A project's equipment

Each project says which equipment it uses from the inventory: instruments, and also chairs, music stands or sound gear. If the project has a programme, you can fine-tune it work by work, just as you do with the roster.

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.

Ticking what the project uses

1. Open the project and go to Inventory in the left-hand menu.
2. You’ll see the whole inventory grouped by family — woodwinds, brass, percussion, strings and other — in the order a roster is read.
3. Click the ones the project uses. You can tick many in a row.
4. Click Save. Everything is saved at once, not on each click.

At the top there’s the search box and two switches, which Weikos remembers for next time: Also show stage equipment adds the chairs, stands, sound gear and everything else below, in its own card; Show only rented items leaves only what isn’t yours.

On the right you’ll read how many are assigned and the project’s Estimated rental: …, which adds up what the rentals of the ticked items cost.

How many units it uses

If a record has several units — a hundred stands, sixty chairs — the chip shows it. Once ticked, click the number and type how many this project uses, or choose All (…).

When something is in two projects at once

An amber triangle on the corner of the chip warns you that another project uses the same item on overlapping dates. Hover over it to see which one and between which dates, and above you’ll find a summary of the overlaps you’ve ticked.

It’s a warning, not a blocker: you can tick it anyway, because the services may not clash and you’ll manage. Weikos compares the project’s dates, not each rehearsal.

Renting something for the project

1. In the top bar, click Rent for this project.
2. Say which instrument it is, its brand and, if it has one, the model.
3. Complete the rental: supplier, price, units and the deposit if there is one. The dates come filled in with the project’s.
4. Click Save.

The record enters the inventory as rented, the rental is linked to this project — so you’ll always know what was rented for what — and the instrument comes already ticked. If you end up not using it, one click removes it.

From a rented item’s chip, the tag icon opens its rental so you can adjust the price or the dates without leaving the screen.

Missing something that isn’t a rental? Add to the inventory opens the same full record as in the settings and leaves it ticked in the project. And Go to the inventory takes you to the Settings screen.

Work by work

If the project has a programme, on the left you’ll see General equipment and, below it, Equipment by work with the works in programme order.

1. Tick the project’s general equipment first and save it. Each work can only choose from what the project uses: if the project has no timpani, they won’t appear in its works.
2. Click Copy the equipment to the works to leave them all with the same set. It warns you first, because it replaces whatever each work had.
3. Go into each work and remove what doesn’t belong.

To tick or clear everything on screen at once — with the filters and the search applied — use Tick everything on screen and Untick everything on screen.

What the instrumentation needs

When you open a work, above the inventory you’ll see Required material according to the instrumentation: one row for each instrument its instrumentation needs and the institution provides — percussion, timpani, harps and keyboards —, with how many are needed.

1. Each row shows the inventory items of that type. Click the one you’ll use; if there’s only one, it’s assigned automatically. Whatever you assign here also goes into the general equipment, even if it wasn’t ticked.
2. The status tells you how it’s going: Covered, «Falta 1» or Not covered. At the top, the equipment-covered bar.
3. The row’s ⋮ menu has + Other from the inventory, to use an item with no type; rent; add to the inventory, with the type already set; and Provided by the venue, for what the venue provides: it stops counting.
4. Click Save.

In General equipment, Required material for the project adds up all the works and says how many need each item. What you tick there covers all those works at once: if the same bass drum serves the fourteen works of a zarzuela, you tick it once. Inside each work, what comes from the general equipment shows with an outline.

If a work has percussionists but its instrumentation doesn’t say which instruments, the card tells you and takes you to complete it.

Downloading the list

The download icon offers two lists:

• Plain list: family, instrument, brand, model and units. The one for loading the van.
• List with every detail: adds ownership, supplier, rental dates and amounts.

If you’re inside a work, the download brings only that work’s equipment.

If it doesn’t work

• “Descargar” is greyed out. You have unsaved changes; it says Save your changes before exporting.
• “Copiar el material a las obras” is greyed out. It always copies from the general equipment: leave the work and save anything pending.
• An instrument doesn’t appear inside a work. It isn’t ticked in the project’s general equipment. From «Material necesario según el orgánico» you can assign any item of that type, and it goes into the general equipment on its own.
• A row says Not in the inventory. There’s no item of that type: add or rent it from the row’s ⋮. If you have it without a type, link it with «+ Otro del inventario».
• There’s nothing to tick. It says There is nothing in the inventory to assign: add the equipment to the inventory first.