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.

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

Open the contract and click the Send data request icon in the action bar, at the top right, which appears while no one is assigned to the contract. It’s also in Personal details › Search musician... › Send data request.
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.
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

You get the Data received notification and the contract shows Data completed. With the View delivery status icon you can see when the form was opened, saved and submitted. “Email opened” is not certain: some email programs mark it on their own when it arrives. What confirms the artist has seen it is the click on the link or the opened screen.
Check the details in the contract: they’re copied directly, with no approval step. Change the contract status when you decide.
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 send it again, or to change the language, click Resend › Resend data request › Resend. It goes to the same address, which you can see in the dialog; the previous link stops working and the new one expires on the same date.
To send it to a different address, revoke the request and send a new one. The link shows the ID number, address and bank account already saved, so it cannot be redirected to another email without leaving a trace.
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.

Right after sending, on the Thank you! screen, the artist can click Delete my data as long as the contract isn’t prepared yet. If they do, everything they sent is deleted: the contract is left without a person and without their details, and the link stops working. You don’t get any notification. To carry on, send them a new request.

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 contract has been left without a person and without details. The artist deleted their details with Delete my data. If you still need them, send them a new request.
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.