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

In the project, go to Roster. The first tab is the general roster; after it there’s one for each piece in the program.
For each instrument, move musicians from Unassigned musicians to Assigned musicians, or click Assign all musicians.
To add someone who doesn’t have a contract yet, click Add contract. If your institution has favourite musicians in the project’s ensembles, they appear in each instrument’s Favorites block.
Click Save.

If you assign someone with an accepted leave during the project’s services, you’re warned with Musician with absence. Existing ones are counted on the general roster tab: clicking the counter, Problems with roster tells you who has a leave and during which service.

Pass the roster on to pieces and services

Transfer to works, on the general roster, copies its musicians to each piece, only for the instruments the piece needs according to its instrumentation.
Transfer to services, on a piece’s tab, copies its musicians to the services where that piece is in a block. Only musicians from each service’s ensembles are passed on.
Transfer, on an instrument, 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. 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, turn on Visible for musicians: the roster changes to Published.
Click Save. Publishing is only saved with that button.

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....

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 Download roster and choose:

Musician roster: the full line-up as a Word document. On a piece’s tab, Piece Roster.
Participant list: an Excel file with the details you choose, for all musicians or Only reinforcements.

Link the sheet music

Go to Projects › Music library and open the score.
In the Projects section, add the project, turn on Visible and click Save.

If you create the score from Sheet music inside the project, it’s already linked and visible.

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.
The sheet music: scores linked with Visible to 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 you clicked Save after turning on Visible for musicians. If they’re looking at it in the app, ask them to close it completely and open it again.
The transfer buttons are 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 link 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, the switch is locked with Locked: the project ended on ….
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 opened the app again 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.