Organize the team

Your team’s structure is set up in the institution’s settings: ensembles, committees, departments, job positions, responsibility levels and artistic categories. Then, in each person’s contract, you choose their function, ensemble and organizational classification. All these pages are in Settings › General settings › Team.

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.

Ensembles

Ensembles are your institution’s formations: orchestra, choir, chamber groups… They’re assigned to contracts, projects and services, and decide what each musician sees.

1. Go to Ensembles and click Add ensemble.
2. Enter the name, which is required, and optionally the display name, description, website, email, phone and colour.
3. Click Save.

To change it, click its row and Edit ensemble opens. You can also change the colour by clicking it in the table. To stop using an ensemble, deactivate it; it can only be deleted if it has no active contracts.

When you edit it, in Working days you can mark the days its contracts work, for example Monday to Sunday for a band that performs at weekends. New contracts of the ensemble start with those days; if you don’t mark them, they take those of their specialty or your institution’s.

Above the table, Services from other ensembles decides how musicians see, in a project’s work plan, the services that aren’t for their ensemble and don’t include them in a block. With Dimmed, the default, they see them but can’t open them. With Hidden they don’t see them, on the web or in the apps, and the project dates they see are those of their own services. A musician with no ensemble sees everything. Whoever can edit ensembles can change it, and it applies straight away.

Committees

In Committees you keep your institution’s committees or working groups, with their name, description and colour.

Departments, positions and levels

• Departments: Weikos comes with a list of departments you can activate or deactivate. Your own are created with Add department. For each department, link its job positions: they’re the ones offered when it’s chosen in a contract. Under Ensembles you choose the ensembles it includes: anyone with that department in their contract and no ensemble works with them in roles with the «Sus agrupaciones» scope. An ensemble can belong to several departments.
• Job Positions: like departments, there’s a Weikos list and you can add your own. For each position, in Defaults for new contracts, choose the Default level and the Default access role. They’re applied when that position is chosen in a contract.
• Responsibility Levels: there are eight fixed levels. You only decide which ones are active.

Artistic categories

In Artistic Categories, each musician category (soloist, tutti, section leader…) has its Abbreviation, its Fee per service and whether it’s active. The list of categories is fixed. Changes are saved automatically as you type. The fee per service is the one Calculate fee uses in per-project contracts for services with a global price, and the starting point for prices in Service Types. If your institution counts the fee per working day, the column becomes Daily fee. See Calculate the fee of a project contract.

Assign them to a person

1. Go to People › Administration › Contracts and open their contract.
2. On the Specialty and position card, click Edit (Choose specialty and position if it’s still empty). On a new contract it opens by itself.
3. In Specialty, choose what you’re hiring: for example Musician, Conductor or Technical staff. Click Next.
4. In Position and details, fill in what the specialty asks for, such as the ensemble, instrument and category, and choose the Department, Job position and Responsibility level. Choosing the position fills in its default level and access role.
5. If you like, add the person’s supervisors in Supervisors; otherwise skip it. Click Apply.
6. Click Save.

In the team list, each person’s specialty appears as Specialty. What each access role allows is explained in Manage access roles.

If it doesn’t work

• You can’t delete an ensemble. Cannot delete an ensemble with active contracts appears. Deactivate it so it isn’t offered in new contracts.
• You can’t delete a department or a position. If System departments cannot be deleted appears, it’s from the Weikos list; if Cannot delete: used in contracts appears, a contract uses it. In both cases, deactivate it.
• A department, position or level doesn’t appear in the contract. It’s deactivated.
• Choosing a department shows every position. That department has no linked positions: link them in Departments.
• Changing someone’s position changed their access role. The position’s default role is applied. Choose the role again after the position.
• Add ensemble is disabled. Select a contract to add appears: you have contracts from several institutions selected at the top. Choose one in Contract.
• Categories say Please select a contract to set up categories. You have contracts from several institutions selected at the top. Choose one in Contract.
• You don’t see these pages in the settings. Your access role doesn’t include the institution’s settings. Talk to the person who manages it.

If a change isn’t saved or isn’t reflected in contracts, write to us at help@weikos.io with a screenshot and the name of the page.

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.