Artwork is a project and event management platform for cultural institutions — theatres, concert halls, museums and festivals. It brings everything around a production into one tool: projects, the room and event calendar, staff scheduling (shift plans), inventory, budgets, contracts and contacts.

Core conceptsCopy Anchor Link

Explore the docsCopy Anchor Link

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.

The modules and their practical valueCopy Anchor Link

How the modules connectCopy Anchor Link

How this manual is structuredCopy Anchor Link

• 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.

This chapter takes you from your invitation to your first working day in Artwork. Your interface may differ from examples in the manual: modules are enabled organisation-wide and roles additionally determine which data and actions you can see.

Getting access to ArtworkCopy Anchor Link

An authorised person usually creates your account and sends an invitation to your email address. The invitation link is valid for seven days—open it promptly and complete the personal details requested. If the link has expired, Artwork shows a notice page; ask the inviting person for a new invitation. Use the email address for which the invitation was issued. After registration you can sign in immediately; there is no separate email confirmation step.

When setting your own password, fixed requirements apply: at least ten characters with upper- and lower-case letters and at least one digit. Use a password unique to Artwork and store it in a password manager.

Some organisations use central login instead. The login page then offers Sign in with … for the configured identity provider. Use your organisational account; a separate Artwork password may not be required. Once the session expires, sign in again through the identity provider.

See Accounts & invitations for more about account setup.

Logging inCopy Anchor Link

Show password lets you check your entry briefly. Do not use it where other people can see your screen.

Forgotten passwordCopy Anchor Link

Select Forgot your password?, enter your email address and request the reset link. Artwork confirms the dispatch regardless of whether the address is known and limits the number of requests. Open the email and use its link to set a new password; the same password requirements as at registration apply. If no email arrives, check the spam folder and spelling, then contact your Artwork administrator.

With central SSO, the password is managed by the identity provider. Use its reset process or contact your IT team.

Two-factor loginCopy Anchor Link

If two-factor authentication is enabled, Artwork asks for a code from your authenticator app after your password. You can alternatively use a previously stored recovery code. A recovery code cannot be reused once consumed.

Understanding the sidebarCopy Anchor Link

The left sidebar is the main navigation. It can show only icons in compact mode or icons and names when expanded. Areas with several pages—such as Calendar, Duty roster, Documents and System—open a submenu.

Typical main areas are:

Notifications and your profile menu are at the bottom. The profile menu opens your own account and provides logout.

Using the dashboard as a starting pointCopy Anchor Link

After login, Artwork usually opens your personal dashboard. It shows today's events from your projects, your shifts and individual times, unread notices received today and a selection of your next tasks. Use its quick links to open the full feature area.

The dashboard is a personal daily summary, not a replacement for the complete calendar, task or shift view. See Dashboard.

Preparing your profileCopy Anchor Link

Open My account through your profile picture and check:

• first and last name,
• position, email address and phone number,
• profile picture and short description,
• application language,
• teams and other work details where visible.

A complete profile makes assignments and collaboration easier. Teams and administrative work data can only be changed by authorised people. See My account.

Securing your accountCopy Anchor Link

You can change your password in your personal account. If enabled in your installation, set up two-factor authentication, scan the QR code with an authenticator app and store the recovery codes. Keep those codes outside Artwork in a protected password manager.

Log out through the profile menu after work, especially on shared computers. If you suspect unauthorised access, change your password, log out other browser sessions under My account and inform your administrator.

Input, exports and formsCopy Anchor Link

• Text stays text: in comments, chat messages, text components, inventory descriptions, timelines and manufacturer details, HTML is not interpreted as formatting but shown as text; line breaks are preserved.
• Excel exports: cells whose content starts with "=", "+", "-" or "@" are exported as text so spreadsheet applications do not execute them as formulas.
• PDF exports are cleaned up automatically after one day. Download exports promptly.
• Page expired: if you submit a form that has been open for a very long time, Artwork may report "Page expired". Reload the page and submit again.

Configuring notificationsCopy Anchor Link

The notification centre groups notices by topic and provides direct actions. Personal email and push settings determine which messages are delivered outside Artwork and whether email arrives immediately or as a summary.

Start with enough time-critical messages enabled and adjust after a few working days. See Notifications.

Recommended first stepsCopy Anchor Link

1. Check your profile and contact details.
2. Set a strong password and, if possible, two-factor authentication.
3. Open the dashboard, calendar and task overview.
4. Verify that expected projects, teams and shifts are visible.
5. Adjust email and push settings to your responsibilities.
6. Review an existing record before creating new data yourself.
7. If permissions are missing, describe the concrete work need instead of requesting general administrator access.

This page is the roadmap for the initial setup – and the checklist when an organisation starts using another module. For each module it first lists what is essential (without it the module does not work in a meaningful way), and then what is optional and which use case it is meant for. All essentials together take about half a day for a medium-sized organisation; optional items follow step by step as the need arises.

Order at a glanceCopy Anchor Link

Basics (tool settings)Copy Anchor Link

Essential

• Branding: big logo (login, emails), small logo (header), login illustration – so that artwork is recognisable as your tool. Branding
• Communication & Legal: organisation name, page title, business and invitation email (the sender of all emails), links to legal notice and privacy policy, the season window (basis for BI and season-related figures). Communication & Legal
• Mail: SMTP access and test email, otherwise invitations and notifications will not arrive. Mail
• Module visibility: hide modules your organisation does not use – they disappear from the navigation for non-admins. Module visibility

Optional – what it is for

• Adjust the file settings if you want to upload video, audio or larger files; the default lists cover documents, office files and images. File settings
• External user management (LDAP/Active Directory, OIDC/SSO) if your IT runs a central login. External user management
• Interfaces: API keys for your own reports, webhooks for other systems, Sage for matching booked invoices in the budget. Interfaces
• Letterhead for the per diem statement of artist residencies.

Users & permissionsCopy Anchor Link

Essential

• Create permission presets or check the supplied role presets (Basis, Production management, Disposition / room planning, Duty roster planning, HR administration, Accounting / controlling, Contract & document administration, Warehouse / inventory, Artist relations / CRM, System administration) – this turns every invitation into the question "which role preset?" instead of "which 80 checkboxes?". Roles & permissions
• Invite users – by email, the invitation is valid for 7 days; if needed, with teams and permission preset right away. Accounts & invitations
• At least two admins, so that nobody gets locked out.

Optional – what it is for

• Teams (departments) to assign whole groups to projects or checklists. External workers & teams
• Freelancers and service providers without their own account, if they are only to be scheduled in the duty roster.
• Work profiles (may be assigned to shifts, crafts, functions) – essential as soon as the duty roster is used; see there.

CalendarCopy Anchor Link

Essential

• Areas and rooms: areas as a building, site or floor; rooms with colour, Relevant for disposition (only these rooms appear in the calendars) and room admins who answer booking requests. Then Sort rooms, because the order applies in all calendars. Rooms, areas & booking access
• Event types with colour and abbreviation (performance, rehearsal, setup, blocker …). They shape the calendar tiles, the filters and shift planning. Event types
• Decide on the booking model: should everyone book directly (Events always bookable directly), or should room admins approve booking requests? Standard values

Optional – what it is for

• Activate event statuses (requested, confirmed, cancelled …) if the confirmation state of an event matters more than its type – tiles can then be coloured by status. Event statuses
• Event properties such as With audience or It gets loud to protect neighbouring rooms and to filter by them. Event properties
• Room categories and room attributes (stage, rehearsal stage, grand piano, dance floor …) as filters for "find free rooms".
• Adjacent rooms and capacity per room if you want to evaluate noise conflicts and utilisation.
• Verification mode per event type if certain events (such as performances) are to be approved for content. Event verifications
• Enable the planning calendar (module visibility and permissions) if scheduling staff are to pre-plan seasons without colleagues seeing the drafts. Planning calendar
• Import holidays & school holidays so that they are visible in the calendar and duty roster and count as special days in working time. Holidays & school holidays
• Activate the admission field if admission times are maintained on the event.
• Day remarks column for notes on the whole day (such as house information for all crafts). Calendar settings
• Adjust the daily view time window (start and end time) to your operations, for example 08:00–02:00 for performances with late-night shows.
• Timeline presets for recurring daily schedules (get-in, admission, start, end).

ProjectsCopy Anchor Link

The detailed path with stages, visibility, documents and print layouts is described in Setting up the project view.

Essential

• Check the tab settings: the default tabs (project information, schedule, to-do lists, shifts, budget, comments) can be used right away; decide whether you divide tabs by department or by phase. Create tab from template restores missing default tabs. Tabs & components
• Project statuses (in planning, confirmed, cancelled …) so that lists and calendars can filter by them; mark planning statuses as Project counts as "in planning". Project statuses

Optional – what it is for

• Categories, genres, areas as project properties if you evaluate by division or want to colour tiles by main category.
• Project creation settings: which fields are asked for when creating a project (status, project manager, artists, budget deadline, cost unit) and whether CRM contacts in the project team are allowed. Project creation settings
• Project roles (director, production manager …) as labels in the team – they do not grant permissions. Project roles
• Custom components (text fields, select fields, checkboxes, folders) for information your organisation needs for each project.
• Print layouts to hand project data to external partners as a PDF without revealing internal content. Print layouts
• Project overview builder to define the columns of the project list.
• Artist residencies (per diem, breakfast deduction, accommodation in the CRM) if you handle guest performances with travel and hotel planning.
• BI settings (audience categories, BI fields, BI tags) if you want to record visitors, revenue and utilisation.

Duty rosterCopy Anchor Link

The detailed path in three stages – staffing shifts, calculating working time, checking rules – is described in Setting up the duty roster.

Essential

• Functions first (master, specialist, assistant …), because every shift asks for slots per function and the craft dialog only offers existing functions. Functions and qualifications
• Crafts with abbreviation and colour (sound, lighting, stage, admission …), usually along the house's departments; per craft the functions and who may plan the craft. Crafts
• Work profiles of the people: May be assigned to shifts, crafts and functions – otherwise nobody appears in the workforce panel. Work profile

Optional – what it is for

• Time presets and shift templates (with template groups) if the same shifts come up again and again – one click instead of ten dialogs. Templates
• Working-time planning: work time patterns (daily target per weekday) and user contracts (vacation days, days off, overtime rule), assigned to people under Contract & working hours. Only then are there time accounts, target/actual, overtime and key figures. If you do not need this, switch off Work time accounting Coming with the next update. Work time patterns & contracts
• Rules & violations if you want to track working-time law and collective agreements: daily and weekly maximums, rest periods, days off, Sunday work – with Create legal default rules as a starting point. Violations appear in the duty roster and in the overview of substitute days off. Rules & violations
• Shift groups if rest periods between shift types (such as evening → early) are to be checked; a prerequisite for the corresponding rule.
• Night work period so that night hours are counted separately.
• Day services (key service, standby) that are assigned to a person for a day without a shift.
• Approval workflow if craft managers submit their weeks for approval and a second person approves them; plus request deadlines per craft. Committing & approval
• Shift confirmation by employees if people are to accept or decline their duties.
• Project assignments to assign people to a production bindingly or as a wish; can be switched off if you do not need it.
• Allow overbooking, sorting by first or last name, calendar feed with or without provisional shifts according to your house rules. Miscellaneous toggles

InventoryCopy Anchor Link

Essential

• Properties first (lumens, weight, serial number, condition … with data type), then categories and subcategories to which you assign the matching properties – so a lamp asks for lumens and a shoe for its size. Inventory settings
• Check the statuses (ready for use, defective, on loan …) and their colours; only the status ready for use counts as available quantity.
• Permissions: who creates articles, who plans, who issues material.

