Learning how to use ArtifaxEvent

Written by one of our Product Specialists, Rebecca Weaver

Moving to a new organisation or changing roles often means being introduced to new processes and different pieces of software.  Whilst your organisation will have its own plans in place for training new users, here at Artifax we have a range of resources to support you as you learn what ArtifaxEvent can do, and how your organisation uses it.

If you are reading this as someone who hasn’t come across us before, ArtifaxEvent is a web-hosted software solution designed to support the delivery of events from an initial enquiry, through to delivery of that event.  It enables organisations to:

You personally, and your organisation more widely, may not use ArtifaxEvent for all these functions, but it is important to understand how your organisation is using the software and what will be expected of you.

What help is available?

Support

During office hours, Artifax offer a telephone and email support service and we hope our 99.7% satisfaction rate speaks volumes about the service you’ll receive when you contact us. We want you to enjoy using the system and get the best out of it so, if there is something that isn’t making sense to you, please talk to us about it.  We don’t expect you to be the software experts so don’t worry about bothering us with a small issue, something you think you should know already or even something you just want to talk round.  The team at Artifax are here to support you with getting the most out of the system, so you can focus on your role.

Help Centre

If you prefer more of a self-help approach, then our help centre is the perfect place to begin. Our Knowledge Base section is the home of everything you need to know about how our products work. As a starting point, head to the Quick Start Guide which is a set of concise articles to help new users get familiar with ArtifaxEvent.  Within the guide, there are links to more detailed information about each topic should you need to explore what it can do, how to use it or how to set it up in more detail.  For those of you prefer to learn by observation, we have a suite of Learning Videos for you to engage with at your convenience.

Webinars

When you are just starting out with ArtifaxEvent, the thought that the system will evolve may not be one that you immediately want at the front of your mind.  However, I’m sure I won’t be alone in saying that I’ve used software and wished for a feature that didn't exist which, in my case, often resulted in user frustration!

Artifax update ArtifaxEvent three or four times a year and, before each of these updates, we host a live webinar, later posted online if you need to catch up or revisit it, where we give you a preview of the changes that are coming and show you how to utilise them.  Follow the release notes page for ArtifaxEvent within the help centre to receive direct emails about the latest releases.

Community

There are thousands of ArtifaxEvent users across the world which is an amazing wealth of knowledge from people in roles just like yours.  Who could be better to learn from and share ideas with than peers who are also using ArtifaxEvent to support event delivery within their own organisations?  

That’s why, within the Artifax Help Centre there is a Community section where you can discuss ideas and swap tips. There are also areas where you can; make suggestions for new features or reports, vote on ideas submitted by others, tell us about how you’re already using the API and what you’d like to do in the future; discuss existing integrations; and a general discussion board.

We hope you will find this an exciting space to see how others are using Artifax and collaborate with Artifax users across the world.

Professional Services & ArtifaxAcademy

Artifax has a team of Product Specialists who train people to use Artifax and offer consultancy on business operations and work processes.  Each of us comes from an artistic background and between us we have hands on experience of visual and performing arts, venues and festivals, programming, marketing and operations.  In short, we get it! 

We love the industry and find ourselves in the wonderful position of being able to talk to clients all over the world about what they are doing, how they are doing it, and helping to shape how ideas become deliverable events by giving people access to accurate information at the right times.

Alongside the option of bespoke training, we also run ArtifaxAcademy sessions throughout the year where you can join with people from other organisations to upskill yourself on a range of topics.

Top tips for getting started

So, now you know about the various ways Artifax can support you to learn the software, where do you start?

If you don’t have ArtifaxEvent but you think what we offer would be of value to your organisation and you’d like to hear more, please do get in touch.

Harnessing the power of your data

Written by our Marketing Manager, Claire Robinson

The relationship between creative endeavours and analytical data might not be the first thing that springs to mind when people think of arts and culture venues — or even the second or third — but whether you're a performing arts centre, festival, museum or any type of venue with bookable spaces you will have stakeholders who need to understand your organisation and measure its success.

