Offer a contract to a musician

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.

Offer a contract

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.
In Personal details, click Search musician..., find the person and click Add to contract.
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.
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.
Fill in Position details, Contract details and Contract validity. For musician, soloist or teacher contracts, set the instrument: without it, the contract can’t leave Undefined.
In Status, choose Pending and click Save. That’s when the contract is offered to them.

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.

Offer several contracts at once

In Contracts, tick the contracts.
Click Actions › Change status to... › Pending.
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 a musician 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. The person is removed from the project roster, and cancelled contracts no longer show in their account.

Download the contract in Word

In Contracts, open the ⋮ menu on the row and choose Download contract, Download basic copy or Download certificate. You can also download it from inside the contract, with the download icon in the action bar and the same options. If you have made changes, save them first. The contract and the basic copy can only be downloaded with the contract in Prepare contract, and the certificate in Processed; if you download several at once, it warns you about the ones in another status and downloads the rest. General and guest contracts have no contract template; the certificate can be downloaded for any type.

If it doesn’t work

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.
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 musician 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 isn’t in Prepare contract (the certificate needs Processed), or that contract type has no template.
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.