In Artist > Settings > Advanced you manage settings that affect scheduling, RSVP, region check, invoicing, contracts, and financial settlement. Use this page primarily when an artist deviates from the standard settings of your account.
Not every section is visible for every artist or account. RSVP is available for exclusive artists. Block scheduling, invoice and contract accounts, and some financial options only appear if your account is configured for them.
Block scheduling
With Linked artists, you create a block schedule: you link artists that you want to evaluate as one availability group in the schedule. Bookings and availability of the linked artists will then be displayed together in the schedule, calendar, yearly view, and availability checks. This helps, for example, with acts that cannot perform at the same time or with artists who share staff or equipment.
The linkage does not change bookings and does not create a joint administration. It also does not give team members access to the other artists. Therefore, invite a team member separately for each artist they need access to. Only the owner of the artist can manage the linkages.
RSVP
RSVP is used on a booking to ask team members if they are available. The settings here determine which responses a team member may give after receiving an RSVP invitation.
- Allow team members to change their choice: lets a team member adjust a previously sent RSVP response. If you leave this option off, the first choice is final for the team member.
- Allow team members to choose 'Maybe': adds the option Maybe alongside the normal answers. Use this if a team member still needs to confirm their availability.
These settings do not determine who can see the RSVP statuses of others or manage RSVP invitations. That is managed per team member with the permission Show all team members and RSVP status and, for management, with the appropriate team permissions. RSVP also has no influence on the visibility of a booking; this is regulated via the permissions of the team member.
Region check
The region check helps you create or assess a booking. Artwin Live compares the date and location with other bookings of the artist and shows a potential conflict if a performance falls within the set area and time window.
- Disable: does not perform a region check for this artist during the booking check.
- Enable (Account settings default): uses the distance and number of days from the account settings. Choose this if the default for this artist is appropriate.
- Enable (Custom settings): uses the values that you fill in below for this artist instead of the account standard.
- Maximum range (km): the maximum distance between locations within which Artwin Live investigates a potential region conflict.
- Check number of days before and after: the number of days before and after a performance that Artwin Live takes into account in that check.
A region check is a signal for the planner, not a blockade: always verify the appointment, exclusivity agreements, and actual travel time yourself. The setup and breakdown time of the artist is additionally used in the normal scheduling check to assess overlap and available time between bookings.
Financial
These settings determine which financial identity and standard rules are used for this artist. They do not change any invoices or contracts already sent and do not overwrite any financial choices you have made manually on an individual booking.
- Invoicing account: choose the account under which invoices for this artist are created when your account has multiple allowed invoicing identities. This determines the sender and financial identity of new invoices for the artist. If you leave the field on the agency account, Artwin Live will use the normal agency identity.
- Account letterhead contract: choose which account identity is used for new contracts for this artist. This determines the letterhead and company information of that contracting party. For a sent contract, the chosen identity is recorded, so a later changed setting does not alter previous contracts.
- Recharging extra costs: also includes the additional costs to be charged from the booking as separate invoice lines in a commission invoice. Use this only when these costs must be part of what you invoice to the client.
- Recharging Buma costs: includes the Buma costs in the commission invoice when a Buma amount has been calculated for the booking. Turn this on only if you pass these costs on to the client.
Advance settings
Under Advance settings, you choose how Artwin Live assesses an automatic deposit for new bookings of this artist. A manually set deposit on a booking takes precedence over this default.
- Account settings default: uses the automatic deposit settings of your account. If these are not enabled or have no percentage set at the account level, no automatic deposit will be triggered for this artist.
- Use artist settings: shows the fields below and uses them exclusively for this artist.
- Disabled for this artist: turns off the automatic deposit for this artist. You can still manually set a deposit on an individual booking.
- Days before performance: determines the deadline for the automatic deposit: Artwin Live only calculates this when the booking is assessed before the performance date minus this number of days. Choose a number of days that fits the moment you want to invoice a deposit for this artist.
- Deposit percentage: the percentage that Artwin Live calculates for the automatic deposit.
- Deposit basis: determines what the percentage is calculated on: the total amount or the subtotal of the booking.
- Deposit VAT: determines which VAT percentage is used on the deposit: the general VAT, the VAT on the artist fee, or the VAT on the booking fee.
The calculation only takes place when the chosen automatic rule applies to the booking. A relationship may also have its own settings that disable automatic deposits. Therefore, always check the proposed deposit, amount, VAT, and payment date for each booking before invoicing.
Contact person financial overview
Select here the CRM relationship that receives financial settlements for this artist. Once you select a contact person, the artist will be included in the Financial overview / settlements section for that receiver. If you leave this field blank, there will be no separate receiver for a financial overview chosen for this artist.
Administration
- Revenue general ledger account: fill in a general ledger account for the revenue of this artist. When exporting to Twinfield, Artwin Live uses this account for the artist's revenue. Leave the field blank if you want to use your administration's default general ledger account.
- Project code: store an internal reference for the artist here, such as a project or cost center code. The code is stored with the artist; it does not automatically fill in bookings, invoices, or contracts in the current application.
Good to know
Use deviations purposefully. Choose the account standard for region checks and deposits wherever possible. Only set an artist deviation when the procedure for this artist is truly different; this keeps management and control clear.
Check financial drafts. Advanced settings provide standards for new actions. Always verify the specific booking, invoice, or contract before sending it out.