Author: detailsadmin

Managing Tasks for a Booking

When managing a booking, you can add tasks in two ways: either by loading a Task Group (a set of predefined tasks) or by adding a Single Task.

Below are the detailed steps for each method, accompanied by screenshots for clarity.

1. Adding a Single Task

To add a single task to your booking, follow these steps:

1. In a Booking, navigate to the Tasks Tab:
” Open the booking details for the event you want to manage.
” Click on the Tasks tab.

2. Click on +Add Task:
” In the Tasks section, click on the +Add Task button.

3. Fill Out the Required Information:
” Artist: Select the artist for whom the task is relevant.
” Assigned User: Choose the user responsible for completing the task.
” Task: Enter the task itself (e.g., book flight ).
” Due On: Set the due date for the task, ensuring it is completed on time.
” Click OK to save the task.

This method allows you to create and assign individual tasks that are tailored to the specific needs of your booking.

 

2. Managing Task Groups for Booking

Task Groups are predefined sets of tasks that can be loaded into a booking to streamline your workflow. Here s how to load a Task Group into a Booking:

1. Click on +Load Tasks:
” In the Tasks section of the booking, click on the +Load Tasks button.

2. Choose an Artist and Task Group:
” Artist: Select the artist for whom the tasks will be assigned.
” Task Group: Choose a Task Group from the predefined options available (e.g., Travel Tasks , Social Media Tasks ).
” Click OK to load all the tasks from the selected Task Group into the booking.

This approach is ideal when you have a set of tasks that are commonly repeated across bookings, allowing you to quickly and efficiently assign all necessary tasks with just a few clicks.

 

How to preview the SHARES royalty dashboard for a specific Royalty Account

You may wonder what the SHARES Royalty Dashboard looks like for a specific royalty account before sending out the login credentials, just to make sure you are on the safe side.

Fortunately, DETAILS allows logged in users to preview the dashboard quickly and hassle-free.

You do not need to know the link, login, or password; you only need to have access to the royalty section and the royalty account in details.

 

Accessing Your Royalty Account Preview

Log into details: Only users logged into details with access to the ROYALTY section can benefit from the direct access.

Select Royalty Account: Navigate to the ROYALTY section and within the ROYALTY ACCOUNTS, select the royalty account you wish to check.

Click the [Eye] icon: In the “Statements” section of the royalty account, look for the eye icon. Click on the icon to access a selection of external users you may select from for your preview.

Preview Your Account: Upon selection, a preview window will open, displaying exactly what is being shown to the selected external user.

 

What You Can Expect to See

When previewing a royalty account in the SHARES royalty dashboard, you can:

  • Evaluate the data visualization and overall visual impression.
  • See the financial overview of your royalty account, including the most recent statements and a 24-month royalty graph.
  • Check the current year or previous years, including graphs on revenue generated from digital and/or physical sales, depending on your royalty account display settings.

 

No Password Required: Accessing an account preview does not require knowing their password if and as long as you are a logged-in details user with access to the royalty section. The preview function provides a secure way to access a SHARES account without compromising the account security.

But do not change their passwords: While previewing your account, do not change the account’s password unless requested by the account. Only alter their password if you want to provide a new password or to block access.

How to manage STORES

 

In details, the term Store refers to any place or source where income is generated and reported. This concept goes beyond the common understanding of online shops or streaming platforms it covers all relevant revenue sources that appear in your statements.

Typical examples include:

  • Digital Service Providers (DSPs) such as Spotify, Apple Music, Deezer, Amazon Music, or YouTube
  • Collecting Societies such as GVL, SENA, PPL, SABAM
  • User Generated Content (UGC) Platforms such as YouTube, SoundCloud, TikTok, or Instagram
  • Physical Sales Sources such as distributors or retail partners

Remember: In details, a Store is not limited to digital platforms. Any channel through which income flows into your system physical, digital, or rights-based is considered a Store. This broader definition ensures that your royalty data remains transparent and comparable across different sources.

You can access all Stores via DISTRIBUTION / STORES. From there, you can manage naming consistency, merge duplicates, or create store groups to keep your income data structured and accurate.

Note: Stores are created automatically from imported sales and royalty data. After importing new files, update your list with [Update Stores] in the top right corner.

