All Artists Agency speeds up booking with SystemOne

Laura Bober is a Project Manager at All Artists Agency. Her role entails all the logistics after the agents have booked the artists. While she doesn’t handle bookings directly, she works alongside her agent team and manages all the administrative tasks around bookings, such as travel, contracting, and accounting. She’s been working in the artist booking industry for over nine years, mostly focusing on live bands and touring. SystemOne helps her handle her entire workflow.

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Laura considers herself a power user of SystemOne. Her favorite features include:

• Having one place for all the artist booking information
• External user sharing
• The SystemOne mobile app
• Advancing
• The ability to copy time schedules

All Artists’ approach to booking tours

All Artists mostly books touring bands. It’s a large booking agency primarily dealing with German artists in a wide range of genres, from pop and hip-hop to rock and indie. They manage tours in the DACH region (Germany, Austria, and Switzerland), with some international tours. This requires a different approach than booking one-off gigs with individual artists because the agents book the same show with the same schedule in multiple locations. This is where the ability to copy schedules comes in handy, as it enables All Artists’ agents to set up multiple shows with the same line-up and timeline in their shared calendar view.

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The agency team (consisting of project managers, booking agents, and the accounting team) collaborates extensively with each other and external stakeholders. This requires a robust online work environment where each stakeholder can access all relevant show information at a glance.

The in-house solution they inherited from a sister company wasn’t optimized for All Artists’ needs, so they looked for a platform that offered a single source of truth, customization options, and powerful itinerary and logistics management tools. They also wanted software that’s easy to use and problem-solve with minimum input from its support team.

SystemOne for better agency management

All Artists opted for a customized SystemOne solution. Our support team helped Laura with the initial setup and development, but then she was empowered to do everything else herself. She created custom document templates and filter tags to make it easier to process bookings, plan logistics, and generate reports. She reaches out to SystemOne’s support team via WhatsApp when needed and usually gets helpful information that enables her to solve queries herself using existing SystemOne features.

Laura describes All Artists' booking process as comprehensive and streamlined when using SystemOne to manage various aspects of their operations. They’re also considering integrating their accounting system, a Microsoft product.

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SystemOne's centralized platform allows for easy collaboration among team members. Our platform’s centralized calendar management and financial oversight features help All Artists run an organized workflow. With SystemOne, the All Artists Agency team can effectively manage a large roster of artists and ensure that all logistical and financial details are handled with precision.

All Artists use SystemOne for:

• Project management: Overseeing all administrative tasks related to bookings.
• Travel arrangements: Managing travel logistics, ensuring all details are organized in one place.
• Contracting & invoicing: Creating and managing contracts and invoices, streamlining financial processes.
• Financial reports: Providing insights into income and expenses to manage budgets and financial details effectively.
• Collaboration: Enabling all team members, including project managers, booking agents, and accounting staff, to collaborate with promoters, artists, and tour crews.
• Calendar management: Checking artist availability and tracking bookings and schedules, providing a clear overview of all events.
• Centralized information: Securely storing all show information in SystemOne, reducing the need for multiple Excel sheets and improving workflow efficiency.

These steps and features illustrate how All Artists has optimized their workflow using SystemOne, ensuring efficiency and organization across all operations. SystemOne's customizability is a significant advantage, enabling the agency to adapt the platform to their specific needs.

Laura also values our willingness to engage in continuous improvement and adapt to user feedback, which is crucial for long-term satisfaction and retention. We’re open to brainstorming and implementing solutions tailored to our customers’ needs, especially if these changes will benefit other agencies.

"I really appreciate the good communication I have with them trying to find solutions. SystemOne is open to change and not stuck on their own idea. They’re open to more information and improving it for everyone. They often ask my input on new releases to learn from how I use SystemOne.”