Knowledge Base

Sharing a Performance with Families

Once a performance is ready — students added, recordings uploaded (for online performances) — you share it with families from the performance detail view using the Share concert button.

This opens a sharing modal where you control exactly who gets the notification.

Choosing your audience

You can send the share notification to three different audiences:

• Parents & students — both parents and students linked to the performance receive the email
• Parents only — only parent accounts receive it
• Students only — only student accounts receive it

Reviewing recipients

Before sending, you see a live list of the individual recipients the email will go to, with their name, email address, and whether they are a parent or student contact. You can uncheck any recipient to exclude them from this send if needed.

CC yourself

There's an option to send yourself a copy of the share email. This is useful if you want to confirm how the email looks, or keep a record that the share went out.

Sending

Once you're happy with the recipient list, click Send emails. A success message appears in the modal confirming how many emails were sent. You can close the modal after sending.

When families receive the notification, a hub feed item of type performance ready appears in their Family Hub. They can tap it to open the performance view, where they see:

• The programme listing — all students in order, with their pieces and composers
• For online performances: video recordings for each student who has an uploaded recording

How Families Access the Performance View

Families who are logged in to the Family Hub access the performance view through the standard authenticated route. The system verifies their access and shows them the performance.

Families can also share a performance link more broadly — for example, a parent sharing the concert link with grandparents who aren't Octavia Hub users. These viewers access the performance through a public link with a secure token and can view the programme and any recordings without logging in.

Recording Invitation Notifications

When you send a recording upload invitation to a student or parent, a separate notification appears in their Family Hub feed — distinct from the "performance ready" share notification. This feed item prompts them to submit their recording, shows the due date if one was set, and contains the upload link.

Once the student or parent uploads their recording, the invite is marked as fulfilled and the hub feed item updates accordingly.

What Families See in the Performance View

The performance view shows the full programme in the order you set. For each student entry:

• The student's name
• Their piece and composer

For online performances with recordings:

• A video player for each student who has an uploaded recording
• Students without a recording yet appear as part of the programme but without a video

Families can watch any recording directly from the hub — no download required.

Linked News Items

For many performances, you'll also want to communicate with families before the event — collecting RSVPs, consent forms, dietary requirements, or just sharing practical information. The News feature is designed for exactly this. You can create a News item directly from the performance detail view, and when you do:

• The news item is linked to the performance, so you can navigate between the two easily
• The target list is automatically pre-populated with the students in your performance programme — no manual selection needed
• If you add students to the performance later, you can sync the news item targets to match with one click

This means your concert communication and your concert programme are connected in one place. Families receive the news item via their Hub feed and can respond there (RSVP, consent, etc.); you can see who has and hasn't responded from the news item reporting panel.

If you update the performance student list after the news item has been published, the news item targets don't update automatically — you'll see a Sync to news option in the performance view to reconcile the two lists when needed.

See Creating a News Item and Adding Response Blocks for full detail on building a performance news item.

Hub Feed Summary

Two types of hub feed events are related to performances:

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