 

► STORE MANAGEMENT

The Store list helps you keep names consistent and reporting accurate. You can:

  • Rename Stores to fix misspellings or align naming.
  • Merge Stores by renaming multiple entries to a single unified name.
  • Transfer to Account to reassign sales from selected Stores to a different distribution account (use only when necessary).
  • Exclude Mechanicals to remove selected Stores from mechanical calculations.

► RENAME & MERGE STORES

Open Store Management

Click [Store Management] (top right). Loading may take time if there are many millions of rows.

Rename a Store

  1. Select the Store you want to change.
  2. Enter New Name.
  3. Confirm with [OK].

Merge multiple Stores

  1. Select each duplicate or variant Store name.
  2. Rename all of them to the same New Name.
  3. Confirm with [OK]; entries will consolidate under the unified name.

► TROUBLESHOOTING

  • Misnamed Stores (e.g., Credit Card , AAAA ): Likely caused by an import mapping issue. Review the source file and mapping, correct the import, and then standardize the Store names via [Store Management]. Contact support if you need help tracing the source.

Creating, Assigning, and Managing Tasks

This guide will walk you through the process of setting up and working with tasks in details. From initial planning to hands-on task management and collaboration tips this article covers it all.

► Getting Started with Task Management

  • Define task sequences: Start by breaking your processes into manageable steps. For example, define recurring workflows like tour planning or release rollout as task sequences.
  • Assign team members: Assign tasks directly during setup to clarify responsibilities and ensure smooth transitions between task stages.

► Navigate to the TASKS Section

    1. Log in to your details account.
    2. Go to TASKS / TASKS to access the full task overview.

    3. To access item-specific tasks:
      • Select a section like CATALOG / RELEASES.
      • Click on an item to open it.
      • Go to SELECTED ITEM / TASKS to manage tasks there.
    4. For an overview of predefined task lists by work area, visit:
      Booking Task Lists

► Create a Task

  1. Click [+] at the top right corner in TASKS OR
    click [+ Add Task] in the CATEGORY / SELECTED ITEM / TASKS at bottom of the list.
    • If you’re in a category view like BOOKING, PRODUCT or RELEASE, make sure the correct tab is selected first.

  2. This opens the [New Task] form.
  3. Fill in the required details:
    • Task Name: A clear and short title.
    • Assigned User: Person responsible for the task.
    • Due Date: Set the task deadline.
    • Notes: Add any additional info or special instructions.
  4. Click [OK] to save the task. It will now appear in the list below the selected category.

► Update Task Status

  1. Click on the task name to open it.
  2. Select a status from the Status dropdown (e.g. Open, Pending, Completed).

► Keep Tasks Up to Date

  1. Check the TASKS section regularly to keep track of all open items.
  2. Review Status and Due Dates to stay on top of deadlines.
  3. Edit tasks to update notes, reassign, or complete them as needed.

► Helpful Tips

  • Update consistently: Ask your team to keep statuses and notes up to date so that progress is always visible.
  • Meet regularly: Hold short weekly check-ins with your team to review open tasks and solve blockers together.
  • Group recurring work: Use Task Groups to organize repetitive or related tasks.
  • Use filters to prioritize: In TASKS, filter by Status, Due Date or Assigned User to focus on what matters.

If you need more help, don’t hesitate to reach out to our Label Team (for Labels) or Simo (for Booking).

How to Copy a Show in the Booking Module

Copying a show is a great way to save time when creating multiple, similar bookings for the same artist or event. With this feature, you can quickly duplicate key details and adjust only what s necessary, like the date or specific local details. Here s how you can easily copy a show in just a few steps:

To copy a show, navigate to the show you want to copy, click on the “…” (more options) menu, and select “Copy Show.

A pop-up window will appear, where you ll need to make a few key selections for the new, copied show:

  • Set the New Date: Choose the date for the new show by selecting it from the date picker. This will be the date on which the duplicated show is scheduled.

  • Select the Artist: Confirm the artist for the copied show. By default, this will be the same artist as in the original show, but you can select a different artist if needed.

  • Choose Which Local Details to Copy: Specify if you want to duplicate certain local details such as venue information, contacts, or other local arrangements. You can select all, some, or none of these details based on what s relevant for the new show.

