Frequently asked questions

What people usually ask us

If you can’t find your question, write to us and we’ll get back to you.

How long does it take to start using Weikos?

Very little. To begin, we do the initial set-up with you (the organisation, the ensembles and the roles), which takes less than an hour. From then on you can create projects and the musicians see them in the app. If you start with one or a few projects, you’re up and running the same day. With a whole season, it usually takes a week to have everything in place. We run as many training sessions as you need with your management team, plus one session to introduce the app to the musicians.

Will you help us move what we already have into Weikos?

Yes. Send us the list of your permanent members and staff, in whatever form you have it, and we’ll get their contracts ready. Each musician creates their account and we link it to their contract. Many musicians are already on Weikos, so this is usually immediate. If you want to start with some history, we’ll help you load your latest projects, as well as the season’s planning or budgets. Everything else (projects, services, sheet music) you add yourselves from day one, and if anything gets complicated, we’ll lend you a hand.

What is the demo like and how long does it last?

It’s a video call of 30 to 45 minutes. Beforehand you tell us how you work and we prepare it with examples like yours: a project from start to finish, hiring, and what each musician sees in the app. Request it through the form and we’ll write to you to find a date.

How much does it cost?

It’s an annual subscription, priced according to the size of your organisation. We prepare a tailored proposal for you after the demo. It includes onboarding, training, the apps for all your musicians and support, with no per-musician cost.

Do musicians have to pay anything?

No. The app is free for musicians and works for every ensemble they play with. Each musician has their professional profile and can show it on the Weikos network so that other organisations can find them when they’re looking for musicians. They also have at hand everything the organisation makes available to them: projects, services, sheet music and contracts. And if they want to manage their own work as a soloist, we’re preparing plans for soloists and small ensembles: they can join the waitlist.

Do we need to install anything?

Nothing on your computers: management is done in the browser, on Windows or Mac. Musicians download the free app from the App Store or Google Play, or use it on the web.

Does it work if we have several ensembles?

Yes. They all sit in the same organisation account, each with its own projects, roster and calendar. Each person on the management team sees what their role allows: whoever runs the whole organisation sees everything together, and whoever looks after a single ensemble sees only that one.

What languages is it available in?

Spanish, English, Catalan and Italian. Each person chooses their own and receives notifications in that language.

How do you protect our organisation’s data?

Your musicians’ and your organisation’s data is protected in several layers:

• Where it is: on Amazon Web Services, in Frankfurt, within the European Union, and always stored encrypted.
• The most sensitive data, doubly protected: ID documents, IBANs and other sensitive personal data also have their own encryption, field by field.
• Everyone sees what they need: each person can only access what their role allows, and even then sensitive data is hidden on screen from anyone who doesn’t need to see it in full.
• Everything leaves a trail: we record who changes, exports or deletes each piece of data, so you always know what happened and who did it.
• And in writing: the data processing clauses required by the GDPR are part of the contract with every organisation.

What happens if something is deleted by mistake?

Write to us at help@weikos.io and we’ll recover it. We keep backups for the last 30 days, so we can restore anything that was deleted to how it was at any point in that period, and deleted files can be recovered too.

Is there a minimum term?

Only the year you’ve signed up for. The subscription is annual and paid in advance, so it covers the whole year even if you stop using Weikos earlier. If your contract renews automatically each year, to cancel the renewal just let us know in writing at least one month before it ends. And your data always goes with you: we explain how in “Can we take our data with us if we leave Weikos?”.

What support do we get?

Write to us at help@weikos.io and we’ll reply on working days. If something is stopping you from working, we deal with it as a priority, and other queries usually the same day. Support is for everyone, the management team and every musician, and it’s included in the subscription, as are maintenance, updates and backups. An AI assistant helps us, and there’s always a person from the team behind it. At help.weikos.io you’ll find step-by-step guides to every part of Weikos, and for onboarding we support you with online training sessions.

Can we take our data with us if we leave Weikos?

Yes, the data is yours. Whenever you like, you can download your roster, contracts, projects, repertoire, expenses and income, leave, time records, documents and sheet music in Excel or Word. And if anything proves tricky, just ask and we’ll prepare it for you.

The law is on your side, too. The GDPR requires anyone processing data on behalf of an organisation to return it or delete it, as the organisation chooses, when the service ends. And the EU Data Act requires cloud software to let its customers take their data and switch provider without obstacles. We comply: if you leave, we hand you a complete copy and keep your data for six months in case you need to recover anything. After that, we delete it.

And if you’re coming from another program that makes it difficult to get your data back, the law protects you as well. Write to us and we’ll help you bring it into Weikos.