Guest performance with artist residency
Company in the CRM, data inquiry via external access, residencies with accommodation and daily allowance, contract in the project
Situation
A company from abroad is visiting with seven people for four days. The organisation needs riders, travel details, the names of everyone arriving, image and press material, books a hotel, pays a daily allowance and signs a guest performance contract.
People and permissions
| Who | Does | Needs |
|---|---|---|
| Production management | runs the project and residencies, invites the company | project team, Invite externals |
| Company (external) | fills in the inquiry, uploads material | an external access, no account |
| Administration | files the contract and the daily allowance statement | Manage contract modules & project contracts, budget access |
| System administration | enables external access | artwork admin |
Workflow
Create the company in the CRM (contact type Company or Agency) and link it in the project – as an artist or, if allowed, as an external team member with a project role. Link contacts to projects
Create an inquiry tab. In the tab settings, Create tab from template → Production inquiry: coloured sections for contact, arriving people (as a CRM contact list), technical requirements, documents, texts, image and video. Managing tabs
Invite the company. In the inquiry tab, Invite external to this tab: email, name, tab with write permission and end date. The person fills it in without an account, uploads riders and photos (if uploads are enabled) and creates the arriving people as contacts; with Submit entered data they report that everything is complete. You confirm or return it for revision. External access
Plan the residencies. In the Artist residencies component, enter arrival, departure, accommodation (a CRM contact of the contact type Accommodation with room types), room type, cost per night and daily allowance for each person; take the arriving people from the contact list. Artist residencies
Export. From the component, export the residency plan as PDF or Excel and the daily allowance statement as Per Diem Export – with the letterhead from the tool settings, in German or English.
File the contract under Documents → Contracts or in the project: contract type Guest performance, amount, currency, foreign tax and KSK details, access only for administration and project management; request missing paperwork as a document request. Managing contracts
Events and shifts. Set-up, rehearsals and performances in the calendar, shifts as in the use case Planning a performance with shifts. The timeline of the performance event records get-in, sound check and admission.
Pitfalls
- Externals see too much: the external person sees all components of the shared tab, regardless of internal visibility settings. That is why you use a separate inquiry tab, never the internal production tab.
- Upload does not work: file upload for externals is a separate switch in the external access settings.
- Accommodation missing from the selection: accommodations are CRM contacts; room types and prices are maintained on the contact.
- Daily allowance without letterhead: name, address and email for the letterhead are set under Communication & Legal.
Variants
- Without external access: production management fills in the inquiry tab itself and sends it to the company as a print layout PDF. Print layouts
- Returning guests: the contact stays in the CRM; for the next guest performance, only the access is invited again and the tab shared anew.
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