  • Decide Whether to Copy the Deal: If there s a deal associated with the original show (such as financial terms or specific agreements), you can choose to duplicate it here as well. Select this option if the terms of the deal should carry over to the new booking.

 

After making your selections, click OK to complete the copy process. The system will create the new show with all your specified details, saving you time from manually entering information again.

Booking Update 11 2024

We re looking for ways to make your booking experience more seamless, efficient, and user-friendly.

Check out our updates for the Booking Module in November 2024!

In this release, you ll find tools to help you manage bookings faster, like the option to copy or clone bookings and a refined Booking Request Form, now officially out of beta.
We ve also made updates to ensure your booking details display more accurately across different views, with easier navigation and enhanced search options for your lists.

Here s a closer look at what s new and improved in the Booking Module.

 

New Features:

  • Copy/Clone Bookings: Easily copy a booking to quickly create similar ones without starting from scratch. How to copy a booking

  • Timestamps in Checklist: Track when checklist items were completed, adding clarity to the workflow.

Improvements:

  • Task Management in Settings: Enable or disable booking tasks for specific users directly from Settings.
  • Task List Enhancements: Update a task s status right from the Booking Task List, making task management easier.
  • Promoter Search in Booking List: Now, search by promoter name to quickly find related bookings.
  • Accounting Navigation: When closing an invoice overlay, you ll stay at your current position in the list and keep any applied filters.
  • Default Questionnaire Language: The questionnaire language is now set to match the default browser language.
  • Instant Local Details Display: Newly added Local Details will appear immediately, without needing to refresh the show.

Bugfixes:

  • New Invoice Layout Dropdown: Fixed the dropdown jump issue when adding a new invoice layout.
  • Booking Header Hyperlink: Clicking a hyperlink in the booking header now copies info to your clipboard instead of opening the link.
  • iCal Creation: Minor adjustments for smoother iCal creation for artists.
  • Accounting Status Dropdown: Language issues in the status dropdown are resolved.
  • Local Details Auto-fill: Fixed the issue with Zip, City, and Country not autofilling.
  • Questionnaire Duration Display: The duration field in the questionnaire is now always visible.
  • Travel Load Issue: Now, only the intended travel data loads instead of all entries.

 

Option to display only confirmed local details in the Artist App / iCal

To display only confirmed/locked local details in the Artist App or iCal, instead of all local details, go to:

Settings -> Booking -> Local Detail Settings

and check the box labeled “Only Display locked local details in Artist App and iCal.”

 

 

  • If the option is checked, only the locked local details will be displayed in the Artist App / Ical.
  • If you do not choose the option, all informations no matter if locked or not will be displayed.

Venue – Update related contacts using bookings

In details, you have the option to manage the relationships between venues and contacts.

You can either manually add contacts related to a venue or automate the process by using the Update Related Contacts Using Bookings feature.

Adding Related Contacts Manually

1. Go to the Venue / Overview page.
2. In the Related Contacts section, click the + Add Contact Relation button.
3. Search for and select the contact you want to associate with the venue.

This option is useful when you want to link specific contacts to a venue without reviewing all existing bookings.

Automating Contact Updates with Bookings

If you prefer to automatically update contacts based on past bookings, you can use the Update Related Contacts Using Bookings button. This feature allows details to analyze all your previous bookings and pull relevant contact information, saving you time and ensuring that contact associations are up-to-date.

1. Go to the Venue / Overview page.
1. In the Related Contacts section, click the Update Related Contacts Using Bookings button.
2. A Modal window will appear, allowing you to choose between two options:
” This Venue: Updates contacts based on bookings associated with the selected venue only.
” All Venues: Updates contacts across all venues, based on bookings with any of those venues.
3. After making your selection, details will process the bookings and add all associated contacts to the Related Contacts section for the selected venue(s).

The contacts that can be pulled from bookings include:
” Promoters
” Contacts linked to the booking (such as agents or partners involved in the event).

This feature is particularly helpful for large databases with numerous contacts and bookings, ensuring that all relationships are accurately represented without manual entry.