Each field that you fill in or each piece of data that you collect is potentially business intelligence that you can make use of at a later date to measure performance, inform a decision, help you develop a strategy, or simply save you time.

Don't worry, you don't have to be a whizz at Excel formulas or Power BI to harness the power of this data that you are collecting as part of your day-to-day operations: ArtifaxEvent makes it easy.

How to get started 

If you have ArtifaxEvent already you are one step closer to using your business intelligence.

With standard and custom fields, you can capture all the data you need.

Our library of standard reports saves you typing documents to customers, and creating operational reports such as function sheets, What’s On calendars and supplier schedules. That saves time and ensures accuracy.

There are also financial and statistical reports to analyse room and resource usage. The more data you enter over a longer period of time, the more useful the data will become for you as you start to build up an archive of historic data which can help you to spot patterns. Having a year’s worth of resource usage will allow you to spot if there's a resource that you regularly have to outsource in order to meet demand so you know to look into ordering more of that item.

Your data, your way

Wrangling with a master schedule that needs to work for every department? Struggling to pull together data for a board report? If you have a reporting requirement that’s specific to your organisation, our development team can build you a custom report. We can develop reports that pull data from various fields and arrange it in the way that your staff or stakeholders need it. We’ll even help you have different versions for different audiences, so you don’t need to compromise on clarity.

This can not only save hours of admin time and improve the accuracy of shared data, but ensure the data is correctly understood.

If you happen to be a data whizz, you can also extract data as .csv, import directly from Microsoft Excel or use our API to pull data into PowerBI yourself. If you can search for it, you can export it!

Next steps

So, now that I've convinced you of the power of data and hopefully made it seem a little more useful and a bit less tedious, what’s next?

You don’t have ArtifaxEvent? Call us, it will definitely be worth your time!

Top tips for making remote working a success

Written by our Operations Director, Tim Leighton

There is no doubting that COVID has turned workplace norms upside down! At Artifax, we took an early decision to serve notice on our rented office and become a fully remote business. The genie is now well and truly out of the bottle thanks to COVID, but we frequently hear politicians talk about remote working as somehow inferior to a shared office environment. However, such proclamations miss two fundamental points: 

  1. Remote working is not appropriate in all circumstances, but that doesn’t mean it cannot be a great solution under certain conditions. 
  1. To be effective, businesses need to treat remote working properly – it requires a fundamental mindset change from top to bottom. 

Our experience 

Let’s be honest. Having sent everyone home during that memorable week in March 2020, we fully expected to be back in the office a few weeks later! Trouping out with monitors and laptops under our arms was somehow exciting and novel…but temporary. Little did we know at the time that we would not be returning to the office, except to collect more equipment and, eventually, to clear the space. 

Handing back our office only became a serious consideration once it was clear that COVID and lockdowns would be here to stay for some time, affecting not only our own business, but also the many hundreds of organisations we support in the arts and cultural sector, in the most unimaginable ways. 

We lived in a ‘temporary’ state for a good few months, working with less than perfect desk set ups wherever employees could find space at home. We were patient with the frequent family interruptions. For some employees, it was a really tough period with many craving the direct face-to-face contact of colleagues. Having taken the firm decision to go fully remote, we were clear as a leadership team that this would only work if we threw everything at it. We knew we had practical problems to solve for employees, but just as importantly, we had to discover a new internal company personality.  

Top tips 

Here are some top tips we have learnt along the way for making remote working a success: 