Optional – what it is for

• Tags and tag groups for cross-sections across categories (production, location, ownership).
• Material sets for packages that are always issued together (projector set, microphone case). Material sets
• Manufacturers as CRM contacts of the contact type Manufacturer if you want to record them on the article and filter by them.
• Inventory number prefix and Detailed articles always with quantity 1 if you keep individually tracked articles with numbers.
• Image size limit for article photos.

CRMCopy Anchor Link

Essential

• Check and extend the contact types (artist, agency, company, accommodation, manufacturer …) with their properties; decide which fields are mandatory, shown in the list and filterable. CRM settings

Optional – what it is for

• Confidential property groups (bank details, terms) with group permissions so that only finance can see them.
• Import from Excel/CSV to take over existing address data. Import contacts
• Enable external access so that companies and artists fill in their data and project inquiries themselves; this requires the permission Invite externals and the tab template Production inquiry. External access
• Allow CRM contacts in the project team to list external partners as team members with a role.

Documents & contractsCopy Anchor Link

Essential

• Only if you store contracts in artwork: contract types, company forms and currencies in the project settings, so that the contract form offers suitable values. Other project-related master data

Optional – what it is for

• Contract modules as templates for download. Access, modules & export
• Document requests if administration and production are to request missing documents internally. Document requests

Budget & sources of fundingCopy Anchor Link

Essential

• Only if you keep project budgets: names of the first columns and decide whether accounts and cost units are maintained centrally. Budget settings

Optional – what it is for

• Save budget templates from a finished project budget so that new productions start with the same structure.
• Sage interface for matching booked invoices. Sage integration
• Sources of funding with categories if grants are assigned to projects. Sources of funding
• Ask for the budget deadline when creating a project if you want to use the budget export by deadline.

To-dos, notifications, BICopy Anchor Link

• Checklist templates for recurring routines (premiere, guest performance, get-out) with relative deadlines. Checklist templates
• Notifications: each person sets up email and push themselves; as an admin you take care of the mail account and can set a central banner with Notification to all. Notifications
• BI: season window, BI tags on event types and the BI component in a project tab, so that the dashboard shows values. BI dashboard

After the setupCopy Anchor Link

The duty roster is the module with the most settings. This page walks through the setup in the order in which the parts build on each other. Each stage can be used on its own: a house can plan productively after stage 1 and switch on stages 2 and 3 later or never.

In addition there are features you can switch on at any time, regardless of the stage, such as templates, the release workflow or shift confirmation – see Available at any time.

Stage 1: Plan and staff shiftsCopy Anchor Link

After this stage you can create shifts, assign people by drag & drop and commit weeks. The order matters: the craft dialog only offers functions that already exist.

If you stay at stage 1Copy Anchor Link

Without a work time pattern, artwork shows "–" in the calendar week column and the hint Work time pattern missing. If you do not want to keep time accounts, switch off Work time accounting Coming with the next update in the Shift Settings. Then:

• the calendar week column shows only the planned hours of the week;
• the time account, target hours, overtime, the nightly booking, the Work Times and Overtime tabs in the profile, the Work Time Pattern tab in the shift settings and the work time overview export are removed;
• stored patterns, contracts and time accounts are kept. When you switch it back on, artwork continues from the next day; days while the calculation was off are not booked afterwards.

Stage 2: Calculate working timeCopy Anchor Link

With this stage every person gets a target per day and week that is compared with the planned and booked hours. It requires stage 1 and Work time accounting switched on.

• Check the Night work period (default 22:00–06:00): hours in this window are booked as night hours.
• Import public holidays so that special days reduce the target: Public holidays & school holidays.
• Take over opening balances at go-live via Work Times → Book working hours in the profile.
• A person without a work time pattern has no target and no booking; a person with a pattern but without a contract has a time account but no overtime rule.

Working time, time account and overtime · Use case: time account

Stage 3: Rules and violationsCopy Anchor Link

With this stage artwork checks working time law, collective agreements such as TVöD or NV Bühne and your own house rules while assigning, and manages substitute days off. Rules are attached to contracts: a rule only applies to people whose contract valid today is assigned to the rule. Without stage 2, no rule applies.

• Violations appear in the duty roster as a coloured marker, under Open violations and in the Compensation days overview.
• The Rules & violations and Open violations tabs also require the permission Plan shifts.
• Freelancers and service providers are not checked.

Rules & violations

Available at any timeCopy Anchor Link

Shift settings in detail · Committing & release

What you can leave outCopy Anchor Link

Stage 1 is enough for a lean start. You can leave out these parts or keep them switched off without side effects:

Dependencies at a glanceCopy Anchor Link

• A craft needs functions created beforehand.
• A shift needs a craft with at least one function.
• Assigning needs a person with a work profile (switch, craft, function) and a planner with Plan shifts who may plan the craft.
• Committing needs Commit duty rosters; with the release workflow also an approver.
• Target and time account need a work time pattern on the person and work time accounting switched on.
• Overtime also needs a contract with an active overtime rule.
• Rules need a contract that is assigned to the rule and valid today.
• Rest time between shift groups needs shift groups on the shifts.

VariantsCopy Anchor Link

• Small house: one craft Technology with the functions Specialist and Assistant, all planners may plan, work time accounting off. Set up in an hour.
• House with apprentices: a craft Apprentices, Universally applicable, with the function Assistant; apprentices can then be assigned to assistant slots in every craft.
• House bound by collective agreements: stage 2 with one contract per pay group, stage 3 with the legal default rules and additional agreement rules assigned to the same contracts.

Continue with setting up the project view or go back to Setup for administrators.

The project view is a building kit: admins decide which tabs exist, which building blocks (components) sit on them and who sees what. The settings apply to all projects. This page walks through the setup in the order in which the parts build on each other.

The builder chainCopy Anchor Link

All four areas use the same pool of components:

The special components that ship with artwork (calendar, shifts, budget, project team, artist residencies, BI key figures …) bring their own logic and cannot be deleted.

Stage 1: Start with the default tabsCopy Anchor Link

A new house has six ready-made tabs: Project information, Schedule, Checklists, Shifts, Budget and Comments. With these, the project view can be used without further setup.

• Check which tabs your house does not need and delete them. Create tab from template brings missing default tabs back at any time.
• Decide which tab opens first when a project is opened (Default switch on the tab). Without a choice it is the first tab the person may see.
• Keep at least one tab that is Visible for all.

Tabs & components

Stage 2: Add your own contentCopy Anchor Link

Cutting tabs by topic or by departmentCopy Anchor Link

Tabs can be cut in two ways. Each house chooses freely, and both can be mixed.

One component in several tabsCopy Anchor Link

The same component may sit in any number of tabs. In each tab it shows the same record of the project: what someone writes into the field Technical requirements in the Technology tab appears immediately in the Production tab. Each piece of information is thus maintained in exactly one place, even when several departments need it.

• Especially useful with department tabs and restricted visibility: shared fields sit in several department tabs, confidential ones in only one.
• The palette shows with Used: N how many tabs a component is in.
• Permissions belong to the component, not to the placement. If you need different rights in one place, create a second component.
• Folders share their content too: the same folder shows the same components in every tab.

Stage 3: Visibility and sensitive dataCopy Anchor Link

Visibility works on three levels that must all apply:

1. Project access – being in the project team or holding global project rights.
2. Tab visibility – Visible for all or only selected users and teams. Restricted tabs cannot be opened through a direct link either.
3. Component permissions in the component settings – No further restriction, Visible to everyone with project access, only the following may also edit … or Only the following may see …. They only restrict and never extend; editing always requires write access to the project.

Admins see all tabs and components. People with Write permissions for all projects are exempt from component permissions but only see the tabs that are visible to them. artwork also enforces these rules on the server: anything a person may not see is never sent to their browser.

Distributing documents deliberatelyCopy Anchor Link

The Documents component shows the files of the tabs you select when placing it (Only include current tab or Select tabs). Uploaded files belong to the tab in which they were uploaded. This lets you protect sensitive files:

• The restricted tab Administration has a Documents component that only includes this tab. Contracts and calculations uploaded there appear in no other tab.
• The general tab Project information has a Documents component that includes Project information, Technology and Press – but not Administration.
• All Documents shows all files of the project from the tabs the person may see. All Comments and All Checklists behave the same way.
• The tab selection of a placement can be changed via Edit.

Comments and Checklist work the same way: when placing them, you choose which tabs they collect content from, and each person only sees the content of the tabs they may see. This also applies to components inside folders. To change the selection, remove the component and place it again.

External accessCopy Anchor Link

When a tab is shared with external people, they see all externally displayable components of this tab, regardless of internal permissions. Create a separate tab for this, most easily via Create tab from template → Production inquiry. External access

Stage 4: Print layoutsCopy Anchor Link

Print layouts turn project data into a PDF. Several standardised exports for fixed purposes have proven better than one general layout. Each layout stays short, and the person printing does not have to choose anything.

• Your own components (except folders) and most special components can be printed. Components with a tab selection (Documents, Comments, Checklist), Calendar, Budget (the table) and the Sage invoice overview cannot; for lists, use the variants All Documents, All Comments and All Checklists.
• Newly created components can take up to ten minutes to appear in the print layout palette.

Print layouts

Stage 5: Adapt the project listCopy Anchor Link

The Project overview builder sets the columns of the project list for all users, for example genre, project management or a drop-down Contract status. Project title and actions are fixed; each component can appear once as a column. Columns from components with restricted visibility are only shown to people with the right. Project overview builder

Dependencies at a glanceCopy Anchor Link

What you can leave outCopy Anchor Link

Common pitfallsCopy Anchor Link

• A tab is visible to nobody: restricted, but without selected people or teams. The tab card then shows No access configured.
• A field is empty in one tab and filled in another: they are two different components with the same label. The number under Used shows whether a component is placed more than once.
• A document has "disappeared": it is in a tab that the Documents component does not include, or in a tab the person may not see.
• Deleting a component also removes all values already entered in projects.

Back to Setup for administrators or on to setting up the duty roster.

artwork shows each person only what their permissions and the enabled modules allow. That is why getting started looks different for room scheduling than for someone who only reads their operational plan. Pick the page closest to your job – many people in an organisation combine two roles and read two pages.

Every role page has the same structure: Your most important pages, The first tasks, Settings that help you and Permissions you need. The permissions are named after the role preset from the permission presets, so your administration can grant them exactly like that.

You plan what takes place when and in which room. Your tool is the calendar; the project gives you the context, and the duty roster follows your events.

