Offer a contract

A contract is offered when you set it to Pending and save it: the person gets a notification and sees it in their Weikos account, on the web or in the apps, so they can accept or reject it. Contracts are created and offered from the web.

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.

Offer a contract

1. Create the contract. For a permanent one, go to People › Administration › Contracts and click Add. For a project contract, open the project, go to Contracts and click Add. The contract starts as Undefined.
2. In Personal details, click Search musician..., find the person and click Add to contract.
3. If you can’t find them, choose Enter data manually and enter their details and email. If they already have a Weikos account with that email, the contract is linked to their account when you offer it; if not, it’s linked when they sign up with that same email. You can also invite them to Weikos.
4. Leave Weikos access turned on. If you turn it off, the contract is for internal use only: the person won’t see it or get notifications.
5. In What are we hiring?, which opens by itself on a new contract, choose the specialty, position and access role, and click Apply. The specialty also brings the contract type and, with it, whether the contract has time tracking; you can change both in Contract details. Then fill in Contract details and Contract validity. For musician, soloist or teacher contracts, set the instrument: without it, the contract can’t leave Undefined.
6. In Status, choose Pending and click Save and notify. That’s when the contract is offered to them. The button says «Guardar y notificar» when saving sends a notice, and hovering over it shows who receives it; if it only says Save, nobody is notified.

In Contract details, next to the working hours, Working days shows which days the person works and whether they work on holidays. They come filled in with those of their ensemble, their specialty or your institution, and you change them by clicking them. Their leaves in working days are counted with them.

In a project contract, Weikos can suggest the fee from its services, per service or per working day: see Calculate the fee of a project contract.

To change the working days of several contracts at once, select them in Contracts and click Actions › Change working days…. Before applying it, it tells you how many change and which ones you can’t change. Their leaves in working days that haven’t ended yet are counted again with the new days.

The person gets the notification if your institution has the Contract invitation notification turned on, which it is by default. They answer from their account, on the web, iPhone or Android. If your institution asks for required details or requirements, they complete them when accepting: the guide Accept a contract explains it.

Deadline to respond

If your institution or the contract’s ensemble has a deadline to respond, when you set it to Pending you’ll see Deadline to respond with the date already filled in: the day it’s sent plus the days of the deadline. Change it if you want to give that person more time; «Restore» sets it back to the one that applies. Resending the invitation doesn’t change the deadline.

If the person doesn’t respond before 23:59 on that day, the contract becomes rejected without notifying anyone and is marked No answer in time. They can no longer accept it, but they can still add a reason. To offer it again, set it back to Pending: the deadline starts again that day. The same applies if they had already accepted or rejected it: setting it back to Pending is a new offer, and the date is already updated to the one that applies. No answer in time only shows while the contract is rejected; once you change its status, it stays in the history.

While the offer is pending, the person’s menu in the project roster (right-click their chip) shows next to «Pending» how long they have, «Until 28 Oct», or «Due today» on the last day. In the contracts list, on that last day the date is replaced by «Today».

In the project roster, with Show rejected and canceled contracts in the roster turned on, the chip of anyone who didn’t respond shows an hourglass and, when you hover over it, says No answer in time and the day the deadline ended. Those the person rejected say Rejected.

The deadline is set in Contract Preferences › Deadline to respond to offers, with No deadline or With deadline and the days, and each ensemble can have its own in Ensembles. Offers sent before it was turned on show Sent before it had a deadline, with no date.

Offer several contracts at once

1. In Contracts, tick the contracts.
2. Click Actions › Change status to... › Pending.
3. Check the preview: it shows which contracts change and who will be notified. Choose Change and send invitations, or Change without notifying if you don’t want to notify them.

You can change up to 100 contracts at a time. Rejecting or cancelling is done one contract at a time.

Invite someone to Weikos

If you can’t find someone with Search musician..., go to People › Weikos users, click Invite and enter their email. You can invite up to 50 emails at once, choose the language of the email and add a message.

• If they don’t have an account, they get an invitation to sign up for Weikos.
• If they have an account with a hidden profile, they get a notice that you’re looking for them, so they can change their privacy and appear in the search.
• If their profile is already visible, they get nothing: find them with Search musician...