  1. Create a new culture of trust There will be interruptions and distractions. Don’t fight them! There are plenty of ways to monitor individual productivity without being obsessed about whether individual employees are sat at their desk every minute of every day. If you offer flexibility to employees, they will respect the trust shown in them. 
  1. Focus on communication How you communicate in a remote working environment is critical to functioning effectively as a team. Don’t assume that old ‘office’ communication methods will still resonate with remote teams. It’s easy for colleagues to feeling isolated, so find new mechanisms to keep teams updated and involved.  
  1. Find ways to continue to still meet face to face as a team This was obviously hard to achieve during the main COVID period, but since lockdowns have eased, we have made it a priority to bring all employees together on a regular basis. We are investing in quarterly meetups for a mix of shared social time and team learning, often using client venues to help support them at the same time.  
  1. Examine every aspect of your business operation We quickly discovered that the way we operate had to change. As well as technical considerations such as phone systems and network access, we found basic processes that work fine in an office environment, but were not fit for purpose. 
  1. Accept that remote working is not for everyone Although we set out with the aim of convincing all employees that remote working was going to be great, we came to accept that for a variety of reason, it just won’t suit everyone. Sadly, some employees moved to different jobs that better reflect their work/life preferences, but a hybrid approach was never going to work for us. As part of our recruitment now, we make a particular point of ensuring all candidates understand we are a remote working business and that this fits with their work preferences.  
  1. Embrace the opportunity to recruit from wider afield One of the positives has been allowing staff an opportunity to stay with us whilst also having the option to move to other parts of the UK. It also enabled us to throw the net far wider for the best new talent and we have been richly rewarded with talented new employees who simply would not have applied if we were still based in Epsom. 

As I made clear at the start, home working is not for all businesses. In the case of Artifax, an Employee Engagement Score of 90% in our latest staff survey is proof that with commitment and hard work, remote working can be a great option. 

Supporting your core festival team

Written by our Head of Products, Adam Pepper

I live in the UK, so I know that asking the question “How are you?” is a terrible way to find out how someone is — we’re always fine! Having worked with performing arts festivals for over twenty years, I also appreciate that the question “When would be a good time to ….?” is better phrased as “When would be the best time …?” as even an annual ten-day event brings year-round pressures and challenges. Good times are things that happen reliably in an auditorium, but seldom in a festival implementation plan!

At Artifax we’re mindful of not only when clients’ festivals are taking place, but also of their planning milestones, so that we can make sure they have the support they need. Setting aside the continuous artistic programming conversations for years ahead, the twelve month run-up to delivering a festival is reliably busy in distinct phases, leaving only small windows of opportunity for reflecting, planning and implementing improvements.

Typically, a core team will work on planning the festival full-time, handling the scheduling framework and contracting artists and works. Freelancers and temporary staff may be brought in to assist with organizing artist travel, accommodation and local transport. More staff may then be required for delivery, with events taking place in venues that are unlikely to be managed by the organisation. Afterwards, the core team catches its breath and refocuses on the next festival.

With each phase there’s a requirement for not only a single source of data, but communication and collaboration with new or external staff and third parties. In our experience, having a single source of the truth is vital. For all our clients it enables them to easily share accurate information with everyone who needs it. Crucially for festivals, it prevents a situation where large volumes of data need to be entered into a system as part of a handover from another department, which would otherwise cause spikes in activity, data quality risk and stress. For example:

Your core team doesn’t need to work harder to ensure new staff are supported, just smarter. With Artifax, they could:

So, when would be the best time to start making those improvements? Talk to us immediately after your festival (or after you’ve taken a moment to recover!) and we’ll turn that debrief into a de-stress for your core team.

Top five tips for planning resources efficiently

The secrets to a successful event are planning, preparation and delegation! If you can manage your time and resources efficiently, you will create unforgettable experiences for your audience.

One of the most important resources you need to consider when planning an event is your time. Reduce stress levels by managing your time efficiently and delegate tasks wherever possible.

Tip 1 - Make lists – whether digital, in a notebook, on the back of an envelope or in your mind. Lists can be used to plan a schedule, tick off remaining tasks, delegate tasks between a team and be shared amongst a team so that everyone is aware of the remaining tasks and how close to complete the event planning is.

Did you know that you can create task templates (called task sets) within ArtifaxEvent that you can use when creating similar arrangements in your calendar and allocate the tasks to individuals or user groups?

Tip 2 – Automate the sharing of information where possible. Most online project management tools allow you to automate the notification of completed tasks or the allocation of tasks. Don’t leave the sharing of information as a manual process where possible to reduce the possibility of miscommunication or no communication at all.

Did you know within ArtifaxEvent you can automate the sending of reports based on changes in resource requirements or send automate the sending of a regular report such as the Resource Usage report that could be sent weekly or the Resource Bookings with Changes report. This report emails the next few days of resource bookings to the Ops team and the report shows if anything's changed (e.g., new bookings, changed time, etc).