Your most important pagesCopy Anchor Link

The first tasksCopy Anchor Link

Settings that help youCopy Anchor Link

• The setups Weekly scheduling view and Season overview under Recommended settings.
• Repeat event and Project status on the tiles, so you recognise series and uncertain projects immediately.
• Show planned events to see the planning calendar and the calendar in one picture.
• Show free rooms and Include adjacent rooms in the filter when you are looking for a room for a loud event.
• Project search in the function bar to edit only one production in its period.

Permissions you needCopy Anchor Link

Role preset Disposition / room planning: Plan events directly (or Request room occupancy if room admins approve), View planning calendar and Edit planned events for provisional planning, and if applicable Room administration and Event settings if you maintain rooms and event types yourself. Details under Calendar & events.

You staff the events of your organisation or your craft. The duty roster is your main view; events come from the calendar, people and their contracts from user management.

Your most important pagesCopy Anchor Link

The first tasksCopy Anchor Link

Settings that help youCopy Anchor Link

• The setups Weekly planning, Filling remaining gaps and Staff only under Recommended settings.
• Show qualifications, so the missing function appears on the card; Show description for meeting point and task.
• Zoom 75 % for two weeks side by side – back to 100 % for assigning.
• Shift templates and Shift preset groups for the standard staffing of a performance.
• Help & legend in the duty roster explains every marker.

Permissions you needCopy Anchor Link

Role preset Duty roster planning: View duty rosters, Plan shifts (entered as planner in the respective craft), Commit duty rosters, Manage availability of others for other people's availability, and View hour accounts for time accounts. Details under Duty roster.

You are responsible for a production or a series. Your home is the project: it bundles everything that belongs to it, and you decide who in the team may see and change what.

Your most important pagesCopy Anchor Link

The first tasksCopy Anchor Link

Settings that help youCopy Anchor Link

• Pin the running productions and use the filter only projects where you are a team member in the project list.
• Project search in the calendar and the duty roster to see only your production in its period.
• In the calendar, Project status and Project managers on the tiles, so that queries end up with you.
• Copy link in the project header to send colleagues straight to the right tab.
• History in the project header when you want to know who changed what.

Permissions you needCopy Anchor Link

Role preset Production management: Create own projects, Can be project manager, read or write permissions for other projects depending on your organisation's rules, contract permissions as needed, and budget access in the project team for budgets. Details under Projects and How project permissions work together.

You work in a craft or a department and use artwork mainly to know when and where you are assigned, and to tell your organisation when you are available. Much of this also works on your phone.

Your most important pagesCopy Anchor Link

The first tasksCopy Anchor Link

Settings that help youCopy Anchor Link

• My key figures in the operational plan: target, planned, overtime, days off.
• In the calendar, the display option Show shifts (if you may see duty rosters) to see events and duties together.
• Enter project wish if you would like to be part of a production.
• The Chat for quick arrangements with colleagues – Chat.

Permissions you needCopy Anchor Link

Role preset Basis (all staff): View own roster, Subscribe to roster calendar, if applicable Accept or decline shifts, and read access to the calendar and to the projects whose team you belong to. You need nothing more for your own work; if you plan, read Duty rostering.

You are responsible for technical equipment, stock or a workshop. artwork helps you know what is where and when, and reserve material bindingly for productions and external parties. On top of that, you often look at the duty roster of your craft.

Your most important pagesCopy Anchor Link

The first tasksCopy Anchor Link

Settings that help youCopy Anchor Link

• Hide article images in overview if you prefer to see many rows; Show inventory number as name for individually tracked articles.
• Only planned articles in article planning to see only material that is in use.
• Only overdue returns in the external issue log.
• In the duty roster, the setup Staff only if the event tiles get in your way – Recommended settings.
• In the calendar, Show shifts plus the filter Only show shifts that are not fully staffed.

Permissions you needCopy Anchor Link

Role preset Warehouse / inventory: create and edit inventory, inventory disposition, material issues; for settings (categories, properties) the Inventory settings permission. For the duty roster, View duty rosters or, as head of a craft, Plan shifts. Details under Inventory & material issues.

You work in accounting, controlling, contract administration or HR administration. Productions create their budgets, contracts and working times in artwork; you review, approve, assign funding and evaluate – without figures having to be copied back and forth between spreadsheets.

Your most important pagesCopy Anchor Link

The first tasksCopy Anchor Link

If you also manage staffCopy Anchor Link

• Assign contracts and work time patterns to each person under Contract & working hours; only then are there target hours, actual hours and overtime. Contract & working hours
• Book hours retroactively, credit or deduct them, and check the time account. Work times
• Pay out overtime. Paying out overtime
• Keep track of substitute days off and rule violations. Rules & violations

Settings that help youCopy Anchor Link

• In the project list, the filter Only productions with BI data or Project status, to see only projects relevant for settlement.
• Saved filters in the contract list for recurring evaluations, such as "subject to KSK, current season".
• Have the budget deadline requested when projects are created, so the export by deadline is complete.
• Notifications for budget verifications and document requests by e-mail, so nothing gets left lying. E-mail & push

Permissions you needCopy Anchor Link

Role presets Accounting / controlling (budgets and sources of funding), Contract & document administration (contracts and document requests) and HR administration (profiles, contracts, working times). Access to all project budgets requires Global budget access; otherwise budget access in the respective project team. Sage data has its own permissions. Details under Budget & funding, Documents & contracts and Staff.

You have the artwork admin role or the settings permissions of individual areas. You always see everything – which is exactly why it pays to look through the eyes of a role without admin rights.

Your most important pagesCopy Anchor Link

The first tasksCopy Anchor Link

Settings that help youCopy Anchor Link

• The How does this area work? banners on every settings page; they name dependencies between areas.
• The Permissions explained page (in user management) as a printable reference of all permissions for training.
• Copy permissions 1:1 from another person when no role preset fits.
• The Change history of each person's permissions when questions come up.
• Set the season window deliberately at the change of season – it drives BI and key figures.

Permissions you needCopy Anchor Link

The artwork admin role includes all permissions. For specialist administrators without full access, there are settings permissions per area (Event settings, Calendar settings, Room administration, Shift settings, Project settings, Inventory settings, Manage CRM, Tool settings, HR administration …) – see System settings and interfaces.

The module chapters explain each function on its own. In daily work, however, several modules interlock: a guest performance needs the calendar, project, duty roster, CRM and inventory at the same time. The use cases walk through such workflows once from start to finish – as a starting point you adapt to your organisation.

Every use case has the same structure: Situation, People and permissions, Workflow with links, Pitfalls and Variants. If your organisation handles a workflow differently, the relevant section of the module chapter is the right place to look things up.

SituationCopy Anchor Link

A production has three performances in the Main Hall. Each performance needs stage, lighting, sound and front of house with fixed staffing; the technical team also has a set-up on each performance day. In the end, everyone should know when they are on duty, and the plan should hang on the notice board.

People and permissionsCopy Anchor Link

WorkflowCopy Anchor Link

PitfallsCopy Anchor Link

• Event missing in the shifts tab: the event type is not shift-relevant, or the event has no project.
• Person missing in the workforce panel: work profile without May be assigned to shifts or without this craft.
• Change after committing: possible, but it appears in Changes after commitment and must be acknowledged – the people affected are informed. Changing a committed shift
• Set-up on the previous day running past midnight: shifts across midnight occupy both days; rest period rules check this.

VariantsCopy Anchor Link

• Without a project: shifts can also be created freely in the room cell of the duty roster, for example for building services. Shifts without a room or event
• With the approval workflow: the craft lead submits, operations management approves; the Week status shows which weeks are still open.
• With working time planning: contracts and work time patterns turn the plan into time accounts and overtime. Contract & working hours

SituationCopy Anchor Link

A ten-day festival with thirty events in five rooms. Each event has its own artists, dates and budget; the festival as a whole needs an overall view, an overall budget and a team that sees everything.

People and permissionsCopy Anchor Link

WorkflowCopy Anchor Link

PitfallsCopy Anchor Link

• The project list only shows the group: check the filter Only project groups or Only projects without group.
• The overall budget does not add up: only columns marked Relevant for budget flow into the aggregation. Budget-relevant column
• Shifts: they always belong to the individual project, never to the group; in the duty roster, the project mode per individual project helps.

VariantsCopy Anchor Link

• A season instead of a festival: one group per season or division works the same way; the group is a way of organising, not a series of events.
• Pre-planning: first place programme ideas in the planning calendar with projects in the status in planning until the programme is fixed.

SituationCopy Anchor Link

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 permissionsCopy Anchor Link

WorkflowCopy Anchor Link

PitfallsCopy Anchor Link

• 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.

VariantsCopy Anchor Link

• 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.

SituationCopy Anchor Link

A partner venue borrows twelve spotlights, a mixing desk and a set of radios for two weeks. During that time the material must be blocked for your own productions, the loan documented and the return recorded with any defects.

People and permissionsCopy Anchor Link

WorkflowCopy Anchor Link

PitfallsCopy Anchor Link

• Availability is lower than the stock: only items with the status Ready for use count; overlapping issues are deducted with their highest simultaneous quantity.
• No reminder: without an issuing person entered, no return reminder is sent.
• Finding overdue loans: filter Only overdue returns in the external issue book.

VariantsCopy Anchor Link

• Internal issue for one of your own productions: the same route in the Material issue book or directly in the project's Material issue component, with project and room reference. Creating an internal issue
• Custom articles for things that are not in the catalog (third-party loan material, consumables). Custom articles
• Recurring loans: Copy material from another material issue takes over the articles and quantities of the last loan.

SituationCopy Anchor Link

A company rents the Main Hall for an evening event. It brings its own technical equipment but needs front-of-house staff, one in-house technician and ten standing tables from the stock. The organisation signs a rental agreement and invoices the rent and the staff.

People and permissionsCopy Anchor Link

WorkflowCopy Anchor Link

PitfallsCopy Anchor Link

• The hall looks free although it was requested: open room requests are marked as requests in the calendar; room admins see them under Event Verifications.
• Noisy neighbours: the event property It gets loud and include adjacent rooms in the filter show whether a rehearsal is taking place next door at the same time.
• Rentals distort evaluations: a separate project category keeps them apart in the BI dashboard.

VariantsCopy Anchor Link

• Multi-day or recurring rental: a series ending on a date or after a number of occurrences. Repeat
• Tenant brings material but borrows technical equipment: an external material issue as a loan slip, see Lending material to external parties.

SituationCopy Anchor Link

In spring, the artistic direction and the scheduling office plan the next season: premieres, revivals and guest performances exist only as drafts so far, and some dates exist in two variants. The technical team and the crafts should not see the drafts yet, but should later receive a binding plan.

People and permissionsCopy Anchor Link

WorkflowCopy Anchor Link

PitfallsCopy Anchor Link

• Colleagues see drafts: anyone with View planning calendar sees them in the normal calendar when Show planned events is on; this is a personal setting.
• Planned events do not create room requests: room approvals only arise on confirmation; allow time for questions from the room admins.
• Events without a project: they do not follow the project status and must be confirmed individually.

