Organize a project's planning

Planning brings together a project’s services: rehearsals, performances, travel… Each service can be split into blocks, for example a piece, a break and another piece, with the roster that works on each one. The performances you add on the project’s artistic data page already appear here; everything else is added from Planning or from the calendar.

Add a service

In the project, go to Planning and click Add service.
Choose the Service type, the date and the times, or mark it as all day. If you don’t know the time yet, mark it as provisional. The duration is calculated automatically and the Value is taken from the type.
Fill in the details: the name (filled in from the type), the Place, tags, dress code and other details. If the space you need isn’t set up yet, type its name in Place and add it right there, without leaving the service: see Manage spaces.
In the Ensembles card, the first one in the middle column, choose the ones taking part: there’s a chip for every ensemble of the project, in the order of its artistic data, and collaborating ones stand out by their dashed border. Click a chip to select it and click it again to deselect it. If the project has none, the card says This project has no groupings. Add them in its Artistic data.
Click Save, or the Save and duplicate icon in the action bar, at the top right, to create another identical one on the following day. If you decide not to create it, click the red bin Discard.
If saving will send a notice, the button says Save and notify and, when you hover over it, who will receive it: for example, “42 people will be notified: musicians of Orchestra (42)”. If your institution has it set up, you’ll be asked Send notification? with the same detail; you can add a note to the notice and choose Send notification or Don't notify.

Performance services (concerts, staged performances, institutional acts and other public activities) start with every ensemble of the project selected, collaborating ones included. The other types start with none, even if the project has a single ensemble: select them if the service is for the musicians, and leave it without ensembles if it’s a technical service, such as a setup or a load-out. Whatever is selected can be unselected, and that choice is kept. Musicians only see services for their ensembles or those they’re assigned to. A service without ensembles shows up for them as Service from another ensemble, or doesn’t show up if your institution has chosen Hidden in Services from other ensembles (Organize the team).

Split a service into blocks

Without blocks, the service works on the whole program with the whole roster. With blocks you decide what is worked on at each moment and with whom.

Open the service from Planning. In its blocks section, click Add block and choose the type: piece, break, tuning…
Enter the duration of each block in minutes. Each block’s times follow on from the start of the service.
In a piece block, click Add piece. The conductor and the musicians from the service’s ensembles are filled in automatically.
To adjust who works on that piece, click Roster and tick the conductors, soloists, teachers and musicians.
Drag the blocks to reorder them and click Save.

When you save, it warns you if a piece in the program isn’t in any block or if the blocks last longer than the service. You can fix it or save anyway.

Who takes part in the service

With no pieces in the blocks (no blocks, or only breaks and other blocks without a piece), all the musicians of the project’s roster from the service’s ensembles take part, along with the project’s soloists, conductors and teachers.
As soon as a block has a piece, only those selected in those pieces’ roster take part, whatever their ensemble.
If an instrument has an assignment in that service, only those in the assignment take part for that instrument. See Assign musicians to each service.

This decides which services count in each musician’s contract, their «Participas», their dates and the roster downloaded for the service.

A piece added to a block with no musician selected means nobody takes part in that service. If it’s a concert, check its roster before saving.

Duplicate a service

To repeat a service that already exists, duplicate it instead of creating it again:

From Planning: in its row’s ⋮ menu, choose Duplicate. A new service opens with the same details, including the date: change what you need and click Save.
From the service itself: open it and click the Duplicate icon in the action bar. It works the same way.
When creating it: the Save and duplicate icon saves it and opens a copy for the following day.
From the calendar: right-click the service and choose Duplicate service. The copy opens for you to adjust and save.

