We're modernizing System One, one feature at a time. This time we have addressed the status maintenance for companies, contact, productions. shows, contracts, quotes and invoices. Visually these pages didn't change much, but they are completely rebuilt, using the latest technology.
We're modernizing System One, one feature at a time. This time we have addressed the tag maintenance for companies, contacts and shows. Visually these pages didn't change much, but they are completely rebuilt, using the latest technology.
We've added a quirky little option; you can throw the dice and have a random color selected for you.
You can set tasks to remind yourself or your team members of things that should be done before (or after) a show. Previously, you could only set a precise date as a deadline.
You can now also set the deadline of a task a certain number of days or weeks before or after the show date.
When a show is rescheduled, the dates of the deadline automatically adjust with the show date.
You can assign a ledger number in products. This number can be used when exporting data to accounting systems.
We have increased the input length from 6 to 8 characters.
We've completely rebuilt the page where you can find an overview of shows using a new, more modern technology. We did this because it will make implementing new features easier.
While we worked on this page we made some improvements along the way:
We broke up the filter for "companies" into separate filters. Next to being more intuitive, it also allows you to make cross combinations, like a selection of all shows done by an artist at a certain venue.
Instead of filtering by one bookkeeping at the time, you can now filter shows by multiple bookkeepings at once.
We improved the filter by owner and you can now filter on multiple owners at once.
You can export data using configurable Excel templates. In these templates you can define which clumns you want in the export.
We've made two updates related to this technology:
Exclude empty rows
We improved the exporting process. When a row has no information in any of the columns, the row is excluded from the export.
New feature: Unique rows
In the Excel template configuration, you can turn on "Unique rows". When you export, duplicate rows will be removed.
We've turned on "unique rows" for all existing templates in the company- and contact sections. It's wise to verify your Excel templates to determin if this is the best option in your case.
Throughout the application, you can select a show to see a preview in a tooltip.
We have completely rebuilt the tooltip and improved the design.
We have implemented a new drop down element with infinite scrolling. This way all records are being displayed when making a search with many results.
This new element is implemented on the venue search and will implemented in other relevant places soon.
We have improved the "From storage" feature. Now you can add files from other document sections that are related to the show.
This is relevant:
For instance: when you add files from storage in an eSign document, you can now also find and add the PDF invoice and send it along in one go.
We have added a feature for automated reminders for eSign documents. You can configure the number of reminders and reminder date per document. This new feature will reduce the time needed to chase unsigned documents.
eSigning is a new feature that is currently being tested in a closed beta program.
We've added new merge fields for exclusivity, so you can include this information in your contracts.
We've added Israeli Shekel (ILS) as a currency.
When you send an eSign document to a promoter, they receive a unique link by mail. The promoter can access this link and place a signature, without needing to create a System One account.
Optionally, the promoter can create a System One account and store / secure the document.
When a person is logged off, they will see the System One login screen when trying to access an eSign document that is stored/secured with a user account.
We improved this screen with a warning message, so it's immediately clear in which user account the eSign document is stored.
We changed the text from "Sign in to view this eSign document" > "This eSign document is stored in the user account of …. Please sign in".
eSigning is a great new feature and it's currently being tested in a closed beta program.
System One has integrated tools to help people with EU bookkeepings understand if they should charge VAT or not.
Brexit has changed and complicated these business rules quite a bit. For instance, Northern Irish companies can have both a UK VAT and a EU VAT number. This number can be used for trading goods.
However, EU VAT rules on services no longer apply to Northern Ireland. Since the majority of the transactions from System One concern services, we've decided to remove Northern Ireland as a VIES country.
This has the consequence that VAT numbers for Northern Irish companies:
We've added mergefields for the VAT / sales tax part for shows, contracts and invoices.
With this new feature, you can export the VAT / sales tax part of shows and documents to Excel.
You can now duplicate a flight, using the new button in the options menu.
You can configure bank accounts in system settings, which is information can be used in invoice templates. We have made a few improvements to this feature.
Please contact support when you have suggestions to improve current templates or add templates for bank accounts in other countries.