VariantsCopy Anchor Link

• Direct booking in the organisation: with "Events always bookable directly", verification is skipped; Confirm as fixed events books immediately. Events always bookable directly
• Festival: the drafts of a project group can be viewed specifically via the project status filter, see A festival as a project group.

SituationCopy Anchor Link

A production rehearses for six weeks, Monday to Friday from 10 am to 2 pm, on the rehearsal stage, and in the last week on the Main Stage. Some rehearsals move, the final rehearsals follow a fixed daily schedule, and the technical team needs staff for the stage rehearsals.

People and permissionsCopy Anchor Link

WorkflowCopy Anchor Link

PitfallsCopy Anchor Link

• A change affects too many events: when saving, the choice Only this event, This and following or Whole series decides. Deviating events are kept when the series is changed.
• Deleted by mistake: series events go to the recycle bin; Restore series brings all of them back. Restoring event series
• Timeline without permission: anyone with write permission in the project may create it; a duty roster permission is not required.

VariantsCopy Anchor Link

• Many irregular rehearsals: instead of a series, create them as a table in the project's Schedule. Creating several events together
• Rehearsals in the duty roster without event tiles: if you only plan staff, switch off Show events in the duty roster.

SituationCopy Anchor Link

A technician works 39 hours a week under a collective agreement. She is assigned to shifts, has office days without a shift, stays longer on performance evenings and should be able to see her overtime at the end of the quarter, reduce it or have it paid out.

People and permissionsCopy Anchor Link

WorkflowCopy Anchor Link

PitfallsCopy Anchor Link

• Target shows "–" and "Work time pattern missing": no pattern is assigned to the person, or it does not apply to this period.
• Actual differs from the duty roster: a person's individual shift times count instead of the shift time; an approved time adjustment replaces them.
• Public holiday without target reduction: the holiday is not marked as a special day, or the contract does not have the special day rule active. Special days

VariantsCopy Anchor Link

• Three-month average instead of daily target: contracts can calculate the target over a compensation period. Three-month average
• Month-end closing for a whole craft: the Excel work time overview per craft lists target, actual and balance of all people in a craft per month. Working time overview per craft

This index is meant for the moment when you are working in artwork and looking for a specific task. Each row takes you directly to the matching section. If a task is missing, use the search at the top left; the module chapters are more complete than this index.

Calendar and eventsCopy Anchor Link

Rooms and event settingsCopy Anchor Link

Duty rosterCopy Anchor Link

Working time and peopleCopy Anchor Link

Projects, budget and documentsCopy Anchor Link

InventoryCopy Anchor Link

CRM and external partnersCopy Anchor Link

Notifications and systemCopy Anchor Link

artwork uses some terms differently from what you may know from other tools or from your own organisation. Each term is listed here with a short explanation and a link to the detailed chapter. Synonyms in parentheses also lead to the term in the search.

A–FCopy Anchor Link

G–PCopy Anchor Link

R–ZCopy Anchor Link

The Dashboard is your personal Artwork home page. Its main purpose is to answer: What matters to me today? It combines information from the calendar, duty roster, tasks and notifications. The dashboard is a working overview; the underlying information is maintained in the respective feature areas.

Quick links and figuresCopy Anchor Link

The top area links directly to Calendar, Duty roster, Tasks and Notifications. The duty roster link is only shown if you are allowed to view that area.

Four figures summarise the current day:

These figures are personal. A colleague may see different numbers on the same day because project membership, staffing, task assignment and read status are different.

Today's appointmentsCopy Anchor Link

Event cards are sorted by start time. They show the event type and title or project, start and end or All day, and the room. Open in calendar takes you to the event in the calendar, where additional details can be viewed or edited according to your permissions.

The dashboard does not show every event across the organisation. It shows today's events from projects to which you are assigned. Use the full calendar to review other projects, days or rooms.

Today's shifts and individual timesCopy Anchor Link

Shifts today shows your assigned shifts and the individual times applying today in chronological order. Your day services sit above them as separate bars — one bar per service with icon and name in the colour of the day service. All-day entries appear at the beginning.

The shift cards match those in My operational plan and show the context of the shift where maintained: project, event, craft and function, time, break and room. In addition:

• Colleagues — who is scheduled with you in the shift.
• Accept / decline — with shift confirmation active you see your reply status (Requested, accepted, declined). If you hold the permission Accept or decline shifts, you can accept or decline directly on the card, optionally with a comment.
• Note — your individual shift note can be edited directly on the card.
• Project link — clicking the production jumps to the day of the shift in the project's shifts tab; this also works for project team members without additional duty roster rights.

The counter includes both shifts and individual times. The section may therefore contain an individual time even if you have no assigned shift. Select to the shift plan to open the full planning view.

Today's notificationsCopy Anchor Link

A central organisational announcement may be displayed prominently with a title, text and image. Below it, Artwork shows your unread notifications received today. If there are more than five, use the page controls to move through them.

Notifications can contain links and actions leading to their origin, such as a project, event or shift process. Go to the notifications opens the full notification centre with older messages and your personal settings.

Next tasksCopy Anchor Link

Artwork shows up to five open tasks assigned directly to you or belonging to one of your own checklists. Tasks with a deadline are ordered by the earliest date first; overdue deadlines are highlighted. You see the task name, description and, where applicable, its project and checklist context.

Use the checkbox to complete a task directly. The project link opens the relevant checklist. Select To the task overview for all tasks, filters and additional editing options.

If information is missingCopy Anchor Link

• A missing event may mean you are not assigned to its project or that it is not scheduled for today.
• A missing shift may be caused by its date or staffing assignment.
• The duty roster link is hidden without the required permission.
• The dashboard shows only a selection of open tasks, not necessarily every task.
• Read or older notifications are available in the notification centre.

If in doubt, check the relevant feature area first. It provides complete filters, date ranges and details.

Projects are the central bracket in Artwork: a production, a concert, a festival edition or an event series — with its own team, events, budget, checklists, documents and shifts. Almost everything in the system can be assigned to a project: calendar entries, shifts, contracts, funding sources.

A project is therefore more than a digital project folder. Changes made in one place feed into the connected modules: events define the project period, shifts appear in the duty roster, budget figures can roll up into project groups, and documents stay attached to the production. Core information is maintained once and then shared by planning, technical, administrative, and communications teams.

Core conceptsCopy Anchor Link

Everything is composableCopy Anchor Link

Unlike most modules, the project view is not a fixed layout: administrators assemble the tabs from components — standard components such as calendar, budget, shifts or comments, plus custom fields (checkboxes, texts, dropdowns, links). Visibility and editing can additionally be restricted per component. What your project view looks like therefore depends on your venue's configuration; this documentation describes the default tabs as shipped.

A typical project workflowCopy Anchor Link

PermissionsCopy Anchor Link

There are additionally rights per project (the checkboxes Write permission, Project management, Budget access and Permission to delete — granted via the project team) and restrictions per component.

How project permissions work togetherCopy Anchor Link

1. Access: whether a project can be opened is decided by membership in the project team (person or department) or by the global permission Read permissions for all projects.
2. Editing: writing in a project requires write permission within that project — the Write permission or Project management checkbox in the project team, having created the project, or belonging to an assigned department. The global permission Write permissions for all projects grants this for every project.
3. Components: the permission settings of individual tab components (component settings) can only restrict these rights further, never extend them.

Open the project overview via Projects in the sidebar.

The project listCopy Anchor Link

The overview is the personal starting point for daily project work. Filters and sorting are saved per user, so production managers can focus on their current projects while administrators can look specifically for groups, projects without events, or productions with BI data.

• Search — "Search project or artist" finds projects via their linked artists too.
• Pinning — projects can be pinned via the project menu; they then appear for you at the top in the Pinned section. The section stays in place during a search as well and shows the pinned projects that match the search; they do not appear a second time in the normal result list.
• Sorting — alphabetically or chronologically, each ascending and descending. When sorting by project period, projects without events always come last; the period column shows the date only, without time.
• Filters — your selection is saved per user:
  • By kind: only project groups, only projects
  • By time: show upcoming or past projects
  • Other: hide projects without events, only projects without a group, only projects where you are a team member, only productions with BI data
  • Project status: only projects with certain statuses
• Trash — deleted projects can be restored or deleted permanently (permission Delete permissions for all projects).
• Export project list — opens the export dialog with up to four tabs (see Exports from the project overview).
• Multi-select — authorised users can select several projects and move them to the trash together.
• New browser tab — Ctrl-click (Windows), Cmd-click (Mac) or the middle mouse button opens a project in a new tab.

The Pin menu entry is in the three-dot menu that appears when you hover over a row, or in the right-click menu; it is only available to people with edit or delete permission on the project.

Exports from the project overviewCopy Anchor Link

Last opened project takes you straight back to your most recent work; the Recently opened projects dropdown of the project search lists up to ten productions. Pinned projects are a separate, permanent personal favourites list.

The overview only shows projects you are allowed to see — your own, your team projects and, with Read permissions for all projects, all of them. Rows of projects without project access cannot be clicked.

Creating a projectCopy Anchor Link

The New project button opens the creation window (permission Create & edit own projects or higher). A switch toggles between project and project group.

Besides the mandatory project name, the window asks — depending on your venue's creation settings — for:

Anyone who creates projects but has no global read access is automatically added to the project team — so the project stays visible to them.

After saving, Artwork opens the new project. These initial details are not final: authorised users can edit them later from the project menu. The main content—description, team, events, checklists, shifts, and budget—is then maintained in the project tabs.

Artists and CRM contactsCopy Anchor Link

Artists can be entered as a name or linked to an existing CRM contact. A link is useful when contact details, company relationships, and other projects involving the same person should remain discoverable. Project search also considers assigned artists.

Project groupsCopy Anchor Link

A project group is technically a project itself, with a group flag. Typical use: a festival as the group, the individual concerts as members. Projects can be assigned to a group at creation or later; the group shows its members in a dedicated component. In the budget, columns can be marked as relevant for project groups — the group then aggregates the values of its sub-projects when the account (KTO) and cost center (KST) match.

The header of a project group offers additional actions: add existing projects or create a new project directly inside the group. Member projects link back to their parent group, making it easy to move between a festival, season focus, or tour and its individual productions.

Duplicating instead of templatesCopy Anchor Link

There is no "project from template" — instead, an existing project is duplicated via its menu and serves as the blueprint. Budget templates exist as a separate concept on top.

A duplicate is an independent new project. Review its name, team, period, status, and project-specific content afterwards. Later changes to the source and the copy are not synchronised.

Trash and recoveryCopy Anchor Link

Moving a project to the trash removes it from normal work without deleting it immediately. It can be restored from the project trash. Permanent deletion requires a broader permission because events, files, budgets, and shift data may all be connected to the project.

Clicking a project opens the project view. Its structure — which tabs exist and what they contain — comes from the tab construction kit; here we describe the default configuration as shipped.

