Set up what musicians see

Almost everything a musician sees or is asked for is decided by your institution in its settings, on the web: the details required to accept a contract, requirements, time tracking, leave and service types, and the notices that are sent. Many notices are off by default, and several settings only apply to what you create from then on.

Open the settings

In the side menu, go to Settings › General settings.
If you have several contracts, choose just one at the top, in Contract, and not All: settings belong to one institution.
Open the card that matches what the musician tells you. The switches in Contract Preferences and Notifications are saved as soon as you change them; in Notifications you’ll see Preferences saved.

Which setting to check

“It won’t let me accept the contract, it asks me for details.” Preferences › Contract Preferences › Required fields for acceptance. There’s a table for each contract type, for people signing on their own behalf and for people signing through a representative. Personal details you don’t mark as required aren’t saved in the contract when it’s accepted.
“It asks me for a requirement” or “I can’t see what’s blocking me.” Administration › Requirement Types. If the type is Blocking, the musician can’t accept until they upload the document or send it for verification. In the User step, turn on User can view their requirements: it’s off by default and, without it, the musician doesn’t see the requirement even though it stops them from accepting.
“I can’t clock in.” Contract Preferences › Default presence control, with a switch for each contract type. Each contract’s starting type comes from its specialty, in By specialty, or from Default contract type. It only affects new contracts: for existing ones, time tracking is turned on in each contract.
“I don’t get any notices.” Preferences › Notifications. A notice that’s turned off isn’t sent to anyone, by email or to their phone. Service notices, contract status change notices, Registration invitation and the group leave status change notice are off by default. For some notices you can choose Send to, Limit to upcoming events or Ask for confirmation before sending.
“That leave type doesn’t show up” or “it won’t let me request it for those dates.” Administration › Leave types. Each type has the steps Scope (who it applies to), Limits, Request (whether it needs approval) and Form (which fields it asks for). Each option is explained in Set up leave types.
“The rehearsal doesn’t show up in my calendar.” Activity › Service Types. If a type has In calendar turned off, its services don’t appear in the calendar.
Long rehearsal and Long sound check don’t appear when you create a service. Activity › Service Types. They come turned off: turn them on in their Active column.
“I’m not in the project roster.” In Contract Preferences, Roster assignment decides whether a contract created with Add contract from the roster is assigned or No, unassigned, with exceptions by category. Just below is Show rejected and canceled contracts in the roster.
When a contract is rejected, an identical one appears. Contract Preferences › Create a draft when a contract is rejected. If it’s on, rejecting creates a draft with the same terms, Unassigned and without the person. The musician isn’t notified.
“It counts the days of a leave wrong.” Check the Working days of their contract, next to the working hours. For new contracts, they’re chosen in Contract Preferences › Default values when creating contracts and By specialty, and in each ensemble.

How musicians experience these settings is explained in the guides Accept a contract, Get notifications and Clock in and out.

Your institution’s emails

The notices your institution sends by email carry its name, logo, colours and social networks and websites, so musicians recognise them. Account emails, such as confirming the email, resetting the password or changing the email, are sent without the institution’s branding. The logo and colours aren’t changed from the settings: if you need to change them, write to us at help@weikos.io.

Other institution settings

Seasons, Spaces, Holidays and Work blocks, in Activity. They’re explained in Set up seasons, Manage spaces, Set up holidays and Set up work blocks.
Document categories, in Administration. See Share documents with the team.
Default values when creating contracts and By specialty, in Contract Preferences. See Choose the default values for new contracts.
Web Widgets, Issue types and Benefit types are greyed out with Coming soon and can’t be opened yet.

If it doesn’t work

You’ve changed the setting and nothing has changed for the musician. Several settings only apply to new things. Default presence control applies when the contract is created: for existing ones, change it in each contract. Roster assignment applies when the contract is created from the roster, and required fields are checked when the musician accepts.
You’ve turned the notice on and it doesn’t reach the musician. Check that their contract has Weikos access: without it they aren’t notified of anything. By default, service notices are sent to the musicians in the service’s ensembles whose contract covers that day, and only for future services. The change notice is only sent if the date, time or place changes. If you turned a notice off and on again, its limit and confirmation options stay off: turn them on again.
A card opens with Your role lets you see these settings, but not change them. and you can’t change anything. Each card has its own permission, Notifications included: your role can see it but not edit it. Talk to the person who manages your institution.
When you change a switch, Error saving preferences appears, or Create a draft when a contract is rejected isn’t saved. Your access role doesn’t let you change that card. Talk to the person who manages your institution.
When you open a card, You don't have access to this section appears. Your access role doesn’t include that page, even though you can see General settings. The person who manages your institution can review your role: see Manage access roles.
Choose a contract to see and change this configuration appears or, in Service Types and Work blocks, Please select a contract to set up services. You have All selected at the top. Choose a specific contract in Contract.
The add button, for example Add space, is disabled. Select a contract to add appears: you have All selected at the top with contracts from several institutions. Choose a specific contract in Contract.
You don’t see General settings in the menu. Your access role doesn’t allow changing the settings. Talk to the person who manages your institution.

If the setting is saved with a single contract selected and contracts or services created afterwards don’t follow it, or a notice that’s turned on, with Weikos access in the contract, doesn’t reach anyone, write to us at help@weikos.io with a screenshot, your institution’s name and the setting you changed.

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.