We've implemented a new way to sort the list of shows; by the date they have been first created.
You can export incoming payments to Excel.
We've added a column with products from the invoice to which a payment is related.
As an agent, you can set tags for a show. Up until now, tags weren't visible to external users.
As a new feature, we've introduced the "read tags" setting in permissions for external users.
With this feature, you can control if you want to share this tag info with your artists or not.
Product types can be used to group sales & costs in reporting. For instance, you can have an export with separate columns for "Artist fee", "Booking fee" etc.
We've added
We've changed
We'd love to hear from you, in case you have any suggestions for other product types.
We've made the excel export for shows a little bit better.
We’ve built a new form element for selecting a user. You will encounter it, for instance when you change the owner of a show. The interface allows you to search by name and to filter between active and deactivated users.
Our aim was to improve the experience for clients that have many (deactivated) users.
Over time, we will implement the element in more places where a user can be selected.
We've added the names of contacts that are attending shows, flights, trains etc. to the list of appointments.
This feature has been published for iPhone and will be available for Android soon.
We've added THB as a currency to the list of available currencies.
When copying a show, you can now change the bookkeeping for the new show(s).
You can create a credit for an existing invoice and automatically balance the outstanding amount.
A "balance to credit"-payment is then added to the invoice and a "balance to invoice"-payment is added to the credit.
Previously, these two payments both had the method type "internal".
It could help users when the method would be more descriptive, so we introduced two new payment methods:
You can see this in action in the list of payments:
We retrospectively changed the payment data. The method "Internal" was changed to one of the two new methods in an automated process. We used the amount and the description of the payment to determine if we should change the method. However, this process is not 100% flawless. If you heavily rely on a correct payment method, we recommend you to verify your data.
We did a lot of code-cleaning and little visual improvements in the exclusivity check.
You can now also open the map when there are no exclusivity conflicts. This is useful to see the actual radius that you've set.
We implemented new security measures to detect unusual activity in an account.
When you create a show or issue an invoice or contract, you will see a warning when:
We did some work on the design warning screen, to give more emphasis on important information.
The artist picker is a form element when you modify shows and travel items.
We have thoroughly improved the artist picker and implemented some additional features along the way.
When you use the artist picker, a list with available artists will open. Artists that you have recently worked with, will be displayed on top.
When have access to 5 artists or less, you won't see the dropdown/search input. Instead, you will see all the artists at once in a list. This makes it easier / quicker to choose an artist.
Searching in a (big) list with artists was already relatively fast, but now it really happens instantaneous.
We improved the mobile app (iOS and Android) for artists and crew who are touring and don’t have a reliable network connection or no connection at all.
Files that have been previously been downloaded can be accessed later, even when no network is available. This allows artists and crew to access the right documents when boarding a plane or when they are on a festival.
Note for iOS users
You need to have the "Files" app from Apple installed on your iPhone to access previously downloaded files.
Browse > On My iPhone > System One folder.
One or multiple contracts and invoices can be linked to a show. This information is visible from the show list overview.
With this update, you can now export the progress of contracts and invoices to Excel.
The new columns are available in the Excel export template.
We reorganized the naming of some mergefields related to linked documents.
We migrated all Excel and email templates to use changed references. However, Word templates that use these fields should be updated.
There is a new "Tags" column available in the Excel export. With this, you can export tags for companies, contacts or shows to Excel.
We implemented a new method to delete companies & contacts from your address book. From now on, it's no longer required to move all linked references (such as tasks & notes) to another company or contact, before deleting the record.
The record itself stays accessible in System One, when it used in shows or in documents.
We have improved the iCal feeds and you can now control if you want flights to be included in the iCal feed or not.
Every company can be assigned with one of the profiles: artist, venue or promoter.
Previously, you could choose any companies as a venue or promoter in a show. This led to confusion.
We have changed this, so only companies within the profile venue / promoter can be selected.
Every company can be marked as an artist, a venue or a promoter.
We've added labels to the list of companies that indicates if the company is an artist, venue or promoter.
