Relation management

For an efficient workflow it's essential to have quick access to relation data. System One makes it easy to find, add, edit and share this data with colleagues. Once inserted in the database, relations are available for use in the booking agenda, agreements and invoices.

Finding and selecting relations
 

A ‘Relation Selection Tool’ combines different data filters that make retrieving specific selection sets easy.

Extensive data registration
All relation details are presented in a well-organized detail view. Besides the obvious e-mail and contact information, there is plenty of room for extensive data registration.

Grouping relations
Relations can be assigned to self-defined groups such as artists, promoters, venues, record companies or hotels.

Log contact
A history of notes shows what has been discussed previously. It shows when notes were made and who made them.

Planning tasks
Relation-related tasks like follow-up calls can be assigned to users. With each task a reminder can be activated, reminding users to perform the task at the right moment.

Google maps
Google Maps functionality is available in System One. This makes it easy to see where a relation is located. An overview of multiple relations in a certain region can be made. This function is very useful to estimate routes and distances, especially when it concerns a booking abroad.

Mailing lists
Selections of data can be exported to different formats like address exports for mail merge or e-mailing- purposes. This makes System One a valuable asset to marketing departments.

The benefits

• Work together and share relation data with colleagues in one online database;
• Relation data is directly available in other sections like the booking agenda, agreements and invoices;
• Extensive registration of different data;
• A valuable asset for marketing departments.

Booking agenda management

All artist, band, and DJ bookings are entered in the agenda. Bookers work together in a shared online environment that gives them quick access to the planning.

Access data immediately
 

Using the calendar and the ‘Booking Selection Tool’, different filters can be combined to access the desired data immediately. For example, an overview with all confirmed bookings for a specific artist is made within seconds.

Status technique
Every booking has a status to distinguish between options, confirmed items, promotional gigs, travel days or blocked days. Different colors make them recognizable when they are displayed in a list view.

Quick handling and data entry
New bookings can be entered efficiently because all relation data is stored centrally. A booking is linked to the relation records of an artist, a promoter and a venue. When the booker inserts a new booking, it’s just a matter of selecting previously entered data.
By choosing from a list of pre-defined product and service items, financial data like artist fees, agent commissions and production costs are entered. Data such as hotel and travel information, time schedules and notes can be registered in customizable fields.

Communication with artists
Artists, bands and DJ’s can check their own schedules online with the use of their personal user accounts. They can download itineraries and generate various schedules. It's great news for artists to have their schedules accessible and updated all the time. System One allows artists to block private dates in their agenda through their personal user accounts. The booking agency can activate this option per artist.

Artist agenda on the web
Confirmed bookings can be published straight from System One to websites. This is a big time-saver because booking data only needs to be entered once.

The benefits

• Booking agents work together in a shared online agenda that uses an easy to understand interface;
• Accelerated workflow because booking data can be entered quickly;
• Artists have online access to their personal agendas with their personal user accounts;
• Artist agendas can be published from System One on the website of the booking agency.

Sending agreements

Handling agreements is a daily task for booking agencies. Being able to process and register agreements is therefore essential. With the use of System One, agreements can be created quickly and efficient agreement management is ensured. By creating an efficient workflow for booking agents, valuable time is saved.

Create agreements
Upon creating an agreement, all of the booking data is copied into the layout of an agreement template. This document can be opened in Microsoft Word and is ready to be printed or sent by email. Several templates can be made available, catering to all the needs of the booking agency.

Artist riders
The artist rider of the related artist or band can easily be linked to the agreement. After linking the artist rider, it becomes an integral part of the contract. This way, sending the rider won’t be overlooked.

Use existing layouts
System One doesn't force companies to use a dull standard layout. Existing layouts can be processed to be used as templates in System One.

Have we received signed agreements?
Every agreement has a unique identification number, send date, expiration date and status. The status of the agreement indicates whether it has been received or not. Alerts can be set to remind the agents when dates have expired.

The benefits

• An agreement is generated instantly from a booking. This operation is time-saving, convenient and improves accuracy;
• Excellent control on the status of agreements ensures efficient agreement management;
• Agreements have a layout in the company’s own style.

Invoicing

Sending and checking invoices is easy with the use of System One. A complete invoice is created within seconds. Data is copied automatically from the booking agenda to the invoice section and is exported to Microsoft Word.

Overview on the finances
Having an overview of the finances is crucial when it comes to managing a booking agency efficiently. Various reports can be generated and exported by using the ‘Invoice Selection Tool’. It's possible to select by customer, status and period.

Being flexible
It's possible to have different bookkeeping methods, each with their own incremental invoice numbering. This allows booking agencies to send invoices on behalf of their artists. Various export templates can be used for national and international invoices, reminders and credit notes.

Accounts receivable
Incoming payments are registered in the invoice section. A financial statement shows the invoices that are yet unpaid. Within seconds a reminder can be generated.

The benefits

• An invoice is generated instantly from a booking. This method is time-saving, convenient and improves accuracy;
• Various financial reports can be generated and exported;
• Invoices have a layout in the company’s own style;
• Easy to create reminders and the ability to effectively track accounts receivable.

International business

System One offers excellent features tailored to doing international business. Because the software is entirely web-based, only a computer and an internet connection is needed to be able to operate System One. This makes it very simple to give access to System One to foreign booking agencies and artists.

Interface in Dutch, English and German
The System One interface is available in Dutch, English and German. Each user can choose their own preferred language. This makes it simple to work with foreign artists and booking agencies.

Multi-lingual documents
Documents, including invoices, reminders and contracts, can be made and printed in a wide number of different languages. System One supports the use of the preferred language for each document, a feature that allows documents to be produced in a number of other languages aside from Dutch, English and German.

Support for several currencies
System One supports the use of several currencies. For each booking, the currency is selectable, so that bookings can be invoiced in the local currency of the promoter.

Tax percentages
The tax percentages that are used in different countries and areas can be established for each customer. Several tax systems can be combined, as for when a booking agency works with artists in several countries.