seems more for those that are always chasing gigs and working on a gig to gig basis. (This ties in directly on the "Is There Vaue In The Phone Not Ringing?" thred https://www.themagiccafe.com/forums/view......forum=44 ============================== Producers of COVERT ADAPTIONS - INFAMOUS - DEADLY MARKED DECK - GUARANTEED JACKPOT - THE EXPERIMENT - CERBERUS WALLET - AND MANY MORE! www.magicworld.co.uk (UK)
magicant Regular user Manchester UK 137 Posts	Posted: Aug 18, 2026 07:53 pm 0 Cheers - Yes I am selling it but also passionate about it and use it for my everyday management. Just trying to make it the best CRM system possible for magicians. All the best Anthony https://Performerdesk.com Quote: On Aug 18, 2026, Dannydoyle wrote: Exactly no need to dig at it when he is selling it. ============================== Producers of COVERT ADAPTIONS - INFAMOUS - DEADLY MARKED DECK - GUARANTEED JACKPOT - THE EXPERIMENT - CERBERUS WALLET - AND MANY MORE! www.magicworld.co.uk (UK)
The Magic Cafe Forum Index » » Tricky business » » CRM for Magicians – I’ve Built One Specifically for Performers (3 Likes)
Go to page [Previous] 1~2~3

[ Top of Page ]

All content & postings Copyright © 2001-2026 Steve Brooks. All Rights Reserved.
This page was created in 0.09 seconds requiring 5 database queries.

The views and comments expressed on The Magic Café
are not necessarily those of The Magic Café, Steve Brooks, or Steve Brooks Magic.
> Privacy Statement <

ROTFL