We have implemented an Excel export in the production overview.
You can configure the Excel export templates from the template settings.
With a new set of merge fields, you can add the timetable information to an iCalendar feed.
In an iCalendar template, this looks like:
The week number is now being displayed in the month view.
There was an issue where some users were not able to open PDF files on their Android devices. We have released a new version of the Android app to fix this.
There are new mergefields available in templates. These new fields can be used to display information from a bookkeeping.
This can be particularly useful when there are multiple bookkeepings configured, representing different legal entities. For example when you have multiple agency brands or when you invoice on behalf of your artists.
By using these merge fields, you can now build one invoice template that you can use in all your different bookkeepings. This can greatly reduce the number of invoice templates that need to be maintained.
You can hide free fields from the mobile app. It is a setting you can find in the free field configuration section.
You will see a purple label in the free field overview for the fields that are marked as 'Hidden from mobile app'.
Important note
Previously this feature was labeled as 'Visible in itinerary'. For an unknown period, free fields were still displayed in the mobile app for some users, even if 'Visible in itinerary' was turned off.
We have fixed this issue in this update, but we do recommend that you verify your free field settings to ensure that all fields are configured as intended.
You can invite people to provide show details in advancing.
The invitee receives an email from System One with a personal message that you wrote. This message can (for instance) explain your workflow.
Because it can be tedious to re-write such message again-and-again, we've introduced a new tool in the template settings.
In the personal message templates, you can maintain templates that you can use in different situations and have multiple translations.
The templates are available when you invite someone.
The planning section includes an availability check. With this feature, you can generate a list with artists that don't have any scheduled shows on selected dates. You can use this list to quickly make an offer with artists that are available for a booking.
We have improved the availability check and you can now also take external events into account. External events can include for example private engagements of the artists or bookings made by partner agencies.
We've added a bookkeeping filter in the "link shows" panel. This makes it easier to find the shows you want to link to your invoices, contracts and other documents.
We have added a feature to manage system-wide files. System-wide files can be uploaded in the System Settings and will be available to include as an email attachment in each show, contract or invoice.
The system-wide files are also available in the eSign feature.
There is now the option to activate a panel in your booking request forms where a promoter or buyer needs to consent to their data being processed.
You can enable this feature for each individual booking request form that you manage.
System One has a list of airports that is used to register flights to the system fast. This list is periodically synchronized and updated from an external partner.
We have improved the quality of our dataset and added over 10.000 smaller airports worldwide.
In order to improve our compatibility with the ISO 3166-1 alpha-2 list, we did some housekeeping in our country list:
We rebuilt the tasks & notes with modern technology. This should address the compatibility issues that some users experienced.
The Hungarian Forint (HUF) and Bulgarian Lev (BGN) have been added.
There are new options in the "Embed shows on your site" configuration wizard.
Selection of productions
Agencies that activated their "production"-section can configure a calendar that only displays shows within a specific production.
Include cancelled shows
Cancelled shows can now be included in the calendar. They will display a red "Cancelled" label.
Many countries use a different formatting for their addresses.
For example, the formatting of a German address is:
COMPANY NAME
STREET ADDRESS
POSTAL CODE CITY
(COUNTRY)
an address in the UK is formatted as:
COMPANY NAME
STREET NAME
CITY
POSTAL CODE
(COUNTRY)
We have one merge field (<<RelFullAddress>>) available for the address that you can use in your documents. This field takes the formatting of the country's specific requirements into account, so that addresses in various countries are always displayed correctly.
We have recently made further improvements to this field where the country name is omited when you sent a document within the same country as set in the bookkeeping.
When an agent invites someone for an advancing session, an invitation email is sent out. This invitation contains a link to a landing page on System One, where the invitee can start the advancing proces and complete logistics and production details.
We have rebuilt the invitation and landing page, so it works more reliable and looks better.
In preparation to upcoming features, we have updated the bookkeeping section.
Every bookkeeping links to a company from the address book. This company represents the business that "owns" the bookkeeping.
When your System One account was configured before February 2022, you should read this article.