HeaderCopy Anchor Link

At the top are the project name and status, plus the project actions:

• Print — opens the selection of print layouts and generates a project PDF.
• Duplicate — copies the project as the basis for a new one.
• Edit — the base data (name, properties, status …). If you change the status here to one marked as Project counts as “in planning” in the project settings, the Project status change dialog asks whether all events of the project should be converted into planned events — Convert to planning events affects every event without exception, including past and fixed ones; with No only the status changes. Converting requires Edit planned events. In the opposite direction (from “in planning” to a normal status) the dialog offers Request appointments verification or Confirm as fixed events. The dialog only appears when editing via the header, not when changing the status from the project list or via the status component.
• History — the project's change log.
• Delete — moves the project to the trash.
• Copy link — copies the direct address of the open project. The recipient still needs the appropriate access rights.

Project groups also provide Add projects and Create project in this group. A member project links back to its parent group from the header.

The header also shows when the project was last changed and shortens long room lists to three rooms plus "+n". It collapses automatically while you scroll so the tab content gets more space.

Orientation and project periodCopy Anchor Link

The top tabs switch between major work areas. An optional sidebar keeps frequently used details such as the team, properties, shift contacts, and budget information available independently of the current tab. Collapsible folders help structure longer pages.

The project period is normally calculated from the earliest and latest events whose event type is marked as relevant. It drives the project mode of the calendar and duty roster and updates when relevant events change.

The default tabsCopy Anchor Link

The tab names come from the configuration (named in English as shipped, and renamable at any time):

Each tab can additionally have a configured sidebar with its own sub-tabs — in the default setup project information (team & properties), shift information and budget information; it is expanded and collapsed via the arrow at the right edge.

Project teamCopy Anchor Link

The team component lists everyone involved. Anyone on the team can open and read the project. Per person, the project additionally grants via the permissions menu:

• Write permission — may edit the contents of the tab components. New team members start with write permission set; remove the checkbox deliberately wherever read-only access is intended.
• Project management — marks the person as project management. Write permission is then set automatically and greyed out; an info icon in the menu explains the differences (see below).
• Budget access — may see and edit the budget table.
• Permission to delete — may delete the project.
• Project roles — freely definable roles (e.g. direction, production management), managed in the project settings. Each user can have default project roles that are preselected when they are added. Project roles are plain labels and grant no rights.

Only users with the global permission Can be project manager can be marked as project management. Project management differs from a team member as follows:

• Always has write permission in the entire project, even without the Write permission checkbox.
• Automatically sees the project's contracts (Contracts component, separate from the Documents component) and linked funding sources.
• Receives notifications for room requests, room changes, unfilled shifts at the staffing deadline and submissions from external accesses.
• Is shown as project management in the project header, on calendar and duty roster tiles and in exports.

Depending on the setup, users and departments can be found while editing the team. Members of an assigned department have write permission in the project. The checkboxes apply only to this project; house-wide permissions for all projects are managed in the user rights (see Permissions). A person may thus be unable to edit projects in general but receive targeted write or budget access within one production.

Anyone who joins the team receives the notification “You have been added to …” — whether when the project is created, via the team component or automatically through a shift, a task or a checklist. New project managers receive “You have been appointed as the project leader of …”. As long as an identical notification is unread, no second one is created.

External team members from the CRMCopy Anchor Link

If the toggle CRM contacts in project team is enabled in the project settings, the team window additionally offers CRM contacts. This lets you record which external contacts — an agency or a company, for example — are relevant for the project and assign project roles to them. External team members appear in the project team and in project outputs with their contact type; they do not gain access to Artwork through this. If a project role is deleted, it is also removed from external team members.

Email to the project teamCopy Anchor Link

Email the entire project team in the team component opens your mail client with all team addresses as recipients — including in Outlook. People without a stored email address, or whose address is marked as private, are flagged accordingly in the component.

Project calendar, schedule, and shiftsCopy Anchor Link

The project calendar shows only this project's events. The schedule table maintains many events quickly: add rows, sort and filter, adjust column widths, and edit or delete several entries together. Room, event type, name, dates, times, all-day status, repetition, description, and timelines can all be handled there.

The shift tab opens the duty roster restricted to the project period and its events. Project-specific shift contacts, a general shift description, and the event types relevant to shift planning tell planners what to include and whom to contact. The selection is a hint for planning; the shift tab still shows all events of the project.

Via the shift tab's display settings, events and shifts from other projects can additionally be shown — handy for spotting conflicts with other productions while planning. The display setting Show project assignments adds an overview of the people assigned to the project and project wishes, including the avatars in the day bars.

ChecklistsCopy Anchor Link

Checklists belong to a project (or stand on their own) and contain tasks with assignees and a done status:

• Lists can be private — only you see them.
• Tasks can be assigned to users, sorted and moved between lists; "complete all / reset all" is available per list.
• Checklist templates (system settings) fill in recurring workflows with one click; users stored in the template are assigned to the tasks automatically and added to the project team if necessary.
• Depending on the construction kit, a tab shows one specific list or all lists of the project.
• Checklists in a project follow the project permission: creating, editing and ticking off require write permission in the project. Without editing rights the tick-off checkbox is greyed out.

See To-dos & checklists for details.

CommentsCopy Anchor Link

The comment component collects discussions with timestamp and author — as a tab for all comments, or as an individual component that only shows the comments of its tab.

Documents & contractsCopy Anchor Link

• Project documents — files on the project, as a per-tab component or as a complete list. Depending on the type, they can be previewed, downloaded, printed, renamed, or replaced. Files uploaded by an invited external person via an external access carry the badge Uploaded externally by ….
• Contracts — contracts have their own metadata (contract partner, contract type, amounts) and are collected project-wide under Contracts; reusable contract modules are available as downloads. Access is controlled by dedicated permissions (e.g. view/edit/upload contracts); project management automatically sees the contracts of its project.
• Document requests — missing files can be requested from users and tracked with a deadline. The Contracts & documents component shows them in the tabs Assigned to me, Created by me, Unassigned, Assigned to others and Completed requests (see Document requests). Uploaded files remain linked to the request and, where applicable, the resulting contract.

Additional project componentsCopy Anchor Link

The BI component combines project and event data with manually maintained figures. Values can be recorded as a project total or per event (input mode). Artwork derives KPIs, highlights missing information, and offers room and event filters. Snapshots compare reporting states with current figures; reusable column presets tailor Excel exports. See Business intelligence in a project for details.

External accesses in the projectCopy Anchor Link

If external access is enabled and you have the permission Invite externals, every project tab offers the button Invite external to this tab. Use it to invite a company or agency by email to read or fill in this tab without an Artwork account. In the project you recognise the results as follows:

• Uploaded files carry the badge Uploaded externally by … in document components.
• The External persons in this tab block next to the invite button shows the status of each invited person (invited, in progress, submitted, confirmed, returned).
• When the invited person clicks Submit entered data, the tab is locked for them, an entry is written to the project history with the external person as the actor, and the inviting person as well as project management are notified. Confirm completes the process, Return for revision reopens the tab — both with an optional comment that reaches the person by email.
• Contacts that externals create in a CRM contact list carry the badge External · not reviewed until you confirm them.

The workflow, the invitation dialog and access management are described on the page External access.

Project historyCopy Anchor Link

Via the header you reach the history: who changed what on the project and when — from base data to events to the team list. Submissions from external accesses appear here too.

The history is useful for handovers because it shows when and by whom a value changed, not only its current state. Shifts and budgets provide additional specialist histories.

The event list (also called schedule) is designed for projects with many events: rehearsals, setup, performances, guest appearances and strike can be maintained in a table more quickly than through many separate calendar dialogs. Every row is a real calendar event. Changes therefore appear immediately in the main calendar and may affect the project period and shift planning.

Depending on your configuration, the tab may be called Event list, Schedule or use a custom name. It must be set up as a component of the project view and always runs across the full width there.

Event list, project calendar or main calendar?Copy Anchor Link

Reading the tableCopy Anchor Link

Each row represents one event. Depending on the configuration and the width of the view, it includes among other things:

• room and event type,
• event name,
• start date, optionally end date,
• start and end time or the all-day marker,
• repetition or series information,
• properties, description and timeline,
• an action menu for editing or deleting.

The columns fill the full width of the tab; a configured column width acts as a minimum width. The column header row stays visible while scrolling in both directions. Descriptions can be shown or hidden so that either as many events as possible or more content details are visible.

Recently edited and newly created events are marked by a subtle tint of the row. The marker switches immediately on saving, even if only the description was changed.

FilteringCopy Anchor Link

The event list has its own filter panel with the same categories as the calendar — including project status, which shows only events of projects with the selected statuses. Filter combinations can be stored as saved filters; the active saved filter is highlighted in green with a check mark, the Deselect filter icon switches it off, the X deletes it.

Creating individual eventsCopy Anchor Link

Creating several events togetherCopy Anchor Link

For similar events you can prepare several new rows and create them together — for example a run of performances or several rehearsal days. Before saving, check:

• Are room and event type correct in every row?
• Are individual names really required, or is the event type enough?
• Are times and end dates in the correct calendar day?
• Should all events be relevant for the project period?

Editing existing eventsCopy Anchor Link

Many values can be changed directly in the row. For more extensive details, the action menu opens the single editor in the event form. For series events you choose there at the top whether the change applies to Only this event, This and following or the Whole series — see Editing series.

In multi-edit mode, select several rows and change shared values together. Depending on the selection, event type, name, day, start and end time and deletion are available, for example. Only enabled fields are applied to the selection; all other values remain unchanged.

Event timelineCopy Anchor Link

The event menu opens a timeline. It describes the internal sequence, such as get-in, soundcheck, doors, performance and strike. Rows can be added individually or imported from a timeline preset. A completed sequence can in turn be saved as a new preset.

The timeline is part of the event but not an additional room booking. If a section needs its own room or its own approval process, create a separate event or sub-event for it.

Switching to the calendarCopy Anchor Link

The calendar shortcut of a row opens the corresponding day in the main calendar. Use it to check adjacent rooms, parallel productions and booking conflicts. The option Show project period in calendar uses the project's calculated period as the visible range.

Effects on project and shiftsCopy Anchor Link

Events with a type configured as relevant for the project period automatically move the start or end of the project. The shifts tab shows all events of the project. If an event is moved or deleted, therefore also check planned shifts and timelines.

Typical final checkCopy Anchor Link

1. Sort the event list by date.
2. Complete events without room or event type.
3. Check overnight and multi-day events.
4. Verify the project period.
5. Review conflicts and adjacent rooms in the main calendar.
6. Then open the project's shift planning.

Projects can contain different specialist components. What you see depends on the configuration and your permissions. This chapter covers the standard workflows for project documents, contracts and document requests, artist residencies, and material issues.

Project documentsCopy Anchor Link

Documents can belong to a particular tab or appear in an All documents component that combines files from across the project. Common examples are production plans, technical riders, press materials, quotations, and approvals.

Depending on the file type and permissions, you can upload, download, preview, print, rename, reassign, replace, or delete a document. Tab-specific documents keep specialist areas separate; the combined view supports handover and helps prevent files in another tab from being missed.

If a tab is shared via an external access, invited people can view and download the tab's documents — and, if file upload for externals is allowed, upload their own files. Such files carry the badge Uploaded externally by … in the component.

