Unresponsive Musicians

Hello? Anybody home?

You have invited a musician but they haven't responded, now what? We recommend taking the following steps to ensure clear communication:

  1. Confirm the status of the email for the musician

  2. Double-check the correct contact information for the musician

  3. Send the musician a nudge

  4. Respond for the musician

  5. Replace the musician

Confirm the Status of the Email

In order to know how to follow up with a musician who has not responded to a Rhapsody call, you will want to know if they have received the call in the first place.

By default, Rhapsody communications are sent through email. By sending calls through email, Rhapsody can track the status of a call to see if it successfully reached the musician. As a result, Rhapsody will display the current email status for all unresponsive musicians in a Project.

Email status's can be viewed underneath the name of a musician in the Genius, Pieces, or Work Sessions view of a Project.

FYI

Status's are only displayed for unresponsive musicians. If a musician has provided their response, you can rest assured that they have received and viewed the Rhapsody communication!

Email in Queue

The Email in Queue status means that Rhapsody is currently in the process of sending out the communication. Rhapsody sends out all communications one-by-one, so emails have to wait their turn to be sent.

If you have just sent a call, you will likely see this status for multiple musicians until all calls have been sent. After you have sent the call, wait a few minutes and refresh your page to see the updated status of all emails in the call.

If the Email in Queue status remains after 15 minutes from sending the call and refreshing the page, your musician may not have received the call. Double check that the email on file for the musician is correct by selecting their profile picture/circle with their initials.

Email Sent

The email has been successfully sent to the email address on file for the musician! At this time, the musician has not viewed their ema

Email Received

The musician has viewed the most recent Rhapsody communication.

FYI

Rhapsody will always send out emails for all communication. This is so that we can track and time stamp all communications sent through Rhapsody. Musicians can opt to receive SMS communication or use the Rhapsody Musicians mobile app in addition to receiving emails, but emails will always be used as the primary form of communication.

Double Check Contact Information

It's important to double check that the information you have on file for the musician is correct and up to date. Sometimes, musicians use multiple emails or the email on file for the musician is spelt incorrectly.

Locate the musician's profile either through selecting their profile picture/circle with their initials. You can also directly search for the musician using the Rhapsody Address Book.

Once selected, confirm that the email address listed in their profile is correctly written. You may also want to confirm with the musician outside of Rhapsody to see if the email address on file is correct.

FYI

Rhapsody calls sometimes get sent to SPAM. This is unfortunately out of our control. While the Rhapsody mobile app is the most reliable way to ensure musicians receive their Rhapsody calls, we recommend contacting musicians ahead of time to set up a filter in their inbox so that Rhapsody calls do not go to spam.

Read more about messaging musicians before your first Rhapsody Call

Read more about setting up a filter for musicians.

Send them a Nudge

Sometimes, musicians see a Rhapsody call but they don't respond. This can be frustrating, but you can provide them with a Nudge.

Nudges re-send out the Rhapsody Call and remind the musician that they need to respond to the call in a timely manner.

  1. Inside the Project, switch to Notify Mode

  2. Locate and select the invited musician you want to nudge

  3. In the menu that appears at the bottom of the page, switch from the Communication tab at the top to the Nudge tab

  4. From there, select the option Invite

  5. In the Call Preview popup that appears, review the Nudge

  6. When ready, acknowledge the checkboxes and send the Nudge

  7. Viola! You have now sent an invited musician a Nudge!

Did you know?

You can send as many Nudges as you'd like to a musician! Rhapsody will keep track of how many Nudges they receive. Musicians will also be informed on how many Nudges they receive in each Nudge communication!

Respond for musician

Sometimes musicians will view a Rhapsody call but inform you OUTSIDE of Rhapsody whether or not they can attend a Project or not. Their status will remain "Invited" but you need to update their hiring status to whatever they told you.

When this happens, you'll want to respond for the musician in Rhapsody so that you can keep an up-to-date record of the hiring status for the Project.

  1. Locate the musician inside of the Project

  2. Select the name of the musician in the Project

  3. In the popup that appears, select the appropriate answer for the musician.

  4. Viola! You have now answered for a musician!

Rhapsody will update the musicians status in the Project. Additionally, the musician will receive an email/notification to confirm their answer as well as send them a separate confirmation message to inform them that you have responded for them.

Replace the musician

Sometimes, a musician just doesn't respond no matter how many nudges or "reminders" you give them.

In this instance, you will need to notify the musician that they are no longer being asked for the Project. This way, they have a direct history of communication that shows they were offered and then removed from the Project.

Cancel or Release the musician

  1. Locate the musician inside of the Project

  2. Switch to Notify Mode and Genius View

  3. Select the musician

  4. In the options that appear in the bottom menu, select either Cancel or Release

  5. Once selected, you will be prompted to a Call Preview popup. Review the Cancel or Release call to send to the musician.

  6. Viola! You have Canceled/Released the unresponsive musician.

WARNING

By default, Rhapsody requires a response for all canceled / released musicians before you can replace them with another musician in a Project. This means that the musician will need to acknowledge they have been canceled released from the Project before you can replace them with another musician.

You can answer for the canceled / replaced musician to speed up this process. Read more on answering for musicians.

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