We're have improved the labels that you will find with your documents. The status of quotes, contracts and invoices is now more clearly indicated with a color.
Bigger agencies often have a number that identifies a show. This generally comes from an external ERP system and plays an important role in the internal communication.
When you edit a show, there is a form element to provide this information.In order to improve usabilty, we made the following changes:
You can use the keyword filter and search through the list of shows by internal code.
The internal code is displayed below the show event name.
The internal code is added to the show preview. This preview is used in different places, like the dashboard and month view.
We added merge fields to support agencies that work with multiple currencies.
Example: an agency is located in Brazil. The base currency of their bookkeeping is set to BRL. Some of their shows are settled in USD. The agency can specify an exchange rate for those shows with a USD > BRL currency conversion.
Since this update the agency can export reports to Excel including a column with the show totals in different currencies calculated back to the base currency (in BRL).
These merge fields are available both in Word templates and Excel reports:
| BaseCurrency: | Base currency registered in the bookkeeping |
| TotalSalesExTaxBase: | Sales total ex. of show/document, converted to the currency of the bookkeeping. |
| TotalSalesInTaxBase: |
Sales total inc. of show/document, converted to the currency of the bookkeeping. |
Users can now change their own name. This is another step on our roadmap to give more power to users.
We changed the URL for several sections in the application. This was necessary to standardize and simplify URL routing.
When you see the message below, you've hit an old page and you probably need to update your bookmarks.
We've made an improvement to the train section allowing users to upload tickets and receipts directly to the relevant train journeys.
Artists and crew can access these tickets directly through the mobile app on their phones, giving them instant access to their relevant travel documents.
We got rid of some inconsistencies in labels for invoices.
Previously invoices were labeled as "unpaid / paid", which was technically incorrect; Invoices can also be settled without a payment, for instance, when they're internally credited.
The labels are now "settled" or "outstanding".
We've rebuilt the products panel and dialog screen using a modern framework, which is part of an ongoing effort to further improve the quality of System One.
There aren't many noticable differences, but this update is a mandatory step in preparation of the online signing feature that we will be rolling out in the next months. Stay tuned!
There is a new setting and a UI improvement in the company page. The artist profile has an extra option "Hidden from filters".When an artist is "hidden from filters", it won't show up in the various selection tools in the planning section, which is useful in case you are no longer representing certain artists and you want to tidy up the list with selectable artists.
A new filter is added to the artist list, so you can filter by:
One of our most used tools is of course the mobile app, giving artists and crew an up-to-date itinerary whenever they are on tour.
Using the mobile app should be as convenient as possible. One of the features that we offer is social login from Facebook and Google.
Apple recently enforced a new requirement for placement in their App store: When you use social logins from third parties, you should also offer "Sign in with Apple". So we built this and included this login option for all relevant devices.
We've added another configuration feature to the embedded shows wizard that syncs all the accounced events to your website.
You can now hide the Upcoming shows header that is displayed above the list of events.
Information about your System One subscription is now directly available in your account.
On the system settings page you can find a summary about your current subscription.
The details page of the subscription gives you more information on your upcoming subscription and the number of active users in your current subscription.
Witajcie przyjaciele! We've added the zloty (PLN) as an available currency.
Previously the performance time could only be registered with the date of the event and not in the timetable section of a show.
We have improved this and you can now add the peformance time directly to the timetable, allowing you to create a complete day sheet with all the important jobs of that day in one place.
Timetables can be easily shared with for your artists and crew in itineraries and through the mobile app.
We've added the concept of "free field permission profiles" as part of our July 2021 release. In these profiles you assign free field permissions to a group of users at once.
In the list view for internal & external users, a filter for free field profiles has been added. It allows you to list all the users that have been assigned to a specific free field profile.
This feature is especially useful for agencies with many users.
We try to keep System One backwards compatible for as many users as possible. However, older browsers can pose technical and/or security issues. Therefore we cannot support older browsers forever and it is good practise for users to keep their browser up to date.
Instead of waiting for users to run into potential, browser-related issues, we are now actively warning them that their browser is out of date and should be updated.
