Get started managing your institution

This guide puts in order what’s worth setting up when your institution starts with Weikos and takes you to the guide for each step. You don’t need to do it all at once: start with what you’ll use first. What each person sees and can do depends on their access role.

Before you invite anyone

Who gets in and what they can do. Review the access roles and create any you’re missing: Manage access roles.
The structure. Add the ensembles, departments, positions and categories: Organize the team. Then the seasons, the spaces where you work and the holidays: Set up seasons, Manage spaces and Set up holidays.
What the people you hire are asked for and shown. Decide which details are required, which notices are sent and what they see in their contract: Set up what musicians see. If you ask for certificates or training: Hiring requirements.

Bring people in

Contracts: create each person’s contract, for the artistic team as well as the technical team, and offer it so they can accept it: Offer a contract. If the person doesn’t have a Weikos account, you can enter their details manually in the contract or send them a details request so they fill them in themselves.
New musicians: find people who already have their profile on Weikos: Find musicians on Weikos.
Permanent staff, artistic and technical: view and complete their records: View and edit the team.
For the people you hire: share Get started with Weikos with them, with their first steps on Weikos.

Organise the season

Create a project, with its artistic file and performances.
Prepare the program and instrumentation.
Prepare a project’s roster and publish it.
Organize a project’s planning, with rehearsals and other services.

Day to day

Leave: Approve or reject leaves.
Time tracking: Review clock-in and clock-out records and the hours summary.
Technical team tasks: Organize tasks.
Documents for your people: Share documents with the team.

Finance

Set up accounting: analytic levels, ledger accounts, taxes and bank accounts.
Manage clients and suppliers.
Manage expenses and income and register their invoices.
Pay suppliers with a remittance and view the financial balance.

Find your way around the web

All management is on the web: the apps don’t have these screens.

Sections are grouped by area: Dashboard (the overview, the calendar and tasks), Projects (projects, the Music library and the repertoire), People (Weikos users, contacts, the team and Administration, with Contracts, Leaves, documents, time tracking and personnel requirements), Finance (expenses, revenue and the balance) and Settings (general settings). At the bottom, always there, My Weikos has your own things: your contracts, leave, documents and time records.

Each person only sees the sections their access role allows: if someone doesn’t see one, check their role in Manage access roles. You can collapse the menu to make more room, and on a narrow screen it opens with the menu button in the top bar.

The overview

When you sign in, Overview opens, with your next service, Next project, which takes you to the sections of the project in progress or the next one to start, and Contracts by project:

You see up to 5 projects that haven’t ended, ordered by their end date, with their contracts Not sent, Pending, Accepted and Rejected.
To see a single ensemble, choose it in Ensemble. Your choice is remembered.
Click a project to go to its contracts, or View all contracts to go to all of them.

Tables

In the web’s lists you can sort, arrange columns, search and download:

Sort: click a column’s title. Each click switches between ascending, descending and unsorted. It’s also in the title’s ⋮ menu: Sort by ASC, Sort by DESC and Unsort.
Move a column: drag its title.
Pin or hide: in the title’s ⋮ menu, Pin to left, Pin to right, Unpin, Hide column or Manage columns, with a switch for each column and the Hide all and Show all buttons. If you’ve hidden a column and can’t find it, use Show all.
Search: type in Global search. To search for several terms at once, separate them with commas.
Download: Excel downloads the columns you can see; with the arrow next to it you choose CSV, which has every column, and in some lists, Word documents. If you’ve selected rows, only those are downloaded; if not, all of them.

Changes to the order and the columns last while you’re on the screen: when you reload or leave, the table goes back to how it was. Each list decides whether it has search and download, and some, like tasks, have their own.

There’s no reports section: to work with the data, download the list you need or check the financial balance.

If an address doesn’t open

If you open a mistyped or old link, or the record of something that no longer exists or that your role doesn’t let you see, a page appears saying it couldn’t be found, with shortcuts to the overview, the calendar and the projects, to the help center and to write to us.

The action bar and its shortcuts

On the web, everything you do with a record —a contract, a project, a service, a task, a leave, an expense or a time record— is in the action bar, at the top right: the Close cross, the icons for downloading, copying the link or duplicating, More actions (⋮) with whatever deletes, and Save, the only button with a label. In a record you haven’t saved yet, a red Discard bin takes the cross’s place.

There are two keyboard shortcuts: ⌘S (Ctrl+S on Windows) saves and Esc closes. They do the same as clicking those buttons, so on a screen that doesn’t offer them they do nothing. While you’re typing in a field, Esc cancels what you’re editing; inside a window, it closes it.

If you can’t find the answer, write to us at help@weikos.io from your account’s email.

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.