ContractsCopy Anchor Link

Contracts are protected project documents with additional structured data:

When uploading, you can also create tasks and assign them to a person who has document access. Project management automatically sees the contracts of its project without being released individually.

Document requestsCopy Anchor Link

A document request starts the process before the contract file exists. The Contracts & documents component separates five tabs:

• Assigned to me — open requests for which you should provide a file,
• Created by me — requests whose progress you follow,
• Unassigned — requests of this project without a responsible person,
• Assigned to others — open requests of this project assigned to other people, with Requested by, Assigned to, status and deadline,
• Completed requests — finished requests with the uploaded file.

The tabs Unassigned and Assigned to others are visible to people with the permission to create or edit document requests, and to admins. The cross-project overview is described under Document requests.

The responsible person opens the request and uploads the required file. They can carry over the prepared contract data and define final document access. The request then moves to the completed area and links to the resulting contract. Open requests you created can be edited or deleted.

Artist residenciesCopy Anchor Link

The Artist residencies component documents an artist's or CRM contact's stay and its costs. At least one accommodation address must first exist in user administration. You can then record:

• artist or CRM contact,
• accommodation and room type,
• arrival and departure dates and times,
• cost per night,
• per diem and additional per diem,
• number of breakfasts and deduction per breakfast,
• description and organisation-specific CRM fields.

The number of nights and totals are recalculated when dates or rates change. Review arrival/departure days and breakfast deductions before exporting.

You change the name of a residency directly in the table: a click on the name opens an input field in the cell, Enter saves, Escape discards. This applies to all residencies; a linked CRM record remains untouched.

Material issuesCopy Anchor Link

A material issue connects the project with inventory. It can contain inventory items, custom items, quantities, period, room, responsible people, notes, tags, images, and other files. The project view shows the issues for this production; the central material-issue overview is better for searching across projects and rooms.

Deviating issue periods are highlighted. The issue log records changes and helps trace adjustments to quantities, dates, or assignments.

Material issues are visible to everyone who may read the project. Team members with write permission in the project can create and edit the material issues of their project in the project tab, even without the inventory permission for material issues.

Choosing the right componentCopy Anchor Link

Every project has a budget table (default tab Budget). It is only visible to people with budget access in the project and to users with global budget access.

Table structureCopy Anchor Link

The table is organized hierarchically:

• Main positions (e.g. income, artistic expenses) contain
• sub positions (e.g. fees, technology), which in turn contain
• rows with the actual amounts.

The columns are configurable: besides the base columns (KTO, KST, description), further columns can be created, renamed, colored and calculated from other columns via formulas. Cells support comments and calculations; totals run per sub position, per main position and overall.

Exactly one column carries the flag "Relevant for budget": wherever Artwork pulls budget data from projects (e.g. in overviews and evaluations), only this column is used. For newly created columns the flag is set automatically in a sensible way; it can be moved to another column manually at any time — info texts in the table explain the behaviour. Assigning it more than once is not possible.

With the required permissions, positions, rows, and columns can be created, duplicated, renamed, reordered, and deleted. When reordering via drag & drop, the message Order saved confirms that the new order has been applied. Column colours and comments help distinguish plan, actual, forecast, and explanatory data.

Accounts and cost centers in the rowCopy Anchor Link

If accounts and cost centers are enabled in account management, the KTO and KST cells always show the entry as number – name — in the budget table, in template and compact view and in the Excel export. There is no longer a switch between number and name.

You operate the account search in the KTO/KST cell with the keyboard: arrow keys move between results, Enter takes one over, Escape closes the search. The search term is highlighted in the results; if you type a number exactly, it is taken over automatically when you leave the field. The search shows at most 50 results and points out with More results available – refine your search when there are more.

Values and calculationsCopy Anchor Link

Cells may contain direct values or calculations based on other cells. Calculated columns are useful for differences, forecasts, and percentages; hierarchical totals update automatically. The source remains visible for Sage postings and other imported values.

Verifying & committingCopy Anchor Link

Two mechanisms make the numbers binding:

• Verifying — main or sub positions are requested for verification and confirmed by authorized people (a four-eyes principle for the budget). Verified positions are marked accordingly.
• Committing — committed ("fixed") positions are locked against changes until they are released again.

Verification confirms a reviewed state, while committing prevents further editing. Both can be applied at different levels and withdrawn when needed, allowing one section to be closed while others remain in progress.

Budget templatesCopy Anchor Link

A finished table structure can be saved as a budget template and applied to new projects — so all productions start with the same chart of accounts. Templates are managed centrally under System → Budget (permissions View/Edit budget templates; the menu item itself requires Budget settings); in addition, a project's table can be reset to the base structure.

Templates can standardise hierarchy and column logic as well as row labels. Before resetting a budget, check for project-specific data because the reset intentionally changes the existing table structure.

Accounts & cost centersCopy Anchor Link

Under System → Budget you globally maintain accounts (KTO) and cost centers (KST) in Account management, which are available for selection in the budget rows, and the names of the first columns in the General tab — see Budget settings.

Sage integrationCopy Anchor Link

If the Sage100 interface (tool settings) is set up, Artwork pulls booking data from your accounting: bookings are matched to budget rows via KTO/KST; bookings that cannot be matched land in a separate list for manual assignment. Dedicated permissions control who sees project-related or global Sage data.

Unmatched postings can be assigned manually to the appropriate budget row, including in groups. This keeps the table useful when booking texts differ or accounting information is not yet complete. Difference and sum columns that include the Sage column calculate with the assigned bookings from the start.

Sage invoice overviewCopy Anchor Link

The tab component Sage invoice overview (special component in the tab construction kit) shows all Sage bookings of the project as a table — those assigned to a budget cell as well as the project-related ones not yet assigned:

• Columns Creditor / name, KTO (general ledger account, otherwise debit account, with the account name from account management), KST, Designation, Amount, Document date and a status chip Assigned or Not assigned.
• Group headers per cost center, a total row across all bookings; collective bookings can be expanded.
• A click on a booking opens the familiar booking detail window — read only for bookings that are not assigned.

The component is only visible with an active Sage integration and requires budget access to the project as well as the permission View project-related Sage data.

Funding sourcesCopy Anchor Link

Budget rows can be linked to funding sources to set grants and third-party funds against the budget — see Funding Sources.

ExportsCopy Anchor Link

• Project budget as Excel — the project's table. KTO, KST and description are output as text; leading zeros such as "04000" are preserved.
• Budget export by deadline — across projects: all budgets whose budget deadline falls within the chosen time range (the field from the creation window).

The project export is intended for one calculation. The deadline export is a cross-project management tool for a selected planning or reporting period.

Project group aggregationCopy Anchor Link

In a project group, columns can be marked as relevant for project groups: when the KTO and KST values match, the group aggregates the numbers of its sub-projects in a dedicated column.

System → Budget maintains shared foundations for project budgets. The menu item requires the permission Budget settings (module System settings); depending on your further permissions, you see General, Account management and Budget templates. Changes affect new budgets or the master data available in existing projects.

Because these settings directly control project budget work, this manual places them in the Projects chapter.

General: names of the first columnsCopy Anchor Link

General defines the names of the first three columns in newly created budget tables. Enter a clear name for each and confirm it with the tick. Empty names cannot be saved.

Choose terms understood across the organisation. Also consider integrations: with Sage enabled, the first two columns can represent debit account and cost unit and their order can be defined in tool settings.

Enabling accounts and cost unitsCopy Anchor Link

The global switch in Account management determines whether accounts and cost units are used in every project budget as the first and second columns. Enable this only when master data is maintained and the budget workflow requires it. In the budget rows, accounts and cost units then always appear as number – name; the account search in the cell is described under Project budget.

An account contains:

• account number,
• description,
• classification as an expense or revenue account.

A cost unit contains a number and description. Both lists can be searched, extended and edited directly. Numbers and descriptions must be meaningful; descriptions are limited to 255 characters.

Deleting accounts and cost unitsCopy Anchor Link

Artwork asks for confirmation before deletion. Deleted accounts and cost units appear in the corresponding recycle-bin tabs if you have access, where they can be restored or removed permanently.

Budget templatesCopy Anchor Link

Budget templates preserve a reusable table structure with columns, main and sub-positions, rows and existing calculations and comments. They let new projects begin with a consistent calculation.

In Budget templates, you can search, expand and edit templates with the familiar budget tools. A template is created from an existing budget table by saving it under a template name.

Important limits apply when creating and using templates:

• Sage integration columns are not copied as ordinary template columns.
• Links to specific funding sources are not retained.
• Applying a template to a project replaces its existing budget structure.

Recommended maintenance workflowCopy Anchor Link

Daily work with positions, calculations, comments, approvals, funding sources and exports is covered under Project budget.

The Business Intelligence project component collects data for analysis and reporting. It combines manual entries with the project's events, rooms, and properties. Visibility, editing, and export may each depend on separate configuration and permissions.

Key figures and data qualityCopy Anchor Link

The header summarises key figures such as attendance, sold tickets, revenue, and occupancy. Values that have not been recorded are shown as — rather than 0, so "not entered yet" and "actually zero" remain distinguishable. Data quality shows which information required for a reliable report is present and what is still missing.

A missing value is not automatically zero. If a figure genuinely does not apply, mark it not relevant for this project so reports can distinguish a deliberate exclusion from an overlooked entry.

The component follows the principle "record first, then evaluate": you enter figures at the top, and key figures, comparisons and snapshots below evaluate them. The save feedback names the reason if a value was not accepted and highlights the field concerned.

Attendance, tickets, and revenueCopy Anchor Link

Each of these figures can be entered in one of two input modes:

In per event mode a table of the project's events appears. By default it shows Audience events only — events whose event type carries the BI tag for performances; Show all events adds the rest. The table can be searched and sorted by room and event. Several selected rows can be filled with a common value; events in the future are marked as such. The total row shows the current state; occupancy is calculated from sold tickets and the effective room capacity.

If attendance is missing, Artwork may provisionally estimate it from sold tickets and labels the figure as an estimate. From the tickets per audience category (full, reduced, free), Artwork derives rates such as the paying rate.

Room capacity and occupancyCopy Anchor Link

Artwork initially uses the room's regular capacity. Enter a project-specific capacity if this production uses a different seating layout. The effective-capacity column shows which value is used. Maintain capacity before judging occupancy; no reliable percentage can be calculated without it.

Production dataCopy Anchor Link

The standard production information records whether the project is a new, co-, or in-house production, whether it is a German premiere, and the premiere date. These fields can be exported across projects for statistics and funding reports.

Derived values and BI tagsCopy Anchor Link

Artwork calculates further values from the project, events, and BI entries. Configured BI tags can group event types for reporting without changing the event types shown in the calendar.

The key figures performances, event days and occupancy are only calculated if the respective BI tag is assigned to at least one event type. Which tag controls which key figure is set in the tag dialog under System → Events → BI tags with Controls key figure — exactly one tag controls "Performances" (also the capacity basis of the occupancy rate), one controls "Event days". Without the assignment, — is shown with a hint; there is no fallback to all events.

