How to start with SystemOne

Once you’ve chosen to use an artist booking platform to manage your gigs, what’s next? How do you successfully implement a platform like SystemOne in your agency, and how do you involve your team members and artists?

These are some of the questions we get almost daily.

So, we wanted to create a guide to bridge the needs of booking agencies with our software. If you’ve started a trial or have just begun a paid subscription of SystemOne, we’ll take you through the steps to implement it successfully.

Overall, we want new SystemOne users to come with an open mind and embrace new workflows. Learn more about how & why we started SystemOne.

Our system is designed to meet the needs of booking agents, and we encourage you to explore and adapt to our platform. With that said, SystemOne is also one of the most customizable artist booking agency platforms you can tailor to your operations.

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Delegate ownership

When onboarding new users, we often see the benefit of having a dedicated person or team within the agency oversee the implementation and ongoing management of SystemOne. This person is the Admin who manages everything as the account grows.

Making one or two people the SystemOne owner within your agency will tighten up customization to ensure all other users benefit. This person is responsible for the successful implementation of SystemOne and will also be the main point of communication between your agency and our team. 

If this person leaves your agency, it’s a good idea to properly hand over the account ownership to another team member to avoid workflow interruptions.

Our tips:

• The bigger the account, the more important it is to delegate ownership.
• Sometimes it makes sense to have two account owners, especially in larger agencies.
• Ensure there’s team alignment on the agency processes before setting them up on SystemOne.

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Set clear goals or milestones

Decide what you want to accomplish first and what you want to achieve next. Setting clear goals and milestones for your SystemOne account will help your team quickly reach higher productivity.

You can start by adding contacts and shows, as well as inviting artists and crew. You can also connect your website by embedding the booking request form and widget with confirmed gigs.

Setting your milestones can be as simple as drawing up a step-by-step plan with realistic deadlines. For example:

• Day 1: Add agency contacts.
• Day 3: Create artist profiles.
• Day 5: Add shows.
• Day 7: Invite your artists and crew to the platform (check out our mobile app for more info).
• Day 9: Send out your first contract and invoice.
• Day 10: Connect your website (embed a booking request form or widget).

These milestones should not be too rigid but should serve as a guideline to help you achieve full proficiency with SystemOne. Adding this kind of structure to your onboarding will also help you keep the project manageable.

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Share knowledge

When you sign up for SystemOne, we help you set up your account and provide a team training session—we call this Get Started training. If you have a very large team, we may split the training session into multiple sessions to accommodate different teams separately, such as the agents and admin team. Afterward, we share the training videos with you so you can always go back to this valuable resource.

We offer various support options, including a Support center and an "ask a question" form. We always aim to provide timely answers that are meaningful and really get to the core of your question.

Need help using SystemOne? Ask your questions here.

Go slow

We understand that you want to dive in headfirst and get started with SystemOne as quickly as possible. Although our platform is super user-friendly and easy to deploy, we recommend mastering the basics before you start exploring more advanced features. This seems counterintuitive, but it works! 

Try to achieve a good level of proficiency at each milestone before moving on to the next one.

Learning at your own pace will ultimately save you time in the long run when you’re managing multiple team members, artist schedules, and booking requests.

Explore & adopt new features

 Once you master the basics, it’s time to explore more advanced features. We’ve linked to a few handy Support center articles below for your reference:

• Customizing your account (more on this below in the next section)
• Advancing & logistics
• Availability & exclusivity checks
• Modifying templates (contracts & invoices)
• Agency & financial reports

We also regularly update SystemOne with new features or feature improvements.

Make it your own

SystemOne is widely regarded as being the most flexible and customizable booking solution on the market. You can style your documents, build custom fields, create multilingual email templates, and more.

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You can create additional fields and tie them into templates. You can set up custom tags for dynamic filtering across your account. 

Learn more about how SystemOne helps you sell more shows.

Ditch old habits & embrace new workflows

Sometimes our customers come to SystemOne after using other software and expect the exact same features and workflows. But our platform was built differently. We encourage new SystemOne users to let go of old habits and embrace the workflows we offer.

Our backend code is as clean as our user interface. This means smoother updates that are more robust and intuitive for you.

We’ve worked closely with small and large international agencies to build a truly customer-first artist booking platform. Based on 15+ years of experience in the music industry and software development, you’ll find SystemOne will help you stay in control of your agency’s work.

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Ready to try SystemOne?

SystemOne always works—it’s never been offline, unavailable, or broken. We’ve also implemented trusted security measures to keep your valuable roster information private.

With our support team just an email away and free access to our comprehensive knowledge base, you’ll quickly become a SystemOne pro user. You can also add more agent seats to your account as your artist booking agency grows.

If you haven’t signed up for SystemOne yet, get started now or book a demo with us.