Tip 3 – Get a bird’s eye view of your resources when you have large quantities of equipment such as chairs and other furniture, AV equipment and even staff. Getting an overview of how many of each item is currently allocated and it’s required location can give you an overall understanding of the demand for that item. Is it under-utilised and not needed or over-utilised and you need to purchase additional items? In the case of staff, it can help to highlight occasions where temporary staff are required.

Did you know you can view reports such as Resource Usage, Room Usage, Staff Schedule and What’s On- List by Date with Resources within ArtifaxEvent. All these reports can help you get an overview of resource requirements for equipment, rooms, and staff.

Tip 4 – Configure your digital resource planning to what works best for you. Use filters, configuration options and settings to create your ideal digital planning environment. View the information that you need, how you like to view it.

Did you know you can customise the columns that you want to see, including custom form data, the order the columns appear and how/if they are coloured within ArtifaxEvent? Also, when editing resources, hold Ctrl down (cmd click for mac users) when clicking on the resource you want to edit, and it will open it in a new tab in your browser. You can have all the resource you need to work through open in separate tabs.   

Tip 5 – Let’s not forget your money is a resource too! Getting paid on time can help you budget better, pay your suppliers in a timely manner and improve cash flow. You did all the hard work now you need to get paid for it. Proper management of invoices is the key to success in this area, sending them out on time, having a process in place for chasing late invoices and managing incoming payments.

Did you know you can create custom invoice schedules for your resources, for example to automatically offset advanced deposits, booking confirmation and settlement charges? You can also set up Batch Invoicing which will automatically generate invoices that are due within a specified date range.

Lastly, a little bonus tip for you. Cut yourself some slack! As event organisers you tend to be highly detail oriented, organised people but trust me when I tell you no one will notice the little details like you will. Focus on the big picture and putting tools and systems in place like the ones suggested in this article. The result will be a happier team, resources used to their maximum potential and reduction of potential errors.

How to effectively use calendars to manage your events

Written by our Head of Products, Adam Pepper

You’re using ArtifaxEvent to capture everything that’s happening in one place, but a single source of the truth doesn’t mean that everyone has to look at the data in the same way.

Are you and your colleagues taking advantage of the many ways Artifax enables you to view and share calendar information? Make sure you’re using the most efficient tools for the job with our top five tips, and by signing up to our webinar where we’ll be taking a deep-dive into the Calendar module.

Same views? You lose!

How many of us have an array of knives in a block on the kitchen counter, but tend to use the same blade for most tasks and ignore the others? Guilty! But using the correct tools for each task provides significant improvements in efficiency once you know how to use them.

ArtifaxEvent has four radically different Calendar views, and everyone has their favourite – but if you stick with the same one for all purposes you’re missing out on time-saving opportunities, so it’s worthwhile familiarising yourself with them:

On your marks, get Settings, go!

Don’t settle for the defaults, tailor each view to your requirements by using the settings in the drawer to organise the data in the way its easiest for you to understand at a glance. For example, on the Graphical view:

Less really is more

Filters really are you friends. Use them to restrict the data you’re viewing to specific groups of spaces, or to events based on their properties. Just meeting rooms. Just bookings made by that customer who often loses track – or perhaps your own! Just bookings that have require catering. Just bookings that are pencilled or confirmed. Just opportunities where you or your team are managing the sale. Just comedy gigs – we all need a laugh!

Simply create an Event search and turn it into a calendar filter – and administrators can share them with other users so that everyone can start with a set of useful filters without needing to set up their own.

Get out what you put in

You’re viewing a calendar that’s showing you events or availability that you need to communicate to someone else? No problem! You can configure reports to be launchable from calendars. Run it, attach it, send it.

Sharing

The more accessible you make the data, the fewer queries you’ll get from colleagues about availability or their bookings, so find the ways that make it easy for them to access the data.

