Configure flights in iCalendar feeds

We have improved the iCal feeds and you can now control if you want flights to be included in the iCal feed or not. 

Restricting autocomplete in show

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.

Improving company overview

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.

Production list export

We have implemented an Excel export in the production overview.

You can configure the Excel export templates from the template settings.

Timetable in iCalendar feed

With a new set of merge fields, you can add the timetable information to an iCalendar feed.

In an iCalendar template, this looks like:

Week number in the month view

The week number is now being displayed in the month view.

Opening PDF files on Android devices

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.

New bookkeeping fields for templates

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.

Hide free fields from mobile app update

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'.

Personal message templates

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.

Including external events in availability check

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.

Bookkeeping filter when linking shows

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.

System-wide files

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. 

Consent to process data in booking request forms

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.

Airports

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.

Country list changes

In order to improve our compatibility with the ISO 3166-1 alpha-2 list, we did some housekeeping in our country list:

• Bonaire, Sint Eustatius and Saba added.
• Curacao added.
• Netherlands Antilles is dissolved; records that used this are re-linked.
• South Sudan added.
• Palestina added.
• Åland Islands added.

Tasks & notes

We rebuilt the tasks & notes with modern technology. This should address the compatibility issues that some users experienced.

New currencies

The Hungarian Forint (HUF) and Bulgarian Lev (BGN) have been added.

Embed shows on your site

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.

Improved address formatting in documents

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. 

Advancing invitation process

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.

Company in bookkeeping

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.

Improved labels for documents

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.

Internal code for shows

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:

Search by keyword

You can use the keyword filter and search through the list of shows by internal code.

Display in show list

The internal code is displayed below the show event name.

Display in show preview

The internal code is added to the show preview. This preview is used in different places, like the dashboard and month view.

Merge fields for currency conversion

We added merge fields to support agencies that work with multiple currencies.

These merge fields are available both in Word templates and Excel reports:

Change your own name

Users can now change their own name. This is another step on our roadmap to give more power to users.

Relocation of some pages

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.

Files in train section

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.

Label change in invoices

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".

Rebuilding products

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!

Hide artist from filters

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. 

Filter by artist profile type

A new filter is added to the artist list, so you can filter by:

• All artists / no filter
• Only active artists (which is the default option)
• Only artists that are hidden from filters

Sign in with Apple on mobile

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.

Hide header in embedded shows

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.

Your subscription

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. 

Polish zloty

Witajcie przyjaciele! We've added the zloty (PLN) as an available currency.

Added performance time to the timetable

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.

Filter users by free field profile

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. 

Browser check

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.  

My selection workflow

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:

• In some sections, only the items visible in your screen would be affected, so it would be dependant on your filter.
• In other sections, all the items in your selection would be affected, even if they were outside of your selection.

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.

Payment modal update

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 to specific artists can now also view documents without linked shows

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.

Toggle Xml event feeds

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.

Show copy improvement

We made the copy shows view a little bit more useful. It now allows you to choose what products can be copied.

Free field permission profiles

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.

Deactivate accounts

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.

Timetable UX

We've improved the UI for adding/changing elements in the timetable. Inputting data should now be easier and faster.

Transfer ownership

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.

Language column added to contact list

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.

Batch change improvement

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.

Merged developer account

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.

Improved linked contacts panel

We have made several improvements to the linked contacts panel in the company detail view:

• A flag that indicates the language of the contact has been added.
• Inactive contacts are moved to the end of the list
• Inactive contacts are greyed out, so it's immediately clear they are inactive.

See who created a task

By popular demand: You can now see which user has created a task. This information was previously not easily accessible.

Template settings relocated

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

Tags can be created in system settings and assigned to companies, contacts and shows. We made some improvements:

• Assigned tags are now also shown in overviews
• Tags have colors

Link shows to document

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.

Increased length for bookkeeping name

Register bookkeeping names with up to 100 characters instead of the previous 50 characters.

Planes, Trains and Automobiles

We've reworked design & code for flights, trains and ground transport.

Adding Turkish language option for contacts

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.

Fixing download file issue

Having a percentage (%) character in the file name was causing a problem while downloading files in some cases. We took care of this.

Display multiple-day events

The calendar that you can embed on the website of your agency/artist now supports displaying multi-day-events.

Period filter fix

The "per day" period filter option for contracts, invoices and other documents wasn't working as expected in some cases, so we fixed this.

VAT number checker

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" :(

Improving user-friendliness

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:

New payment method: "Write-off"

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.

New payment columns in invoice export

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.

Adding show details to guestlist filename

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.

Improving emails export

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.

Timetable in email templates

When you send out an email from the show, you can include the timetable in the email template.

This is the timetable:

Mandatory field indication in booking request form

We fixed an issue in the booking request form. For some fields, the little red star that indicates mandatory input was missing.

Fold/unfold sections in Excel export configuration

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.

New Excel export columns

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.

Introducing product types

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.

Shows count in production list

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.

Timetable in document templates

Include the timetable in Word tempaltes that you use in the show section.

Adding show info to guestlist download

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.

Octopus invoice export mask

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.

Timetable on mobile

Artists can now access the timetable from their mobile app, which is released for iPhone & Android.

Timetable feature

You can now maintain a minute-to-minute planning of the show, with this new timetable feature.

Embed shows on your website

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.

Tickets in mobile app

Information about tickets that is registered in the show details is now visible in the mobile app.

Norwegian counties changed

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.

Xero invoice export mask

Built an export mask for clients that use accounting software Xero. They can periodically export invoices from System One and import them into Xero.

Update your branding

In the new branding page, system administrators can upload their company logos and company name.

Display IATA for linked flights

By displaying the IATA airport codes for linked flights, the itinerary section in the show details is little more user friendly. :)

Autocomplete power-up

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.

Filter by "Current week"

In addition to the existing period filters, we've introduced a current week filter option, so you can filter shows by current week.

Download files in flights on mobile

You can now download files that are uploaded with flights (like boarding passes) in the mobile app.

Adding Turkish Lira

The Turkish Lira (TRY) has been added to our list of currencies and we daily retrieve it's exchange rates.

Guest list on mobile

With this new mobile release for iPhone & Android, you can now configure the guestlist and have your artists add guests to it.

Google address mapping

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.

Availability check

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.

Removing gender question from booking request forms

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.

Reworked file name logic for Safari users

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.

Manage a guestlist

You can now create and share guest lists using System One. In the show detail page you can find the "Activate guestlist" feature.