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.
Choose the ensembles taking part. If the project has collaborating ensembles, you can add them too.
Click Save, or Save and duplicate to create another identical one on the following day.
If your institution has it set up, you’ll be asked Send notification? You can add a note to the notice and choose Send notification or Don't notify.

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.

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.

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 Duplicate. It works the same way.
When creating it: Save and duplicate 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.
Several at once: select the rows and use the actions menu to assign them an ensemble or a space, cancel them or reactivate them.
To another project: open the service, click the project name and choose Move service to another project.

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.
This window has no ensembles or blocks. If the service is for specific musicians, click Open full editor and choose its ensembles.

To change a service from the calendar, drag it to another date or stretch it to change its duration. Right-clicking gives you Edit, Duplicate service, Cancel service and Highlight project events. Delete service is in the ⋮ menu of the panel that opens when you click the service. After each change, you can undo it for a few seconds.

Download the planning

In Planning, click Export to download it as a Word document. It’s also in the project’s ⋮ menu in the project list.

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.
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. Talk to the person who manages your institution.

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.