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.

Create the project

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

Until you save it, the red bin Discard in the action bar, at the top right, 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 every new performance starts with all of them selected, collaborating ones included. An Collaborating ensemble with a contract for this project can also be chosen in its services.
Artists: the Conductors, Soloists, Teachers and the Soloist ensemble. Click +: under New you add the artist there and then, with their stage name and their Specialty, and under From the institution you pick one that already exists. The contract is linked to the project straight away. Drag to reorder them and click one to open its contract. Among the conductors, the first one in the list is the main conductor: when there’s more than one, it’s labelled Main, and to change it you drag another one to the top. The first one you add becomes the main conductor.
Public events: the concerts, shows and other public events. Click Add event and choose the date, times, type and space. Each event is created with every ensemble of the project. The ones you add to the project later are also added to the events that had all of them or none, like the one a new project already includes; if you removed one from an event, it stays as you left it. The dates of these events 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 and the next one in the list becomes the main conductor. When the main conductor changes, the Planning blocks that had no conductor or had the previous one move to the new one.

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

Planning: rehearsals and other services, split into blocks. See Organize a project’s planning.
Program: the pieces, their breaks and how many instruments each one needs, with the overall instrumentation in its header. See Prepare the program and instrumentation.
Roster: the musicians for each instrument and when they see it. See Prepare a project’s roster.
Inventory: the instruments and equipment the project uses. See A project’s equipment.
Sheet music: the sheet music musicians will see. See Prepare a project’s roster.
Contracts: the project’s contracts. See Offer a contract.
Documents: the project’s documents, below.

Depending on your access role, the menu also shows the project’s leaves, tasks, expenses, income and balance. In Team you choose the project’s technical staff and who goes to each service. See Choose a project’s technical team.

Add documents to the project

In the project, go to Documents.
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.
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.

If you only want to note down who conducts or who sings and fill in the contract later, the stage name and the specialty are enough. When you want the detail, the icon at the top right of the dialog opens the full contract record with whatever you have already typed.

See projects as a list or as cards

At the top left of the list, before the filters, the switch changes between List and Cards. They are the same projects, with the same filters and the same search: only the way they look changes, and Weikos remembers the view you choose.

List: the table, with each row’s name, dates, ensembles, status and actions. The CSV export is only here.
Cards: each project with its image, name, status dot, dates and the same row of icons as in the apps: services, performances and travel; roster and whether you take part; documents and scores. Icons that are on open that part of the project, and the ⋮ menu appears over the image when you hover.

Download a project’s data

In the project list, open the row’s ⋮ menu › Downloads and choose Project, Instrument, Roster, Rehearsal plan, Project contracts or Project contract payments. They’re Word documents, except Project and Rehearsal plan, which you choose as PDF or Word. For several projects, select them and click Download: they’re downloaded together in a ZIP.

You can also download the Project document from the project’s Artistic data: click the Download icon in the action bar and choose PDF or Word. If you have unsaved changes, the icon is disabled until you save. In the same bar, the Copy link icon copies the project’s address.

Cancel or reactivate a project

On the project’s Artistic data, open the Status and choose Cancelled.
Cancel this project? shows what is cancelled with the project (its services, its per-project contracts and any pending data and leave requests) and what is kept as it is.
Write the reason for the cancellation and click Cancel project.

It’s applied straight away, without clicking Save, and no notice is sent. The status card shows the date and the reason. If you have unsaved changes, save or discard them before changing the status. In the list, the bulk status change doesn’t offer Cancelled: projects are cancelled one at a time.

To reactivate it, choose another status in the same selector and click Reactivate. The services cancelled with the project come back; per-project contracts stay cancelled and have to be created again.

Delete a project

A project that has already been saved is deleted from the list.

Open the ⋮ menu on the project’s row. In the Cards view, the menu appears over the image when you hover over it.
Choose Delete. Delete this project? shows you, with figures, what is deleted and what stays:
- This will also be deleted: its services, the works in the program, the tasks, the project files and its per-project contracts, with those contracts’ leaves, clock-in and clock-out records and documents, and the data requests.
- Kept, but without this project: the permanent contracts assigned to the project, and the expenses and income.
Type the word it asks for, Type “…” to confirm, and click Delete.

This action cannot be undone. If you only want the project not to go ahead, cancel it as explained above: it can be reactivated.

Duplicate a project

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: see Set up seasons. It’s created in General settings › Activity › Seasons.
You can’t find a public event’s space. It hasn’t been added or it’s deactivated: see Manage spaces. It’s added in General settings › Activity › Spaces.
You can’t choose an existing contract for an artist. There are no contracts with that specialty in your institution: switch to New and add the artist.
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 the Discard bin. 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.
You don’t see the ⋮ menu or Delete doesn’t appear. It depends on your access role. With Administrative or Production, it also depends on the project’s status and on who created it.
The dialog’s Delete button stays greyed out. You still have to type the confirmation word exactly, or it’s still working out what will be deleted.

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

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.