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.

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.

Before you invite anyone

1. Who gets in and what they can do. Review the access roles and create any you’re missing: Manage access roles.
2. 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.
3. 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

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

Day to day

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

Finance

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

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.