What is artwork?
What cultural organisations use artwork for, which modules it has and how this manual accompanies you from your first day to everyday routine
artwork is the shared workspace of a cultural organisation: a theatre, concert hall, museum or festival uses it to plan its productions, book its rooms, schedule its staff and manage material, budgets, contracts and contacts. The benefit comes less from any single module than from how they connect: an event in the calendar is also the frame for shifts, a project brings together events, team, budget and documents, and whoever enters a piece of information once does not have to repeat it anywhere else.
Ways through this manual
- New to artwork? Read Getting Started and then your start by role.
- Setting up artwork for your organisation? The setup guide for administrators tells you for each module what is essential and what you can add optionally. The two most extensive areas have their own guides: Setting up the duty roster and Setting up the project view.
- Looking for a specific task? The index How do I …? takes you straight to the right place in the module chapter. The module chapters themselves remain the reference.
- Unsure about a term? The glossary explains each term in one sentence and links to the chapter about it.
The modules and their practical value
| Module | What it does | Typical benefit |
|---|---|---|
| Projects | Productions and event series as containers for events, team, budget, documents and freely configurable tabs | All information about a production in one place; tabs per department; print layouts for external partners |
| Calendar | Room bookings and events, room requests and verification, planning calendar, series | See booking conflicts immediately; scheduling and departments work in the same calendar |
| Duty roster | Shifts per craft, assigning staff by drag & drop, committing, working-time rules, time accounts | Staff planning without Excel; employees see their operational plan; rule violations are detected |
| Inventory | Article catalog, availability over time, material issues and loan slips | Technical departments and stores know what is where and when; overbookings show up before the production |
| To-dos | Checklists and tasks with deadlines, also as templates and within projects | Recurring routines (premiere preparation, get-out) as a checklist |
| Sources of funding and budget | Grants, project budgets, verification, Sage integration | Track the use of funds per project; check the budget before approval |
| CRM | Contacts by freely defined contact types, import, duplicates, external access | Link companies, agencies, manufacturers and accommodation to projects; external partners fill in their data themselves |
| Documents & contracts | Contracts with access control, contract modules, document requests | Store contracts where the project is; request missing documents internally |
| BI dashboard | Key figures on audience, revenue, utilisation and effort per production | Compare seasons; spot gaps in the data |
| Users & teams | Accounts, freelancers, service providers, teams, permissions, work data | Grant permissions by role preset; contracts and work time patterns as the basis for planning |
| Notifications | Notifications by topic, email and push, chat | Everyone receives exactly the notices that concern their own work |
| System | Branding, mail, login, interfaces, modules, file rules | The organisation decides which modules are visible and how artwork presents itself externally |
artwork has no prescribed interpretation
A project can be a production, an event, a series or a festival. Tabs, components, contact types, event types and crafts can be named freely. The use cases show proven set-ups; what matters is that your organisation chooses a convention and records it during setup.
How the modules connect
Rooms and event types are the foundation of the calendar. Without them there are no events.
An event takes place in a room, can belong to a project and helps define the project's period. It can carry sub-events, a timeline and shifts.
Crafts and functions are the foundation of the duty roster. A shift belongs to a craft, needs functions and is filled with people whose work profile matches.
A project brings together events, shifts, budget, documents, contacts and tasks. Its team decides who may see and edit it.
Permissions and modules determine what each person sees. A missing feature is usually a question of permissions or module visibility, not of the version.
How this manual is structured
- Getting started (this section): orientation, setup, paths by role, use cases and the task index. These pages explain little themselves; instead they lead you to the right place.
- Working with Artwork: one chapter per module, each with an Overview, the individual features and the related settings. This is where you look things up while working in the software.
- Administration: system menu and recycle bin.
- Release notes: the changelog of each version with links to the affected chapters.
The search at the top left finds headings and paragraphs on all pages. If a search term leads to the wrong page, the index How do I …? helps.
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