As part of our July 2021 release, we have changed how the "my selection" feature works.
We made these changes because some of the "My selection" actions (such as "Change status" or "Replace tags") behaved inconsistently throughout different sections:
Now, every action modifies all the items that are in your selection.
To make it clear which items are exactly in your selection, we have added an indication of the total number of items in your selection, 50 in this case:
Click on "Display my selection" to activate the available actions.
You can see the "Display my selection" filter activated in the selectiontool.
The payment modal in the invoice view has completely been rebuilt.
This is done as part of a step-by-step modernisation of the application. Another reason was that some users were experiencing problems using the calendar for setting the "Received on" date.
Internal users with access restricted to specific artists could previously only view documents (like contracts and invoices) that were linked to shows of their artists.
They could not access the documents that had no linked shows. This is problematic in situations where you want to issue an invoice unrelated to a show.
We have solved this, by giving access to the documents without linked shows.
This is the predecessor of the "Embed shows on your website" feature. The feed (API) can be used to retrieve calendar information to display on your website.
To help you de-clutter your interface, you can now switch off the feature through system settings.
IMPORTANT: We will completely remove the outdated "Xml event feed"-feature on July 2022. Make sure you switch to the "embed shows on your website" technology.
We made the copy shows view a little bit more useful. It now allows you to choose what products can be copied.
This feature will make the life of system admins better.
Previously you would set the access levels for each individual user. This gets boring quickly when you have lots of users.
We have replaced this with permission profiles. A profiles is created to represent a group of users that all have the same level of access to free fields.
You can create different profiles to define groups of users.
Previously, the only way to get rid of a user account, was to permanently delete the account.
We changed this workfow. Instead of deleting, you deactivate a user account. The account will still be present in the system and can be reactivated at any moment. You can still use deactivated users in reports and selections, to see for instance which bookings a previous employee did in the past.
This affects your billing: You will not be charged for any internal users that are deactivated on your next subscription renewal.
We've improved the UI for adding/changing elements in the timetable. Inputting data should now be easier and faster.
With this new admin tool you can transfer ownership of data between internal users.
This can be particularly useful when an employee leaves the company.
You can keep track of the preferred language you use to communicate with your contact.
In the list of contacts we've added a flag to display this language.
As an internal user, you can select companies, contacts, shows, contracts, invoices etc.
You can make changes to the selection. For instance, change the status for many items at once.
In the past it could be a bit unclear how many items you were actually going to change, so we introduced this red warning that gives more visibility.
We have merged the developer accounts with the regular external user accounts, so there are now only 2 types of accounts within System One; internal users and external users.
In the permissions panel for external users you can now give your web developer specific permissions to implement a booking request form or to embed confirmed shows on your website.
We have made several improvements to the linked contacts panel in the company detail view:
By popular demand: You can now see which user has created a task. This information was previously not easily accessible.
We've reworked the design for the template settings menu.
The new template settings can be accessed directly from the avatar menu.
In the new design we are now showing relevant support articles.
Tags can be created in system settings and assigned to companies, contacts and shows. We made some improvements:
You can link multiple shows to an invoice or a contract. We've replaced the old screens with a user-friendly panel that helps you to work efficiently.
Register bookkeeping names with up to 100 characters instead of the previous 50 characters.
We've reworked design & code for flights, trains and ground transport.
Türk arkadaslarimiza merhaba! We've added Turkish as a language option for contacts and in the language dropdown for templates, so the week- and month-names are automatically translated in templates.
Having a percentage (%) character in the file name was causing a problem while downloading files in some cases. We took care of this.
The calendar that you can embed on the website of your agency/artist now supports displaying multi-day-events.
The "per day" period filter option for contracts, invoices and other documents wasn't working as expected in some cases, so we fixed this.
The VAT numbers that are stored in System One are automatically checked every 60 days against the VIES database to determine if they are still valid.
We have solved an issue that caused this process to fail. It might take up to the 14th of june before the backlog of unchecked VAT numbers has been processed.
