Features

Everything Weikos does, area by area.

Each area, with everything it includes, on the web and in the apps.

Projects and scheduling

From programme to stage: instrumentation, schedule, roster and casting.

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View a project’s schedule
Publish the roster to musicians
Add favourite musicians to the roster
Allocate musicians to each service

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View the calendar and switch views
Choose which calendars to show
View service details
Open a service’s venue in maps
See when your own venues are in use
Create a service from the calendar
Move, edit, duplicate, cancel or delete a service from the calendar
Share a link to a service
See leave on the calendar
View and complete tasks from the calendar
Print or export the calendar
Sync services with your calendar
Choose which calendars to sync
Set up service types
Manage seasons
Manage venues
View the project list
Filter projects
View a project’s details
Create a project
Discard a new project without saving it
Edit a project’s general information
Change a project’s status
Delete a project
Add a conductor, soloists and tutors to a project
Assign ensembles to a project
Add the project’s performances
Add works to a project’s programme
Define or edit a work’s instrumentation
View the project’s instrumentation
Add a service to the schedule
Cancel, duplicate, move or delete services
Organise a service into work blocks
View a project’s roster
Assign musicians to the project roster
Copy the main roster to works and services
Allocate equipment to a project and to each work
Change a musician’s category for just one project, work or block
View someone’s contract, performance and details, and change their category, from the roster
Choose whether contracts created from the roster start as assigned
See leave alerts in the roster
Download the roster in Word or the participant list in Excel
Choose a project’s technical staff
Allocate technical staff to each service
Publish the technical staff to musicians
Export a project’s data to Word
View a project’s documents
Upload documents to a project
View and filter the task list
Organise tasks on a Kanban board
Create a task
View and edit a task
Duplicate a task
Assign a task to a team member
Change a task’s status
Mark a task as complete
See your pending tasks on the calendar
Comment on a task
Make a task private
Tag tasks and filter by tag
Attach documents to a task
Change or delete several tasks at once
Delete a task
Export the task list
View and create a project’s tasks

Hiring

Your talent pool, invitations, requirements and contracts.

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Search and filter musicians on Weikos
Mark musicians as favourites and prioritise them
Send the contract to the musician for a response
Set a deadline for responding to contract offers
Combine a person’s project contracts into a single legal contract
Accept a contract
Decline a contract
Send a data request to the artist or their agent
Review and verify staff requirements

See all 63 features →

Set up requirement types
Add the usual requirements for your country
Choose whether project contract fees are calculated per service or per working day
Choose which details someone must complete to accept their contract
View a musician’s profile
Hide or unhide a musician
Write a private note about a musician
Invite people to sign up to Weikos
View and filter the contract list
Create a permanent or project contract
Choose who the contract is for and give them access to Weikos
Fill in contract details and terms
Calculate the fee for a project contract
Change a contract’s status
Set a deadline for adding a reason for declining
Resend the invitation for a pending contract
Change the status of several contracts at once, with or without notifying
Decline or cancel a contract with a reason and a document
Automatically create a draft when a contract is declined
Download or generate the contract, basic copy or certificate in PDF or Word
Delete contracts
Manage a combined contract: process it, review its changes or undo it
Set which details the musician must complete to accept
View your contracts
View a contract you’ve received
View your combined contract and its projects
Add the reason or document for declining later
Fill in the details form received by email
Resend a data request
Revoke a data request
Ask the artist to correct the details submitted
Review the details received and their history
Delete the details submitted in a data request
Create a Weikos account after submitting your details
View a contract’s hiring requirements
Meet a requirement: upload a document, complete the survey and submit for verification
Download the documents for a requirement or a person
Define hiring requirement types
View your artistic and technical staff
Filter staff
View a staff member’s profile
Edit a staff member’s personal details
Export the staff register
Send an announcement to staff
Assign someone’s speciality, instrument and ensemble
Assign a department, job position and responsibility level to a contract
Manage departments
Manage job positions
Time buffer around services for technical staff
Enable responsibility levels
Set up artistic categories
Create, edit and delete ensembles
Create, edit and delete committees
Track contract progress for each project

Sheet music and repertoire

Every score straight to its musician, and the music library up to date.