Of course the absolute best way to get efficiency out of your calendar is to make sure it is your ‘Single Source of Truth’. “If it’s not in Artifax, it’s not happening” is the mantra of many of our clients. To reduce the number of mistakes that can be made and improve your time efficiency you need to use ArtifaxEvent as the one place where everyone inputs the event details and the first place everyone goes to find information. Eliminate any other places where event info could be kept and really embrace the Calendar and its reports.

If you have staff members who aren’t trained on Artifax, you don’t have the reports you need or aren’t sure where to start, contact us about our Professional Services packages.

We will be doing a webinar with a deep dive into the Calendar functionality with tips and hints, sign up today.

Calculating the ROI of a Venue Management solution

Watch the above video for an explanation on how we can help you to calculate the Return On Investment you would get from implementing Artifax in your organisation.

Harder to calculate than traditional revenue generation software such as a ticketing system, Artifax helps to increase efficiency, save you valuable time and streamline data processes within your venue. And we all know time = money!

For a more detailed look at calculating the ROI for your organisation and your processes, contact us for a demo and a walk-through our ROI calculator based on your current procedures and timelines.

Rediscover festivals with your industry experts

We can all agree that the response of the art and culture sector to the Covid-19 pandemic was inspiring; from art centres turning into vaccination sites to museums delivering tours online, ensuring the public doesn’t miss out on the well needed entertainment and education. But for festival organisers the last 15 months have been particularly challenging, as most of them rely on the audience to deliver the art in-person. So what do you do as a festival manager when your only option is to take your event online?

We sat down with festival organisers Zen Bharmal from the British Film Institute and Michael Csar from Bregenz Festival to discuss the impact of lockdown on their organisations and the future of festivals.

Innovation driven by change

Online and hybrid events became a game changer for many organisations. They allowed the venues to reach audiences further than even before and be more inclusive.

For BFI, opening up their usually London-based film festivals to the wider audience helped expand their reach, but also allowed them to be more accessible for people with disabilities – which is a fantastic benefit of virtual events.

Zen agrees there is an appetite for the return of in-person events, but does it mean the end of virtual performances?

"My own personal view is that it's hard to put that back in the can. Once people know what they can access, to take that away from people would be quite difficult."

Zen Bharmal, British Film Institute

BFI took every opportunity to learn while delivering Flare, one of the biggest LGBTQ+ film festivals in Europe. With the London Film Festival just around the corner, staying agile provides a sense of comfort to organisers and attendees.

"For us it depends on people being in the venue. That’s what makes the experience and really represents the art in the way that it was intended. We are quite fortunate that we will always have the opportunity to pivot to the hybrid or digital model."

Zen Bharmal, British Film Institute

How can you drive safe return of in-person festivals?

Having the ability to turn to digital provides many organisation with a safety net, but it’s not “one size fits all”. For Bregenz Festival there was never an option of transferring into the digital sphere. After all, their unique location is part of the immersive experience and you simply can’t recreate that online.

So if virtual is not an option, what can you do to make sure your in-person event is safe for your audience, staff and partners?

Michael says there are two key things festival organisers should focus on: preparation and communication.

"One aspect is developing a health and safety plan and prevention plan: what do you do with the audience? How do you rehearse? How do you accommodate a chorus and orchestra working together without the risk of infection? Develop a plan and very clear guidelines of what you can do.

[…] keeping the relationship with artists, with partners, with official authorities alive and the communication going is very important... We invest a lot of time and energy in those relationships and the worst thing you can do is not keeping them involved."

Michael Csar, Bregenz Festival

Want to learn more? See the full conversation here.

Have the right tools for your festival management

Rescheduling your festival may cause a ripple effect, especially if you plan your programme years in advance.

Changing a single date means altering contracts and checking artists’ availability for several other events. It may feel like putting together a puzzle without a picture to guide you.

Our Artistic Programming module will help you manage those last minute changes, giving you a peace of mind now and in the future.

See it in action on Thursday, 9 September at 16:00 BST in our FREE webinar. Save your spot here.

Artifax Software - Artistic Programming module free webinar invitation - festival management

Zen and Michael use Artifax to deliver exceptional customer experiences. We can help you take your organisation to the next level. Book a free demo today and explore your opportunities.