How WEYKUP! automates their day-to-day artist booking process

Sonia Ordoñez Alcantara started in the music business in 2002 with her company Peppermint Booking, focusing on DJs and electronic music with big names like Mousse T. After ten years, she transitioned to WEYKUP! Agency to represent a broader range of artists, including live music, corporate events, and high-end cover bands in Germany.

We connected with Sonia at the Amsterdam Dance Event in 2007. She was looking for software to replace traditional methods like spreadsheets and was impressed by SystemOne’s capabilities.

Sonia’s one of our early adopters and values the simplicity and efficiency SystemOne brings to her agency’s daily operations. She also appreciates the continuous addition of new features and our responsiveness to user feedback.

“During my first online meeting with SystemOne’s team, they showed me how the platform works, and it’s very easy. I called them any time I had questions, and they always helped me out. For me, it’s easier to give a call and learn how to use the platform. Agencies move really quickly, and we need quick answers.”

WEYKUP!’s day-to-day artist booking process

WEYKUP! covers end-to-end event management, from booking to stage setup. They needed a feature set that enabled quickly adding and retrieving contacts, artists, venues, and all their information. Another essential feature set they were looking for is powerful tools for invoicing and show management.

Previously relying on Excel and manual processes, WEYKUP! wanted a more efficient system to manage bookings and artist information. They follow a standard booking process that involves quite a number of steps:

• Receive booking request
• Send follow-up email
• Add the booking to the artist and agenda
• Create a customer profile if it’s a new customer
• Create a quote and send details via email
• Set a 7-day reminder to get the quote signed before losing the booking hold
• Confirm the artists and crew
• Write a contract after receiving the signed quote
• Send an invoice
• Fill out all the outstanding details
• Book flights and trains
• Send travel details and tickets to artists
• Share relevant documents
• Collaborate with artists, clients, and WEYKUP! employees to execute the show

Their chosen system needed to be a single source of truth that the agency team and their artists could rely on for the most up-to-date information, powering collaboration and successful (and efficient) show planning. SystemOne offered WEYKUP! ease of use, a supportive team, and the ability to streamline operations at a fair price.

{{sonia-weykup-1}}

SystemOne for increased efficiency

SystemOne’s ease of use and automation features reduce the time WEYKUP! agents spend on administrative tasks, allowing them to focus more on core activities—booking the right artists for the best shows. From booking request notifications to templated emails, SystemOne simplifies many time-consuming tasks that used to be done with spreadsheets and manually set reminders.

Even a simple process like sending a quote and receiving a signed copy back in time for the booking can be drawn out using traditional methods. SystemOne’s eSign feature takes care of the sending, follow-ups, and returning the signed documents to the WEYKUP! Team. The platform gets populated as more information becomes available, so WEYKUP’s agents can work faster and sell more shows.

WEYKUP! uses SystemOne to:

• Manage contacts
• Book and execute shows
• Create quotes
• Populate and share artist schedules
• Create, track, and sign contracts and invoices
• Collaborate with their team and external stakeholders
• Share show information on the mobile app

{{sonia-weykup-2}}

SystemOne supported Sonia through her transition from electronic music to live bands and corporate events, which shows our platform’s versatility for different entertainment niches and agency types. We’ve also built a few of Sonia’s feature wishlist items into the platform to benefit agencies like WEYKUP!. Building strong customer loyalty through great customer support and relationship-building is a high priority at SystemOne.

“I like to support people who create something special from the bottom of their hearts. I’m a team player and value that SystemOne’s team is straightforward and honest with their product. The platform makes my life so much easier. I’m always with my artists on the road and point to SystemOne whenever they have questions. It has become a running joke to say, ‘Just check SystemOne!’”

Book a demo below to learn more about how SystemOne can transition your booking agency to increased efficiency and growth.