Correct the source event, capacity, or entry rather than trying to overwrite a derived value.

Effort rangesCopy Anchor Link

Record a named effort in one of the ranges 0–10, 10–25, 25–50, 50–100, or 100+. The name should identify the area being assessed, such as “production management” or “technical preparation”. The creator remains visible on the entry.

SnapshotsCopy Anchor Link

A snapshot (German label: Stichtag) preserves the project's current BI values under a name and date. Use it for planned, interim, and final reporting states.

Snapshots do not change with live project data. Deletion is permanent.

The comparison with the previous period and the attainment shown in the component refer to the live values instead: they relate the actual figures to the preceding period or to the plan values.

Custom fields and Excel exportCopy Anchor Link

Administrators can add organisation-specific text, number, selection, and other fields. They can also contribute to the data-quality indicator.

You open the BI export in the project's BI component or in the BI dashboard — it is the same dialog. It can cover multiple projects and a date range. The column selection is grouped and searchable: select columns for master data, project period, capacity, attendance, tickets, revenue, occupancy, production details, BI tags, and custom fields. Save common column combinations as presets with unique names. While the Excel file is being created you see a waiting state with Cancel export. The file has a frozen header row, autofilter, real date and percentage values and an info sheet with period, filters and creator. Export files stay available for 24 hours — only to the person who started the export; after that you have to create the export again. Before downloading, verify the date range, projects, and selected columns against the reporting state you intend to deliver.

Recommended workflowCopy Anchor Link

1. Complete the project's events and rooms.
2. Verify capacities and add project-specific values where needed.
3. Choose the total or per-event input mode for attendance, tickets, and revenue.
4. Complete production data and custom fields.
5. Resolve the data-quality notices.
6. Create snapshots at important reporting dates.
7. Generate the cross-project export only after these checks.

The project settings live under System → Projects (permission Define system settings for projects) and are organized into tabs: Project settings (master data & creation toggles), Artist residencies, Project role settings, Tab settings, Component settings, Print layout settings, Project overview builder and BI settings. The biggest lever — the tabs & components of the project view — has its own page; this one covers master data and toggles.

Settings mapCopy Anchor Link

These are central changes. After adjusting them, test one existing and one new project from a regular user's perspective.

Properties: categories, genres, areasCopy Anchor Link

Three freely definable attribute lists used to describe and filter projects:

• Categories (e.g. drama, concert, rental)
• Genres (e.g. classical, jazz, new drama)
• Areas (e.g. in-house production, guest performance, education)

Projects can carry several values per list; one of each can be marked as the main category/genre/area. The display option Event color by main category uses this in the calendar.

Project statusesCopy Anchor Link

Freely definable statuses with a color (e.g. idea, in planning, confirmed, cancelled). A status can be marked as a planning status (is_planning): events of projects in this status are treated in the calendar like planned events.

Project creation settingsCopy Anchor Link

These toggles determine which fields the creation window offers — keeping it as lean as your process allows:

Two further toggles on the same page take effect beyond the creation window:

• Project status as a required field — a project status must be selected when creating a project; an assigned status remains changeable when editing the base data but can no longer be removed.
• CRM contacts in project team — CRM contacts can additionally be linked in the project team as external team members and given project roles.

Project rolesCopy Anchor Link

Project roles (e.g. direction, dramaturgy, production management) are defined in the Project role settings tab and assigned in the project team. Each user can have default project roles in their profile, which are preselected when they are added to a team.

Other project-related master dataCopy Anchor Link

The same page also maintains contract types, company forms and currencies (for the contract module); there are additionally separate settings pages for artist residencies and the budget settings.

Project overview builderCopy Anchor Link

The project overview builder determines which columns and contents the project list displays — so the overview, too, can be adapted to your venue.

Print layoutsCopy Anchor Link

Print layout settings define what the project PDF looks like: you assemble a layout from the printable components of the project view (title, base data, texts, properties …); when printing from the project header, users then pick one of the layouts. This way there can be, for example, an internal info sheet and a rental exposé from the same project data.

The order and colours of project statuses should be easy to understand in both the overview and calendar. A planning status is functional, not merely visual: it affects whether related events are treated as provisional and who can see them.

The overview builder is arranged by drag and drop. Typical contents include period, status, artists, properties, management, group, and BI figures. The layout is central, while each user's filters and sorting remain personal.

Print layouts can include headings, custom text, base data, period, status, team, properties, shift and budget information, document lists, and other printable components. The PDF always uses current project data.

Placed components are rearranged via drag & drop: you can move them or swap their places, also across the areas of the layout. The component search also finds special components by their German name.

A layout consists of a Header (1–5 columns), a Body (1–3 columns) and a Footer (1–5 columns); the column counts are fixed after creation. With a one-column body all special components can be used. Each header and footer column can carry a free note. Only layouts with Should this print layout be available? switched on can be chosen in the project. Printing runs via the printer icon in the project header and the browser's print dialog (Save as PDF).

Which layouts have proven useful and how to build them is described in Setting up the project view.

Artist residencies and BI settingsCopy Anchor Link

Residency settings define which project-related stay and travel details are recorded, such as arrival, departure, accommodation, purpose, and custom fields. Entries appear in the project component and can be exported. The user workflow is covered in Documents, contracts & additional project data.

The BI settings tab (permission Tool settings) bundles the setup of the BI module:

• The setup checklist at the top of the page shows in seven steps what the module still needs — enable the BI module, assign the key-figure tags to event types, place the BI component in a project tab, enter seat capacities for rooms, check audience categories, set the season window, grant BI permissions. The status is read live and every step links directly to the relevant page.
• Audience categories structure how ticket numbers are recorded (full, reduced, free).
• BI fields are free additional fields for venue-specific figures.

Which event types count as performances or event days is defined in the BI tags under System → Events → BI tags: in the tag dialog, Controls key figure decides whether the tag controls "Performances" or "Event days". There is no separate menu item for the BI export any more; the export sits in the BI dashboard and in the project's BI component. Their day-to-day use is covered in Business intelligence in a project.

Deleted settingsCopy Anchor Link

Central settings may still be referenced by existing projects. Deleted entries therefore have their own trash, from which they can be restored or removed permanently. Check current use before permanent deletion.

The project view is a construction kit: which tabs exist, what is on them and who may see what is configured by administrators under System → Projects in the Tab settings and Component settings tabs (permission Define system settings for projects). Changes affect all projects.

Managing tabsCopy Anchor Link

• Create tab adds a new tab; name and order are up to you — the order is sorted via drag & drop.

• A tab can be marked as the default tab via the Standard toggle: it opens when someone opens a project. In addition, every tab shows its visibility ("Visible for everyone" or restricted).

• Every tab contains an ordered list of components; it can additionally have sidebar tabs — narrow sub-sections on the right (in the default setup e.g. project information, shift information, budget information).

• Folder components (collapsible containers) group components into expandable/collapsible sections.

• Create tab from template next to Create tab adds a fully equipped tab. Every template has a description; templates with a sidebar show Including sidebar with the names of the sidebar tabs. You can choose from:

  • the default tabs Coming with the next update Project information (with the orange sections Descriptions, Website text and Press & public relations plus the project documents), Schedule, Checklists, Shifts (with the Shift information sidebar), Budget (with the Budget information sidebar) and Comments — handy if a default tab was deleted by mistake or a new venue wants to start with the proven layout;
  • the Production inquiry template: an inquiry form with coloured sections for contact & company, artists (as a CRM contact list), general information, documents, music & rights, texts & description, image & video, and sponsors & partners — for collecting data from guest performances, also in combination with external access.

  The result is always a normal tab: the template only saves you the manual setup, and you can rename, rearrange, extend or delete the components like any other.

All project tabs follow a uniform, left-anchored layout: tools such as calendar, shifts, budget and schedule always run across the full width, tables and lists in a uniform column, text and form components in reading width.

The componentsCopy Anchor Link

Two families:

Custom componentsCopy Anchor Link

Freely creatable contents that are filled in per project:

For text field, text area and link components, the configured placeholder is a real placeholder: it appears in the empty field and disappears as soon as something is entered. A component therefore needs its own label in the component settings if it should be named permanently.

Standard componentsCopy Anchor Link

Ready-made function blocks — each exists exactly once and can be placed in one or more tabs. The most important ones:

One component in several tabsCopy Anchor Link

Every component – your own as well as the standard ones – may sit in several tabs and shows the same record of the project there. A field placed in the Technology and Production tabs is therefore maintained only once. Permissions apply to the component and thus in all tabs; for different rights you need a separate component. Examples and how to handle documents in restricted tabs are described in Setting up the project view.

Visibility & write permissions per componentCopy Anchor Link

Basic rule: seeing a component always requires access to the project, editing always requires write permission in the project (the Write permission or Project management checkbox in the project team or the global permission Write permissions for all projects). The settings in the component settings can narrow this circle further, but never extend it. Per component you choose:

This way the budget component, for example, stays reserved for the administration while everyone sees the short description. Admins always see every component. The permission Write permissions for all projects only lifts the editing restriction of components a person can see – “Only visible to the following” also applies to these users. The rules are also checked on the server — they match exactly what the interface offers. The content of a component a person may not see is never sent to their browser and does not appear in print layouts either.

In the component dialog an info icon on every field explains what it does; the texts depend on the component type.

Recommendation: start smallCopy Anchor Link

The shipped setup (project information, schedule, checklists, shifts, budget, comments) covers most venues. It has proven best to create new tabs only once a department repeatedly needs contents of its own — every additional tab is one more click for everyone.

Designing a useful structureCopy Anchor Link

A tab should represent one clear work context, such as communications, technical planning, or finance. Details needed almost everywhere are often better placed in the sidebar. The default tab should contain what most users need first when opening a project.

Many standard components expose connected data in a project context. The period is calculated from calendar events, the shift tab opens the global duty-roster logic for this project, and material issue links to inventory. Consider the workflow a component starts as well as its appearance.

Checking visibilityCopy Anchor Link

Tab visibility, the project permission and the permission of the individual component work together: a person needs access to the project, to the tab and to the component within it; editing additionally requires write permission in the project. Specialist permissions can additionally apply to budgets, contracts, or material issues. After larger changes, check the result with a typical project-team role (with and without write permission), an administration role and an external-access role.

Introducing changes safelyCopy Anchor Link

1. Define the purpose and audience of the new tab or field.
2. Reuse a standard component or create a clearly named custom one.
3. Assign view and write permissions deliberately.
4. Place it in a clear location and test it with an existing project.
5. Inform teams when names, ordering, or expected workflows change.

The BI Dashboard consolidates the business-intelligence data recorded in projects into an organisation-wide steering view. While the regular Dashboard shows today's personal work, the BI Dashboard answers questions such as:

• How many visitors, how much revenue and how many performances were recorded?
• How are visitor numbers and revenue developing compared with the previous year?
• Which sectors or production categories contribute to the results?
• Which productions show a notable relationship between effort and output?
• Where are BI figures still missing?

The menu item is only visible when the BI module is enabled and your account is allowed to view the BI Dashboard.

