Create a project

A project brings together everything about a production: its artistic data, program, roster, planning, sheet music, contracts and documents. It’s created on the web and completed by following its menu from top to bottom.

You need permission

This option only appears if your access role allows it. If you don't see it, ask the person who manages your institution to review your role.

Create the project

1. Go to Projects › Projects and click Create.
2. New project opens in In study, with its Artistic data. Enter the Name, which is required.
3. Click Save. You stay on the page to keep completing it.

Until you save it, Discard deletes it, along with any contracts you created from it.

Complete the artistic data

The page has a card for each part. When you’re done, click Save.

• Status: leave it in In study while you prepare it. Musicians only see projects in To be confirmed or Confirmed.
• General information: the image, the Internal name and Internal code, the Season, the Type, the Details and the Notes private, which only people who can edit the project see.
• Ensembles: tick your institution’s ensembles taking part and drag them to reorder. With + you add an Collaborating ensemble. Ensembles decide which musicians see the project and are suggested for each new performance.
• Artists: the Conductor, Other conductors, Soloists, Teachers and the Soloist ensemble. Click + and choose Select existing contract or Create new contract. The contract is linked to the project straight away. Drag to reorder them and click one to open its contract.
• Performances: click Add performance and choose the date, times, type and space. Each performance is created with the project’s ensembles. The performance dates set the project’s start and end. If you remove one with the bin, saving also deletes it from Planning, with its blocks; if it’s only called off, cancel it from Planning instead.

To remove an artist, remove them from their card. If their contract is only for this project, you’re asked for the reason and the contract is cancelled when you save. Otherwise, Unlink artist removes them from the project: The artist will be unlinked from the project. Their contract will not be affected. If you remove the main conductor, they’re also removed from the pieces in Planning.

Follow the project menu

When you open the project, the side menu becomes the project’s own. Follow it in this order:

1. Program and Instrumentation: the pieces and how many instruments each one needs. See Prepare the program and instrumentation.
2. Roster: the musicians for each instrument and when they see it. See Prepare a project’s roster.
3. Planning: rehearsals and other services, split into blocks. See Organize a project’s planning.
4. Sheet music: the sheet music musicians will see. See Prepare a project’s roster.
5. Contracts: the project’s contracts. See Offer a contract to a musician.
6. Documents: the project’s documents, below.

Depending on your access role, the menu also shows the project’s instruments, leaves, tasks, expenses, income and balance.

Add documents to the project

1. In the project, go to Documents.
2. Choose at the top whether you’re uploading public or private documents. Musicians in the project see public ones on the web and in the apps; private ones are only seen by people who manage the project.
3. Drag the files or click the upload area.

Each document’s menu lets you download it, copy its link, make it public or private and delete it.

Download a project’s data

In the project list, open the row’s ⋮ menu › Downloads and choose Basic data, Instrument, Roster, Rehearsal plan, Projects Contracts, Projects Contract Payments or Project Artist List. They’re Word documents. For several projects, select them and click Export: they’re downloaded together in a ZIP.

Delete a project

A project that has already been saved is deleted from the list: open the ⋮ menu on its row and choose Delete. First it shows you what is deleted with the project and what is kept without it, and asks you to type a word to confirm. It can’t be undone.

If it doesn’t work

• Create is disabled. You have several contracts in the institution or All selected at the top. Choose a contract in Contract.
• Could not create the project. Try again. appears. Go back to the list and click Create again.
• The ensembles card doesn’t appear. Your institution doesn’t have any ensembles yet. They’re created in Settings › General settings › Team › Ensembles.
• You can’t find the season. It hasn’t been created or isn’t active. It’s created in General settings › Activity › Seasons.
• You can’t find a performance’s space. It’s added in General settings › Activity › Spaces.
• You can’t choose an existing contract for an artist. There are no contracts of that type in your institution: choose Create new contract.
• You don’t see a project in In study that a colleague created. With the Administrative or Production role you only see the ones you created.
• You don’t see Discard. The project has already been saved: delete it from the list, as explained in Delete a project.
• You can’t delete the project. It can't be deleted. Its per-project contracts are recorded as the authors of: appears with a list of records, such as comments, expenses or documents. Delete them or change their author and try again.

If changes to the artistic data aren’t kept when you save or an error appears again and again, write to us at help@weikos.io with the link to the project.

What your institution decides

Depends on your institution

Your institution decides which ensembles, seasons, spaces and performance types exist, in Settings › General settings. Who can create and edit projects is decided by their access role.

We will never ask you for your password or bank details by email. If you receive a message asking for them on behalf of Weikos, don’t reply and write to us at help@weikos.io.