Request details from an artist or their agency

If an artist doesn’t have a Weikos account, you can send them or their agent a link to a form to fill in their hiring details, without creating an account. When they submit it, the details go straight into the contract.

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.

Only for people without a Weikos account. If the contract already has someone assigned, the request replaces them and that person can no longer see the contract. People with an account complete their details when they accept the contract.

Send the request

1. Open the contract and, in Personal details, click Search musician... › Send data request.
2. Enter the first name, last name and email. In Who will receive this link?, choose The artist themselves or An agent or representative, and the language of the email. Click Send.
3. The contract shows Waiting for data from … and the days left before the link expires. The artist doesn’t see the contract terms, and the contract status doesn’t change.

When the details arrive

1. You get the Data received notification and the contract shows Data completed. With View delivery status you can see when the form was opened, saved and submitted.
2. Check the details in the contract: they’re copied directly, with no approval step. Change the contract status when you decide.
3. If something is wrong, click Request correction, write the message, tick the fields in Which fields need revision? and click Send correction request. The contract changes to Waiting for correction; Cancel correction cancels it.

Change the email or cancel the request

• To change the email or the language, click Resend › Resend data request › Resend. The previous link stops working and the new one expires on the same date.
• To cancel it, click Revoke › Revoke. There can only be one request per contract: to send another, revoke the previous one first.

What the artist sees

They open the link in the email, without signing in, fill in the Identity, Contact, Hiring, Bank details and Summary steps, and click Submit data. What they type is saved when they move from one step to the next, and they can upload JPG, PNG, WEBP or PDF files up to 10 MB. If you request a correction, they’ll see Corrections requested with the marked fields.

If it doesn’t work

• The artist says the link is no longer available. The link has expired, been revoked or already used, or the contract is rejected or cancelled. Check the contract: if it says Data completed, use Request correction; if not, click Revoke and send a new request.
• It says the contract already has an active request. There can only be one per contract: revoke the previous one and send the new one.
• The artist lost what they typed. The form saves when moving from one step to the next, not when closing the page. Ask them to open the link again and continue where they left off.
• You sent the request on a contract that already had a person with an account. Click Revoke › Revoke. Then add the person again with Search musician... › Add to contract and click Save: they can see the contract again.
• You didn’t get Data received. It goes to whoever created the request, if your institution has that notification turned on. The contract shows Data completed anyway.
• The artist created an account and can’t see the contract. The new account isn’t linked to the contract automatically: add them with Search musician... › Add to contract.

If a link you just sent says it’s no longer available, or the details received seem to belong to someone else, write to us at help@weikos.io with the link to the contract.

What your institution decides

Depends on your institution

Your institution decides how many days the link is valid, from 1 to 90 (7 unless it changes it), in Settings › General settings › Team › Data request links › Link validity (days). It also decides whether you get the details-received notification.