Structure: Overview and SteeringCopy Anchor Link

The dashboard has two views that you switch at the top:

Below the header, one sentence states which evaluation period currently applies — it affects all tiles, charts and the table. The category filter is a real page filter: clicking a category filters the whole dashboard, not just the table. Excel export opens the shared BI export dialog, prefilled with the dashboard period.

Selecting a periodCopy Anchor Link

By default, Artwork uses the season window defined in the general settings. If no season or an invalid one is configured, the dashboard uses the current calendar year. Alternatively, you can use these presets:

For Season and Calendar year you step with the arrows next to the selection to the previous or next season or year without typing dates; preset and offset are part of the URL, so the view can be shared as a link. From and To fields only appear for Custom period. After entering dates manually, select Apply. The To date cannot precede the From date. Previous-year comparisons automatically use the equivalent period shifted back by one year.

Where do the figures come from?Copy Anchor Link

The dashboard combines information from all regular projects; project groups are not counted as separate productions. Sources include:

• visitors, sold tickets and revenue from the project BI component,
• project events, event types and assigned BI tags,
• room capacities and project-specific capacities,
• project categories or sectors,
• contracts, bookings, tasks, project documents and recorded effort ranges.

Business intelligence in a project explains how to maintain these details.

Recommended workflowCopy Anchor Link

The KPI tiles summarise the selected period across all productions. Where appropriate, a green or red percentage shows the change from the equivalent previous-year period. If no comparison is shown, the previous value may be zero or unavailable. Values that have not been recorded are shown as —, not 0. An info tooltip on every tile explains how the figure is calculated; a legend describes the colour logic of occupancy (green from 90 %, blue from 50 %, yellow below) and attainment.

Meaning of the figuresCopy Anchor Link

An ≈ before the visitor total means that at least one value was estimated from sold tickets. The estimate is useful for orientation but is not a substitute for confirmed attendance.

For occupancy, Artwork adds sold tickets and effective capacities across productions and calculates an overall ratio. It is not a simple average of the displayed project percentages.

Missing BI-tag warningCopy Anchor Link

BI tags classify event types as performances or event days for reporting. Which tag controls which key figure is set in the tag dialog under System → Events → BI tags with Controls key figure: exactly one tag controls "Performances" (and thus the capacity basis of the occupancy rate), one controls "Event days". Renaming a tag does not change this.

If the controlling tag is not assigned to any event type, the dashboard displays a warning and shows Performances, Event days or the occupancy rate as — with a hint — even when calendar events exist. There is no fallback to all events.

Configure BI tags takes authorised users to the BI tags. Assign the appropriate event types there. This does not change the events themselves; it defines how they contribute to reporting.

Recognising data gapsCopy Anchor Link

Artwork flags productions that have events in the selected period but no overall or per-event visitor, ticket or revenue figures. These gaps pull the overall evaluation towards zero and should be reviewed before reporting; the Recorded tile shows how many productions already have figures.

A production is not considered a gap if all three figures have deliberately been marked Not relevant. This distinction identifies whether information is missing or genuinely does not apply.

Quick entryCopy Anchor Link

Click a project name in the data-gap warning or in the production table. Quick entry lets you record project totals for:

• visitors,
• sold tickets, and
• revenue,

or mark a figure Not relevant. Existing values are prefilled — you only change what is new. Artwork refreshes the dashboard after saving. Open project takes you to the project's complete BI view.

Checks before evaluationCopy Anchor Link

1. Does the selected range match the reporting period?
2. Are the controlling BI tags assigned to the relevant event types?
3. Have all reported data gaps been resolved?
4. Are estimated visitor figures sufficient for the intended purpose?
5. Are room and project capacities current?
6. Have non-applicable figures been explicitly marked?

You can also create a project snapshot to preserve a reporting state. The BI Dashboard itself shows the currently available source data for the selected period.

The BI Dashboard moves from trends over time and categories to individual productions. The Overview view contains the monthly trend and the category charts, the Steering view the effort-vs.-output chart and the production table. Charts provide orientation and reveal notable patterns; any business interpretation should also consider the period, data quality and project context.

Monthly trendCopy Anchor Link

The Monthly trend chart uses only per-event BI entries because these have a specific date. It shows:

• visitors per month as bars,
• visitors in the corresponding previous-year month as a dashed line,
• revenue per month on a second scale.

Figures entered only as project totals do not appear in the monthly chart, but can still be included in the KPI totals. The sum of the monthly bars may therefore differ from the visitor or revenue tile.

For very long ranges, Artwork limits the chart to a maximum of 36 months to keep it readable.

Evaluation by categoryCopy Anchor Link

Revenue by category and Visitors by category group productions by their main category or sector. If no main category has been set, Artwork uses the first assigned category; productions without a category appear under a neutral entry.

Click a segment or bar to filter the whole dashboard — tiles, charts and the production table — to that category. The active category is displayed and can be removed there. This filter is temporary and does not modify any project.

Effort in relation to outputCopy Anchor Link

The scatter chart in the Steering view compares each eligible production using:

• horizontal axis: effort score,
• vertical axis: revenue when revenue data is available, otherwise visitors.

The coloured quadrants compare each production with the median across all productions in the current period:

Click a point to open its project. The chart appears once at least three productions in the period have figures.

How is the effort score calculated?Copy Anchor Link

The score is a weighted proxy using work indicators already available in Artwork:

2 × contracts + 1 × bookings + 1.5 × open tasks + 0.5 × project documents + 0.1 × representative effort hours

Effort ranges recorded in a project are converted to representative hour values for this calculation. The score is not a time account or cost calculation. It provides a consistent comparison for internal steering.

Reading the production tableCopy Anchor Link

The table shows for each production:

• category,
• visitors and any estimate marker,
• revenue and occupancy,
• number of performances,
• contracts per performance,
• bookings per performance,
• tasks plus documents per production,
• effort score.

Click a column heading to sort ascending or descending. Metrics per performance show a dash if no performance is available as a denominator; values that have not been recorded are also shown as —. Clicking a production opens the quick entry for totals or the project's BI tab. Export table hands the table over to the BI export.

The occupancy bar offers quick visual guidance, colouring low, medium and high values differently. The displayed percentage and the quality of its ticket and capacity data remain decisive.

A sensible interpretation workflowCopy Anchor Link

1. Resolve data gaps and estimates first.
2. Check the period and previous-year comparison.
3. Select a notable category in a chart.
4. In Steering, sort the table by revenue, occupancy or effort.
5. Open affected projects and review source data and circumstances.
6. Only then draw conclusions or prepare reports.

The calendar is Artwork's room occupancy and event planning module: performances, rehearsals, setups and teardowns, blockers — everything is planned as an event into a room. The grid shows days as rows and rooms as columns, so you see occupancy and free slots at a glance.

The calendar is also the starting point for project and staff planning: an event can be assigned to a project, determine its period, contain sub-events and a production timeline, and provide the context for shifts. Changes to an event are therefore immediately visible in the project and the duty roster.

Core conceptsCopy Anchor Link

The "Calendar" menuCopy Anchor Link

A typical event workflowCopy Anchor Link

The pages of this sectionCopy Anchor Link

PermissionsCopy Anchor Link

In addition, every room grants its own rights: room admins (edit the room and approve occupancies) and users authorized to request — see Event Verifications.

Open the event calendar via Calendar → Calendar in the sidebar. The grid shows days as rows (grouped by calendar week) and rooms as columns; each cell contains that room's events on that day as colored cards with the type abbreviation and time.

Click a room heading to open its room view. Long room names wrap onto up to two lines in the header; if a name is still truncated, hover to see it in full. Clicking an event card opens the event — read-only if you have no edit rights, otherwise as an editable form. The project symbol on a card links directly to the associated project.

The function barCopy Anchor Link

From left to right:

If events lack a room, a red notice appears above the grid ("n event(s) without a room!") — clicking it opens the list from which the events can be scheduled after the fact.

Which view for what?Copy Anchor Link

Grid, month view (zoom 40 %), daily view, "At a glance" and project period show the same calendar with a different focus. A comparison of the views, the effect of each zoom level and recommended settings for typical tasks are described under Views & Display Settings. In short: zoom, expanded days and fullscreen affect presentation only; filters and project mode determine which data is included — which matters especially before an export.

Month viewCopy Anchor Link

The month view is the smallest zoom level (Month view (40%) in the zoom dropdown). With Expand days switched off, a whole month fits on the screen; the tiles appear in compact mode. Details under Zoom, compact mode and room column width.

If a room column becomes narrow (for instance with many rooms or a small room column width), tiles only show name, time and an info icon; all details are in the tooltip. Truncated descriptions likewise show the full text on hover.

FiltersCopy Anchor Link

The filter panel narrows the grid down to what you are working on right now. Active filters appear as removable tags; a search field per filter category quickly narrows down the displayed entries.

You can filter by room categories, room attributes, rooms, areas (building areas), event types, event properties, crafts and project status. On top of that there are quick filters such as loud / not loud, with / without audience, show free rooms and include adjacent rooms — handy, for example, to avoid placing a quiet rehearsal next to a loud event.

• Project status shows only events of projects with one of the selected statuses; events without a project are hidden. The filter applies to the calendar, the planning calendar, the daily views and the project's event list, and can be stored in saved filters.
• The Shift filters section contains Only show shifts that are not fully staffed — useful together with the display setting Show shifts.

Show free rooms is a search tool for new bookings: it reduces the view to rooms matching the selected criteria and times. Include adjacent rooms helps assess the impact on neighbouring rooms.

Saved filtersCopy Anchor Link

Save filter stores the current combination as a saved filter that you can apply later with one click. The currently active saved filter is highlighted in green with a check mark; the Deselect filter icon switches it off without deleting it, while the X deletes the saved filter. A saved filter remembers the combination for your personal workflow; it never changes events. The same behaviour applies in the duty roster (week, day, list) and in the project's event list.

Display settingsCopy Anchor Link

The gear opens your personal display options; they persist across sessions and show only settings that take effect in the current view. The options are sorted into four groups:

• Navigation — Share time period across views
• Appearance & Accessibility — contrast, expand days, colour source of the tiles (event type, status or main category), room column width, day remarks
• Visibility & Filters — unoccupied rooms, planned events, series, project groups, shifts, timeline
• Event Content — what appears on the large tiles

Every option with its effect, the views it applies in and a usage recommendation is described in Views & Display Settings. That page also explains why the calendar and the planning calendar share the same settings.

Day rows additionally show public and school holidays (managed in the event settings). Weekends inside a holiday period are recognisable by a darker shade of the holiday colour.

Day remarksCopy Anchor Link

If the day remarks column is activated in the calendar settings, the calendar (and likewise the planning calendar) shows a dedicated column for notes covering the whole day per room — for instance hints for all crafts or organisational specifics. The notes also appear in the duty roster. If a remark does not fit into its cell, a tooltip shows the full text on hover — in the calendar, the daily view and the duty roster. The permissions View day remarks and Edit day remarks control who may see and who may edit the column.

Daily viewCopy Anchor Link