Change, cancel or move services

One at a time: each row’s ⋮ menu has Cancel service or Reactivate service, copy link and delete. To edit it, click the row.
Inside the service: the action bar has Copy link and, under More actions (⋮), Cancel service or Reactivate service and Delete service. A cancelled service also shows Reactivate service in its notice; after reactivating it, click Save. The Close cross takes you back to Planning.
Several at once: select the rows and use the actions menu to assign them an ensemble or a space, move them to another project, cancel them or reactivate them.
To another project: in its row’s ⋮ menu choose Change project, or select several rows and find it in the actions menu. In Move service to another project choose the new project and confirm: it moves straight away. Inside the service, click the project name in the action bar, confirm and click Save.

The service enters the new project without a work plan or assigned musicians: the blocks, works and roster belonged to the source project. Contracts in the source project that counted that service in their calculation are recalculated automatically, with one service less. If any already has its document prepared or amounts that were edited by hand, it is left untouched: the dialog names it so you can review it yourself.

A cancelled service stays in Planning, crossed out, and musicians stop seeing it. To see it in the list, turn on Show cancelled. Deleting removes it completely.

From the calendar

Go to Dashboard › Calendar.
Click Create or click an empty slot in the calendar. In New service, choose the project, type, dates and space, and click Create. If the new service’s notice is going to reach someone, the button reads Create and notify and, when you hover over it, tells you who will get it.
This window has no ensembles or blocks, so Weikos sets them: a performance is saved with every ensemble of the project; if the project has a single ensemble of its own, with that one; and if your role only works with your ensembles, with yours that are in the project. Otherwise it’s saved with none. To choose them yourself, click Open full editor: it opens with the same ones selected and you can change them.

To change a service from the calendar, drag it to another date or stretch it to change its duration. Right-clicking gives you Edit, Go to project, Highlight project events, Download roster, Duplicate service, Change project and Cancel service. The ⋮ menu of the panel that opens when you click the service has the same, plus Delete service. Edit opens the service window, with the same action bar as in Planning plus the Go to project icon.

Cancelling asks you to confirm with Yes, cancel service, and deleting, with Yes, delete. After you move, stretch, cancel or delete a service, Undo appears at the bottom for a few seconds. If the change notifies someone and your institution asks to confirm that notice, it asks Send notification? instead and tells you who will get it: you can choose Send notification, Don't notify or Undo change, which leaves the service as it was.

Download the planning

In Planning, click Download and choose PDF or Word: it downloads the services you’ve selected or, if you don’t select any, the filtered list. It’s also in the project list, in the project’s ⋮ menu › Downloads.

If it doesn’t work

A musician can’t see a service. Check that it isn’t cancelled, that it falls within their contract dates and that it has one of their ensembles or the musician is assigned in a block. What each musician sees is explained in Prepare a project’s roster.
A service type doesn’t appear. It’s turned off in your institution’s settings, in Service Types. Long rehearsal and Long sound check come turned off: turn them on there if you need them.
A block type doesn’t appear. It’s turned off in Settings › General settings › Work blocks.
You’re not asked whether to send the notice. Your institution doesn’t have Ask for confirmation before sending turned on for that notice, or the notice is off. See Set up what musicians see.
You can’t delete or edit a service. Your access role doesn’t allow it. If your role only works with your ensembles, in the projects that include one of them you see every service, but you can only change the ones that include one of your ensembles and the ones with no ensemble. Services that only belong to other ensembles show an eye instead of the pencil and open so you can check them. If you need to change one, talk to the person who manages your institution.
An ensemble is locked in the service. Your role only works with your ensembles, so you can’t select or remove other ones. Hovering over it tells you: Your role doesn't work with this ensemble: you can't select or remove it. If saving shows Your role only works with its ensembles' services, the change touched an ensemble that isn’t yours or moved the service to a project that doesn’t include any of yours.
A project doesn’t show up when you move a service or create one from the calendar. If your role only works with your ensembles, only the projects that include one of them are listed.
Create stays disabled in the calendar. If the end time turns red with The end time must be after the start time, fix it. When you change the start time, the end time moves with it and the service keeps its length.

If a saved service doesn’t appear in Planning or the calendar, or changes aren’t saved, write to us at help@weikos.io with the link to the project.

What your institution decides

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.