The invitation doesn’t assign them a contract. If they sign up with the same email as the contract, their pending contracts appear in their account automatically.

Reject or cancel a contract

Open the contract and, in Status, choose Rejected or Canceled. If you want, add the reason and a document, and click Save (or Save and notify, if your institution sends a notice for that change). The person is removed from the project roster, and cancelled contracts no longer show in their account.

Delete a contract

In Contracts, open the ⋮ menu on the row and choose Delete, or inside the contract click More actions (⋮), in the action bar at the top right, › Delete. If the person on the contract is the institution’s last administrator, it can’t be deleted. If they have expenses or income in their name, you’re offered to move them to another contract. It can’t be undone.

Download the contract as PDF or Word

In Contracts, open the ⋮ menu on the row, choose Download contract, Download basic copy or Download certificate and click PDF or Word. Inside the contract, the Download icon in the action bar has the same options; if you’ve made changes, save them first. To download several, select them, choose the Format in Download and the download you want: it warns you about the ones that aren’t in the required status and downloads the rest. The contract and the basic copy can be downloaded from Prepare contract onwards, and the certificate from Contract prepared onwards. General, non-employment and guest contracts have no contract template; the certificate can be downloaded for any type.

Inside the contract, the Contract documents card keeps the contract, the basic copy and the certificate. With Generate document, Weikos creates the PDF and marks it as Generated by Weikos. On the same card you can upload the signed document by choosing its Document type, and it’s marked as Uploaded. Regenerate only replaces the generated one, never an uploaded one. The contracted person sees these documents in their contract, on the web and in the apps.

If it doesn’t work

• A contract doesn’t show its amounts, or Your role cannot generate this contract's documents shows. Your role doesn’t include that contract’s amounts, and its documents carry them. Someone who manages those contracts in your institution completes it.
• They have an account and got nothing. The contract email must be the one they use in Weikos: if you added the person with Search musician..., it already is. Also check that the contract has Weikos access turned on and that your institution has the Contract invitation notification turned on. Then open the contract and, in Status, click Resend invitation › Send.
• Invite is disabled. You see Select a contract to invite: you have contracts from several institutions selected at the top, and the invitation is sent on behalf of one. Choose one in Contract.
• To check whether the notice reached them: open Contract tracking, from the contract record, from the ⋮ menu on its row in the contracts list, or by right-clicking their chip in the project roster. It shows each status change, who made it and where each notice stands: sent, delivered, seen or clicked.
• They don’t have an account. Ask them to sign up with the same email as the contract, or invite them to Weikos: once they sign up, the pending contract appears in their account.
• Resend invitation is greyed out. Hover over it to see why: the contract doesn’t have Weikos access, has no email, or your institution has turned the notification off. It only works with the contract in Pending.
• You can’t find the person with Search musician... Only people with a public or private profile appear. Invite them to Weikos: if their profile is hidden, they get a notice to make it visible.
• You can’t create the contract. If Add is greyed out, hover over it: you have contracts in several institutions, or several in the same one, and All is selected. Choose a specific contract at the top in Contract. If you still can’t, your access role doesn’t allow it: talk to the person who administers your institution.
• You marked it as accepted instead of the person. That way their required details and requirements aren’t checked, and their details aren’t copied to the contract: that only happens when they accept it themselves. Leave it in Pending and let them answer.
• Download contract is greyed out. Hover over it to see why: the contract hasn’t reached Prepare contract yet (the certificate needs Contract prepared), or that contract type has no template.
• You ask for the PDF and a Word file downloads. You see The PDF couldn't be generated. The Word version was downloaded.: use the Word file or try again later.
• When downloading, it says the contract has no project. It’s a per-project contract with no project assigned: choose it in the contract, save and download again.

If the email is their account email, the contract has Weikos access, the notification is turned on, you’ve resent the invitation and the person still can’t see the contract, write to us at help@weikos.io with the link to the contract.

What your institution decides

Depends on your institution

For people to receive the contracts you offer them, your institution must have the Contract invitation notification turned on in Settings › General settings › Notifications. It’s turned on by default. The Registration invitation notification, for people who don’t have an account yet, is turned off by default and is only sent with project contracts.