Also, we have sorted out the VAT status for England, Schotland and Wales, being "Outside EU" :(
During product presentations and user trainings, we sometimes notice that concepts we though were simple don't "click" immediately with our users. Such pain points become topic of discussion for the System One team.
Sometimes a small change can make a big difference. In this round we renamed a number of labels, for instance the "Export" panel now reads:
In addition to the existing payment methods, you can now book a write-off. This way you can close invoices that have outstanding payments that you don't expect to receive anymore.
There are new columns available to add to the Excel invoice list export. You can now export detailed information about the payments that have been made with invoices.
You can download an Excel sheet with the names of guests. Instead of downloading a file called "guestlist.xlsx", we added basic details about the show in the file name, like the artist, performance date, venue name & city, export date & time.
This export feature can be found in the company- and contact sections.
With the email export, you can download (a selection of) your addressbook to import in a tool like MailChimp.
We improved the email export with additional columns that have first name, last name and company name.
Very useful when you want to send a personalized mailing.
When you send out an email from the show, you can include the timetable in the email template.
This is the timetable:
We fixed an issue in the booking request form. For some fields, the little red star that indicates mandatory input was missing.
When you choose columns to add to your Excel Export template, the number of available columns can be overwhelming.
Because of this, we have added the feature to fold/unfold whole sections.
Leveraging the power of the newly introduced product types, you can make better reports. Add artist fee, booking fee, travel etc. columns to your custom Excel report.
Every product line now has a product type that can be used to group the data in reports. For instance; download an excel sheet for all shows in a certain period with separate columns for artist fee, booking fee and travel costs.
Agencies that use the production module are up for a treat. They can see how many shows are booked per production, directly from the list view.
Include the timetable in Word tempaltes that you use in the show section.
You can download an Excel sheet with guests' names from the guestlist. We added basic details about the show, so the promotor can easily print the document and use it at the door.
Built an export mask for users of this bookkeeping software from Belgium. They can periodically export invoices from System One and import them into Octopus.
Artists can now access the timetable from their mobile app, which is released for iPhone & Android.
You can now maintain a minute-to-minute planning of the show, with this new timetable feature.
There is a new and improved way to display a calendar with public shows on your website. With a wizard you can easily configure a calendar to match the styling of your site and display public shows instantly on your agency and artist websites.
Information about tickets that is registered in the show details is now visible in the mobile app.
In an administrative reorganisation, Norway's 19 counties have become 11. We have updated existing addresses for all clients and changed the states in the interface in line with these changes.
Built an export mask for clients that use accounting software Xero. They can periodically export invoices from System One and import them into Xero.
In the new branding page, system administrators can upload their company logos and company name.
By displaying the IATA airport codes for linked flights, the itinerary section in the show details is little more user friendly. :)
We've improved the autocomplete function by implementing a new search engine. When you're looking for a specific company, you don't need to exactly match the name.
In addition to the existing period filters, we've introduced a current week filter option, so you can filter shows by current week.
You can now download files that are uploaded with flights (like boarding passes) in the mobile app.
The Turkish Lira (TRY) has been added to our list of currencies and we daily retrieve it's exchange rates.
With this new mobile release for iPhone & Android, you can now configure the guestlist and have your artists add guests to it.
It was already possible to complete addresses with Google Places. However, Google data differs per country and is isn't always compatible with the way System One organized states/counties/provinces.
Because of this, addresses for countries like Brazil weren't filled out correctly.
We've built technology that maps every address correctly, so you will have a better experience.
Artists' schedules change fast, and often. Between tours, shows, vacations and other commitments, it can be hard to get an instant overview on which artists are available to perform, but keeping track of their availability is crucial for booking more gigs. Our Artist Availability checker solves this problem for agents.
We removed the input element that asks a person to fill out man/woman/unspecified. It's not so important and there is a rainbow of other options anyway.
Safari users that choose the "Save as" option from the context menu for documents, now get a correct filename for the file they're saving.
You can now create and share guest lists using System One. In the show detail page you can find the "Activate guestlist" feature.