Prepare a project's roster

The roster is a project’s musicians, by instrument. There’s a general roster and, if the program has pieces, one per piece, which you can pass on to the services where it’s worked on. Musicians don’t see it until you publish it, and they only see projects in To be confirmed or Confirmed. How to create the project is explained in Create a project.

Assign the musicians

When you add the first piece to the programme, the general roster fills itself with the stable musicians of the project’s ensembles, for each instrument the piece needs, sorted by category and surname. Anyone with an absence covering all their days isn’t added. Pieces you add later don’t change the roster: whatever you removed or moved stays as it is. Your institution can turn this off in Contract Preferences › When you add the first work to a project.

In the project, go to Roster. In the panel on the left, choose the General roster or one of the pieces under Rosters by work. The header tells you which one you’re on, for example “Piece 2 of 5”, and its arrows take you to the previous or next piece.
For each instrument, move musicians from Unassigned musicians to Assigned musicians, or click the Assign all musicians icon in the action bar, at the top right.
To add someone who doesn’t have a contract yet, click the instrument’s Add contract icon. If your institution has favourite musicians in the project’s ensembles, they appear in each instrument’s Favorites block. The trombone and horn rows also take bass trombone, high horn and low horn contracts, with the variant next to the name, and the favourites are split by variant. In the strings, each row first offers only those whose contract is for its exact instrument: Violin 1 offers violin 1 contracts. «Show all violins» (or violas, cellos, double basses) adds generic violin contracts and the other part, and «Show all strings» adds any string instrument; anyone playing in a row that isn’t their contract’s shows their instrument next to their name.
Click Save.

If you assign someone with an accepted leave during the project’s services, you’re warned with Musician with absence. If there are already musicians with a leave during a service, the action bar shows the … conflicts warning. Clicking it, Problems with roster tells you who has a leave and during which service.

If a musician’s contract starts after or ends before the days on which their ensemble has services in the project, their name carries the same warning: orange if it covers only part of them and red if it doesn’t cover any day; in that case they can’t be assigned. If the musician has no ensemble, or their ensemble has no services yet, it’s compared with the project dates. A service with no ensembles, such as a load-in the day before, doesn’t count for this warning, and neither does a leave outside the days of their ensemble.

See a person’s details without leaving the roster

Right-click a person’s name, or click the ⋯ that appears in its corner when you hover over it. It works in the general roster, in each piece’s roster and in the pieces of a service’s blocks, with anyone: assigned, unassigned, or with a cancelled or rejected contract. At the top you see their name and the status of their contract, and a calendar symbol on their avatar if it’s a project contract. Depending on what your role allows:

View contract: their contract in a window, whatever its status.
View performance: their activity in the period you choose, as in Team.
View leave: if they have a leave that affects the project, its type and dates.
View profile: the same one as in Musicians in Weikos.
Add to favorites. If they already are, Favorite number to change their number and Remove from favorites. It’s saved in their contract’s ensemble.
View private note or Add private note: your institution’s note about that person.
Change category, for assigned musicians: the list of categories opens next to it. It changes the category only in that roster (the project’s, a piece’s or a block’s), just like the categories mode, and it’s saved with Save.
Move to Assigned musicians or Move to Unassigned musicians (in an institution that summons, Move to Summoned musicians or Move to Reserve musicians): changes the section they appear in on this roster. It doesn’t change their contract or their category.

The star with a number inside the name is their favourite number. Unassigned musicians are sorted by that number, then favourites with no number and then everyone else, in the order they were added. To remove someone from the assigned musicians, hover over their name and click the ×. Favourites go by instrument: each person only appears in the list of the instrument they are a favourite in, with their number in that list, and the menu on their chip refers to the instrument of their contract, for example «Número de favorito en violín».

If your institution has a private note about the person, their name shows a note icon, in the favorites too. Hover over it to read it, and click it to open it. If you click the + of a favorite with a note, the note shows up before their contract is prepared and you choose «Cancel» or Prepare contract.

Change a musician’s category in this project only

A musician can appear in a project, a piece or a service block with a category different from their contract’s: for example, a tutti player who plays principal in a concert. Their contract doesn’t change and they’re paid the same. The category shows in the roster and in the downloaded roster, with its abbreviation, and in the category column of the participant list.

In Roster, choose the general roster or a piece and click the Categories mode: change a category only here icon in the action bar. Each assigned musician shows their category’s abbreviation.
Click the musician and choose the category. Their abbreviation is highlighted: they have their own category in this roster.
Click Save.

What you change in the general roster also applies to its pieces and services, with no need to transfer. What you change in a piece applies to that piece and its blocks, and doesn’t touch the general roster or the other pieces. If a piece or a block already had its own category for that musician, it’s kept.

To change it in one service only, open it in the work plan, click Roster on the block’s piece and use the same icon, next to expand and collapse. Save the window and then the service.

To undo the change, click the musician and choose The contract's in the general roster, or The inherited one in a piece or a block.

Pass the roster on to pieces and services

Transfer to pieces: with the general roster selected, the Transfer to works icon in the action bar copies its musicians to each piece, only for the instruments the piece needs according to its instrumentation.
Transfer to services: with a piece selected in the panel, the same icon becomes Transfer to services and copies its musicians to the services where that piece is in a block. Only musicians from each service’s ensembles are passed on and, if the service has an assignment by service, only those in it (Assign musicians to each service).
On an instrument, the Transfer icon does the same for that instrument only.

