I manage an institution

Here is how to do the most common things when managing your institution in Weikos. These tasks are done on the web.

Get started managing your institutionIn what order to set up your institution, with the guide for each step.

Offer a contractHow to create it, offer it and invite them to Weikos, and what to do if it doesn't reach them.

Calculate the fee of a project contractHow the fee is counted, per service or per working day, and how to change it by hand.

Combine project contractsHow to bring together in one legal contract the contracts of a person that overlap or follow each other.

Request details from an artist or their agencyHow to send the details form to someone without a Weikos account.

Approve or reject leavesHow to resolve requests and record leaves for a person or a team.

Create a projectHow to set it up, complete its artistic data and follow the steps in its menu.

Prepare the program and instrumentationHow to add a project's pieces and set how many instruments each one needs.

Manage the music libraryHow to add scores, upload their PDFs, complete their details and tags, share them with a link and download them.

Consult the repertoireWhat your institution has performed, each work's page and whether a work fits the roster.

Prepare a project's rosterHow to assign musicians, publish the roster and choose the sheet music, and what each musician sees.

Organize a project's planningHow to add services, split them into blocks and change, duplicate or cancel them from Planning or the calendar.

Set up work blocksThe colour of each block type, which ones take pieces and which ones are offered when splitting a service.

Choose a project's technical teamHow to choose the project's technical staff, say who goes to each service and publish it for musicians.

Review and correct clock-in recordsHow to check your team's records, correct them, add forgotten ones, tag them and export them.

Generate and print identification cardsHow to generate each person's card with a QR code, print them and revoke a lost one.

Record the working day with the card readerHow to link a tablet as a reader and how each person records their entry and exit.

View and edit the teamHow to see and filter the team, open each person's record, change their details, export the census and copy emails.

Organize the teamHow to set up ensembles, departments, positions, levels and categories, and assign them to each person.

Manage spacesHow to set up the rooms where services take place and see your own spaces' occupancy.

Set up seasonsHow to create seasons and assign them to projects.

Keep the inventoryHow to record the institution's instruments and equipment, who owns each item, and the rentals.

A project's equipmentHow to say which instruments and equipment a project uses, and fine-tune it work by work.

Set up holidaysHow to add the holidays discounted in working-days leaves.

Set up leave typesLimits, notice, approval, extensions and form for each type.

Set up what musicians seeWhich settings decide what musicians are asked for, shown and sent.

Choose the default values for new contractsWhich contract type, category, working days, role and job position each new contract starts with.

Manage access rolesWhat each role allows, how to create and assign one, and what to do if someone can't see a section.

Find musicians on WeikosHow to find musicians, see their profile, mark them as favourites, hide them and write notes.

Hiring requirementsHow to define requirements, how people hand them in and how you verify them.

Manage expenses and incomeHow to create an expense or income, allocate it and compare what you planned with what happened.

Register invoicesHow to register invoices, salaries and other payments, and follow them until they're paid or collected.

Manage clients and suppliersHow to add, find, edit and archive your contacts.

Set up accountingHow to set up analytic levels, ledger accounts, taxes and bank accounts.

Pay suppliers with a remittanceHow to export validated invoices to Excel or SEPA and then mark them as paid.

View the financial balanceHow to compare what was planned with what was executed, for the institution or a project.

Organize tasksHow to create and assign tasks, follow them in a list or on a board and see them in the calendar.

Share documents with the teamHow to upload documents, decide who sees them and organise them by category.

What the institution sees when someone accepts a contractWhere the answer shows up and where required details are set.