 

Setting Exclusivity for an Artist

The exclusivity feature allows you to set conditions around an artist s bookings to help ensure compliance with any contractual exclusivity clauses.

Why Use the Exclusivity Feature?

Exclusivity settings help manage and monitor shows with exclusivity clauses, ensuring that the artist doesn t perform in nearby venues within a set period before and after a specific show. This feature is especially useful for avoiding conflicting events that might violate an artist s agreement with a promoter or venue.

Here s a step-by-step guide to setting and managing exclusivity for an artist.

1. Open the detailsGPT BETA Chatbot
” In the bottom left corner of your screen, you ll see the detailsGPT chatbot. It will help you set exclusivity parameters with simple, conversational commands.

NOTE : The detailsGPT chatbot is a new feature currently in BETA. It s designed to allow users to prompt a variety of requests within the application. Feel free to experiment with detailsGPT, and we welcome any feedback!

2. Input the Exclusivity Command
” Type in the desired exclusivity details, such as the time period (+- showdate) and radius around the venue.
For example, type:

Set exclusivity for Anakin Skywalker for +-2 weeks, radius 50km.

 

3. Understanding the Settings

  • Timeframe: The exclusivity period begins a specified number of days or weeks before the show date and extends for the same amount after the show date.

  • Radius: The exclusivity radius restricts the artist from performing at other venues within a set distance (in km or miles) of the selected venue.

    In the example, it will set the exclusivity around Lehmann Club in Stuttgart from 17.11.24 to 15.12.24 with a radius of 50km.

4. Automatic Display of Conflicting Events
Once the exclusivity is set, any existing or future events that fall within the specified timeframe and radius will display a red exclusivity icon. This icon indicates a potential conflict, helping you manage bookings with clear visibility into exclusivity restrictions.

The icon is displayed both in the Artist section of a Show or in the Event creation wizard.


exclusivity icon in a show:

 

exclusivity icon in the Event Creation Wizard:

 

” Adjusting Parameters: You can always return to detailsGPT to modify exclusivity settings if conditions change, such as expanding or narrowing the timeframe or radius.

 

Statement Payments

 

This feature is designed to streamline payment tracking and management for royalty statements.

Up until now, details focused on calculating royalty statements with amounts either due for payment or carried forward as closing balances for any given royalty account and period.

As a general enhancement and in preparation for future integrations with external payment systems we have now added a feature to record specific payment information on royalty statements.


The new Statement Payments function allows you to record payment dates, amounts, and other details, making it easier to track if and when statements have been paid (or not).

To add payment information, look for Edit icons next to statements in the Statements List or within the Royalty Account.

Steps to Set a Statement Payment

1. Locate the Statement:

In the ROYALTY section, go to the Statements List or Royalty Account to view statements.

2. Click the Edit Icon:

If available, click the Edit icon next to the statement to open the payment entry form. To understand when the icon is available or not, read the section below titled When Can Payment Info Be Added?

 

3. Enter Payment Details:

In the form, you can add:
” Payment Date: The date the payment was made.
” Payment Amount: The amount paid.
” Payment Method: Choose from available methods (e.g., bank transfer, credit card).
” Payment Reference: Any reference or transaction ID for the payment.
” Notes: Additional comments.

Special Fields available on demand:
” Display Currency: Optional different currency to display statement / in which the payment is made
” Exchange Rate: Exchange rate if payment was made in a different currency.

4. Save Changes:

Click OK to save the payment information.

 

When Can Payment Info Be Added?

You can add payment info directly to a royalty statements as long as the relatd statement layout is NOT set to create credit notes.

To check or adjust this setting, go to SETTINGS / LAYOUTS. A statement layout is set to create credit notes if the Format field contains a numbering series (and is not set to manual ). In this case, credit notes can be created automatically in a batch or added manually.

If credit notes are generated for royalty statements, you ll need to handle payments within those credit notes instead. The process for credit notes hasn t changed!
You can mark them as paid in the Payments section of the credit note, accessible in ACCOUNTING / COSTS or by clicking on the credit note number.

 

Automatic Payments

As we continue to develop the system, our goal is to integrate with external payment systems so that payment data can automatically sync, reducing the need for manual entry.

 

For further assistance, please contact label_team@details.eu.