If you are not yet using the contract flow, you can switch to the new contract system via onboarding. The new workflow combines the creation, checking, sending, and following up of contracts with the renewed booking flow. You can also set your company information, document formatting, and riders properly in advance.
Log in to your account and open Onboarding. Follow the steps in the indicated order.
What changes?
In the new workflow, you create and send contracts from the renewed booking flow. You check the contract before sending it to the client for signature. The client receives a link to check and sign the booking details and the contract. After that, you can follow up on the contract and sign it back from the same workflow.
The renewed booking view brings together contract, advancing, invoice, and activity data in one workspace. After the switch, the renewed booking form will also be activated for your account.
1. Check your company information
Start in onboarding at Your Company. This information is used on contracts, invoices, and messages to clients. Therefore, check at least your company name, address, postal code, city, country, and phone number. Also, fill in your VAT number, business number, and bank details if they apply to your administration.
Upload your General Terms and Conditions here if you are using them. When sending a contract, the client must accept these terms before proceeding.
2. Set your corporate identity
Go to Make it your own in onboarding to set the corporate identity for the portal, contracts, invoices, and emails. Preferably upload a transparent PNG file for Logo. A transparent background ensures that the logo remains clearly visible on different backgrounds and in documents.
Choose your Primary Color for buttons, links, and accents in the portal. Additionally, select a background image for the portal. You can upload your own image or choose one of the available backgrounds. For a custom background, a width of at least 1600 pixels is recommended.
If you use a dark background, upload an Alternative logo for a dark background. Artwin Live will automatically use this logo where a dark background is displayed, so your corporate identity remains legible.
3. Format your documents
In the Beautiful Documents step, configure the formatting of client-oriented PDF documents. You sequentially set Contracts/Invoicing, Riders, and Cover Page.
- Contracts/Invoicing: upload your own letterhead as an image or PDF. For a PDF, Artwin Live uses the first page as the background. Then determine with the selection frame which part of the page is available for the content of the document.
- Riders: choose a background that matches the downloadable rider PDF. This keeps the rider recognizable and professional when shared separately.
- Cover Page: set a separate background for the cover page of your documents. This is a good place for, for example, a large logo or a calm brand image.
Check in the examples that the free space for the text is appropriate. Also choose the correct Paper Size, for example, A4 or Letter. Save your changes before proceeding.
4. Work with embedded riders
An embedded rider is no longer a separate, static PDF file, but a structured page that becomes part of the contract. This keeps the content legible on different devices and allows you to modify it later. An embedded rider is automatically included in new contracts for the relevant artist.
In the onboarding step Modernize your riders, you can convert existing PDF riders into structured rider pages. After conversion, always check the content and adjust it as necessary. You can also create a new embedded rider directly by filling in a name and the content.
Keep the content of an embedded rider focused on performance requirements, such as technical needs, hospitality, planning, and contact on the performance day. Do not add agency information or logos to the rider itself: when the rider is in the contract, this makes the information less clear. In the downloadable version, the booking details and your agency will be automatically added.
The rider thus remains part of the contract but is also separately available as a professional PDF. You can download this rider and send it separately when a client, location, or production partner needs it.
5. Activate the new contract flow
Complete the other onboarding steps and choose Switch Now at the end. This activates the new contract system and the renewed booking form for your account. From that moment on, you will create, send, and follow new contracts from the renewed booking flow.
Good to know: carefully check your company information, corporate identity, letterhead, and riders before switching. These settings form the basis for new contracts and documents that you send to clients.