When it finishes you’ll see Musicians transferred correctly Services without blocks don’t need a transfer: they work with the general roster.

Transferring replaces the musicians at the destination. If you’ve adjusted a piece’s or a service’s roster by hand, those changes are lost, except each musician’s own category, which is kept. It’s applied straight away, using what you’ve saved, so save first. Also set each piece’s instrumentation and each service’s ensembles beforehand: without them, no musicians are passed on.

Publish the roster

In Roster, click the eye icon in the action bar. Crossed out, it says Not published: musicians can't see it. Click to publish
When you click it, the roster is published straight away, without clicking Save, and the eye turns green: Published: musicians can see it. Click to unpublish It applies to the whole roster, even if you’re on a piece.

To withdraw it, click the eye again. Publishing the roster doesn’t send any notice to musicians.

Change the project’s status

On the project’s artistic data page, choose the Status and click Save. To change several at once, select them in the project list and click Actions › Change status to.... Cancelling a project works differently: see Cancel or reactivate a project.

Musicians see projects in To be confirmed and Confirmed. Projects in In study, In production or Cancelled don’t show up for them.

Download the roster

In Roster, click the Download roster icon in the action bar and choose:

Musician roster: the full line-up, in Word or PDF. If you have a piece selected in the panel, it downloads that piece’s roster.
Participant list: an Excel file with the details you choose, for all musicians or Only reinforcements.

The roster shows each musician’s stage name and, next to it, the abbreviation of their category (the one in Settings › Artistic categories), except for tutti. It’s the category that applies in that roster: the project’s, the piece’s or the block’s own one if there is one, and otherwise their contract’s.

A service’s roster

It only includes who takes part in that service: if its blocks have pieces, the ones selected in them; if not, the musicians of the roster from the service’s ensembles. Who takes part in the service explains it.

From the service, in Planning or in the calendar: click the Download roster icon in its bar and choose Musician roster (Word or PDF) or Participant list.
From the menus: in the three dots of its row in Planning, in those of the service panel in the calendar, or right-clicking the service, choose Download roster.
Several at once: in Planning, select the services (or filter the list), click Download and choose Musician rosters. You get a ZIP with one roster per service, up to 50.

Choose the sheet music

Each piece in the program is played from a score in the library, and musicians see it once you publish it.

In the project, go to Program and click the piece.
In the panel, Score tab, choose the score from the library. Weikos suggests the ones of that work. If you have it but it doesn’t show up, because it has another name or was linked to another work, click Search the library and search for it by its name, catalogue number, composer or publisher. If it belonged to another work or composer, you’re asked to confirm and it becomes a score of this work: next time it will be suggested.
Turn on Visible so musicians can see it.

In the project’s Sheet music you have all the program’s pieces in order, with their score and whether it’s published. A piece without a score shows Choose score, which takes you to its panel, and Publish all publishes all the program’s scores at once. If the score doesn’t exist yet, create it in the library: see Manage the music library.

What the musician sees

The project: only in To be confirmed or Confirmed, if it belongs to their ensemble or their contract is for that project, and once they’ve accepted the contract.
The roster: until you publish it, they see Roster not available.
The services: those that aren’t cancelled, within their contract dates, for their ensemble or that they’re assigned to. Services for another ensemble show up as Service from another ensemble; if your institution has chosen Hidden in Services from other ensembles, they don’t show up and the project dates they see are those of their own services (Organize the team).
The sheet music: scores published with Visible in a project in To be confirmed or Confirmed that hasn’t ended, with files for their instrument or for everyone. When the project ends, they’re removed automatically.

How musicians find all this is explained in the guides Find a service or project and Your sheet music.

If it doesn’t work

The musician doesn’t see the project. Check that it’s in To be confirmed or Confirmed, that the musician’s contract is for the project’s ensemble or for that project, and that they’ve accepted it: a pending contract doesn’t give access. Ended and cancelled projects don’t appear in the apps.
You’ve published the roster and the musician still sees Roster not available. Check that the eye in the action bar is green, with Published: musicians can see it. Click to unpublish If they’re looking at it in the app, ask them to close the project and open it again.
The transfer icon is disabled. You have unsaved changes: click Save and transfer again.
After a transfer, a piece or a service has no musicians. The piece has no instrumentation or the service has no ensembles. Set them and transfer again.
The musician doesn’t see the sheet music. Check that the piece’s score has Visible, that the project is in To be confirmed or Confirmed and hasn’t ended, that the files are marked for their instrument and that their contract has an instrument. If the project has already ended, that performance shows Ended in the score’s page instead of the switch.
In the Excel file, personal details are trimmed or empty. They come out the way your access role sees them: if it sees them trimmed, the ID, social security number and IBAN only show their last characters, the address and bank are hidden and the dates are empty. If you need them for everyone, ask whoever manages your institution to review your role.
You can’t find the pencil to open a musician’s contract. It’s no longer on their name: right-click it and choose View contract. If the menu doesn’t appear, or some options are missing, your role doesn’t have that permission: ask whoever manages your institution to review it.
A service doesn’t appear in their calendar. See Organize a project’s planning.

If the project is in Confirmed, the musician has accepted a contract for the ensemble, the roster is published and saved, they’ve reopened the project in the app and still don’t see it, or if a musician sees projects, rosters or sheet music they shouldn’t, 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.