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Specify which instrument each file is for
Assign a score to a project and make it visible to musicians
See only the sheet music for your instrument in your projects
Browse your repertoire and discover other works

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Browse the sheet music library
Search, filter and sort scores
Add a score
View and edit a score’s details
Delete a score
Add a composer who isn’t on the list
Tag a score
Upload a score’s files
Withdraw scores from musicians when the project ends
View a project’s scores
Open or download a score file
See the composers in your repertoire, rename them and complete their dates
Check whether a work can be performed with the current roster
See which projects a work has been performed in
View and create versions of a work
Merge duplicate works in the repertoire
Download the repertoire to Excel
Share a score file via a link
Download a complete score and its score sheet
Catalogue number, location, sets and ownership of a score
Log score hires and hire material from the programme
Share works, versions and performances with the Weikos Community
Manage your organisation’s inventory

Announcements and surveys

Make sure information gets through, and know who has read it.

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Send an announcement by email
Track an announcement: who has received, opened and confirmed it
Confirm you’ve read an announcement
View and download a survey report
Receive a contract invitation
Get notified of service changes

See all 37 features →

Attach files to an announcement
Schedule an announcement
View sent announcements
Send a survey by email with an announcement
Choose which email notifications your organisation sends
Set up survey types
View and filter surveys
Create a survey and choose who receives it
Publish, schedule, close and archive a survey
Respond to a survey
Share a survey with a link or QR code
Upload organisation documents
Edit a document
Change or delete several documents at once
Decide who sees a document
Target a document at an ensemble
Send a personal document to someone
Search and filter your organisation’s documents
Export the document list to Excel
Create and manage document categories
View your documents
Open a document
Download or share a document
Get notified of contract changes
Get leave notifications
Get notified about a data request
Get notified of action requests on expenses
Turn your organisation’s notifications on or off
Choose who receives team and service notifications
Decide whether to send a notification when saving a change
Send emails with your organisation’s branding

Leave

Leave requests with types, allowances and approval, from the app.

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Request leave
View and filter your leave
Check leave details and status
Comment on leave
Edit a pending leave request
Cancel a leave request

See all 19 features →

Extend the end date of leave
Confirm the end date of leave
Download your leave to Excel
View all leave across your organisation
See leave for the people in a project
Approve or decline a leave request
Update or delete several leave entries at once
Record leave on someone else’s behalf
Record group leave for a team
Delete a leave entry
Export leave and download its documents
Set up public holidays
Set up leave types and their restrictions

Time tracking

From the app, with the reader and a coded card, or with Wallet.

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Clock in and out
Clock in and out with the card reader

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Clock in and out when you have several contracts
View your time records and hours worked
View your organisation’s time records
See an hours summary and compare it with the contract
Add a time record manually for someone
Edit a time record
Delete a time record
Tag time records
Export time records
Generate, revoke and print ID cards
View and compare staff performance

Finance

Budgets, expenses, invoices that read themselves and SEPA batch payments.

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Fill in a transaction by dragging in the invoice
Export a payment batch (Excel or SEPA XML)

See all 35 features →

Define rules to calculate expense and income dates
View expenses or income
See summary totals for the list
Filter expenses or income
Export expenses or income to Excel
See a project’s expenses, income and balance
Create or edit an expense or income item
Allocate an expense or income item to a project, ledger account and analytical levels
Add an estimate for an expense or income item
Add or remove quotes for an expense or income item
Record a transaction (invoice, salary or other)
Split an invoice or quote into line items
Change a transaction’s status and dates
Set up date rules for transactions
Set the payment or collection account for a transaction
Record a corrective invoice or credit note
Get alerted to a possible duplicate invoice
Record a quick transaction
Bulk-update the status, dates or posting of several transactions
Delete an expense or income item
Assign the reporter and the owner of an expense or income item
Attach documents to an expense or income item
Add notes to an expense or income item
Ask a colleague to record, validate or pay a transaction
View and export the financial balance
View and search contacts (suppliers and clients)
Create or edit a contact
Delete or archive a contact
Set up analytical levels
Set up ledger accounts
Set up expense headings
Set up taxes and withholdings
Set up your organisation’s bank accounts