Additional Information

The remaining items in the Project Checklist

FYI

All of the remaining information for your call is completely optional! This article will walk through each item and what it will look like for a musician if you fill this information out.

If you don't wish to fill out this information, you can skip to the next step and Send + Track the Call!

You've officially set up everything you NEED to send out your Rhapsody Project. There may be some additional information you want to add such as:

  • Chair Memos: These are additional memos for either a musician or person filling a role. Chair Memos can provide additional context for the Project such as additional confidential OS pay information or information regarding a Project Piece.

  • Assigning Roles: By default, musicians will be assigned the Role of "Section". Delineate specific Roles such as Principal or Concertmaster to the various Chairs in the Project

  • Who's Next Rules: Establish your sublist and rules in the event that a musician declines their call and needs to be replaced

  • Project Contacts: Individuals who are involved in the Project and serve as a point of contact for musicians regarding aspects of the Project (Librarian, Stage Manager, etc.)

  • Piece Inst. Shorthand: A text field to add your instrumentation shorthand for Project Pieces. This is visible to musicians on the call to provide better understandings of the Project Pieces

  • Dress Code: A spot for a brief description of the dress code required for the Project.

  • Wage Info: Information regarding wages for the Project visible by all musicians receiving the call.

  • Add Links: Upload documents for musicians to download or provide urls to links for musicians. Great for adding music or PDF attachments!

  • Add Notes: A text-based field to provide any other additional information about the Project.

  • Project Cover: An image associated with the Project to be used internally in Rhapsody and at the top of all communications for the Project.

Did you know?

Most of these items can be accessed through the Project's Settings tab! Read more about Project Tabs.

Chair Memos

Chair memos offer you the ability to provide additional details to the musician regarding what they will be expected or expecting for the Project. Perhaps you want to tell a musician they are only playing on movement 4 of a Project Piece, or perhaps you want to tell the Concertmaster that they will receive an additional pay.

Rhapsody offers you to provide two different types of memos, a Piece Memo, or an Assignment Memo.

Assignment Memo

Assignment Memo's are a broader general message to tell the musician about their specific job in the ENTIRE Project. This could inform the musician that they will receive an over scale, their assignment will include running sectionals, or who they are subbing for, etc!

When a musician receives their call, the Assignment Memo will be placed at the top of the call

Example of what an Assignment Memo will look like for a musician in a Call

Adding an Assignment Memo to a Call in a Project:

  1. Select the Mission Control tab of the Project

  2. Switch to Edit Mode

  3. Switch to Assignments View

  4. Locate the musician you want to give an assignment to (musicians are listed in Alphabetical Order)

  5. Locate the Assignment Memo and find where the musician and column meet.

  6. Select into the Assignment Memo box for the musician and begin typing.

  7. Exit out of the text box, and the memo has saved (Note: if your Assignment Memo does not update, please refresh the page)

  8. Repeat as necessary for any additional Assignment Memo's

  9. Viola! You have now added an Assignment Memo to a Call in a Project!

Piece Memo

Piece Memo's allow you to provide additional context for a Piece in a musicians Call. For example, the second Flute for a Piece requires the musician to double on Piccolo, but only for the 4th movement. You may want to inform the musician of this, and you can do so with a Piece Memo

When a musician receives their call, the Piece Memo will be attached to their part assignment under the Repertoire section:

Example of how a Piece Memo will appear to a musician in a Rhapsody Call

Adding a Piece Memo in a Chair in a Project:

  1. Select the Mission Control tab of the Project

  2. Switch to Edit Mode

  3. Go to the Pieces View

  4. Locate the Chair you want to add a Piece Memo to

  5. Select the page icon in the top right corner of the Chair. The Chair "card" will flip over.

  6. Type in your Piece Memo in the text box provided

  7. Select DONE in the top right corner of the Chair

  8. Repeat as necessary for any additional Piece Memo's

  9. Viola! You have now added a Piece Memo to a Chair in a Project!

Did you know?

You can easily access Piece Memo's when on the Pieces View? Simply type m then m to have all Chair "card" flip over and reveal! Read more about Rhapsody Shortcuts.

Assigning Roles

When calculating Payroll, certain Chair Roles may receive additional compensation (ex. Concertmaster, Principal, etc.). By default, all newly created Chairs will have the Role Section unless otherwise specified.

Rhapsody Calls will showcase the Chair Number for all Pieces a musician is on.

An example of what a musician will receive if they are assigned specific Roles for specific Pieces

Did you know?

If you consistently use the same Roles for the same Chairs, you can save time by creating a Template! Read more about Templates.

Assigning a Role to a Chair

  1. Select the Mission Control tab of the Project

  2. Switch to Edit Mode

  3. Switch to appropriate View (Genius view for all, Pieces or Work Session for individual instances)

  4. Locate the Chair you want to assign a Role to

  5. In the top left corner of the Chair, select the text that shows the Chair Role. By default, this will be set to Section

  6. In the dropdown menu provided, select the appropriate Role for the Chair

  7. Repeat as necessary for any additional Chair Roles

  8. Viola! You have now assigned a Role to a Chair!

Don't see a Role you need? Let us know at [email protected] !

Who's Next Rules

If a musician needs to be replaced a Call, who are you going to call next?

Rhapsody allows you to set forth a call order list of suggested musicians. If a musician declines a call, gets canceled or released, you may want to fill their spot with a specific person or follow a set call order. This could be directly from a sub list Template, a specific musician, a specific set of musicians, and so on!

FYI

Rhapsody will NOT auto-replace a musician; your consent matters! Our Autopilot feature is in development but will be released later. Read more about upcoming features.

Creating a Rule

  1. Navigate to the Project's Who's Next tab

  2. Select the + Add Rule button

  3. Select an option for each dropdown menu in the rule

  4. Select Done

  5. Viola! You have now created a Rule!

Create as many rules as you want to prepare for as many scenarios as you may encounter!

FYI

Rhapsody will follow the Who's Next Rules in order. Ex: Rule 1 is general but Rule 2 is specific, Rhapsody will follow Rule 1 first. Choose your rule orders carefully!

Project Contacts

When a musician choses to reply to a Rhapsody call, their message will be automatically forwarded to the email set up in your Contractor Settings. Should you want musicians to contact anyone else for any other needs relating to the Project, you'll want to provide the musicians with that person's contact information.

Example of what a musician will see in their call when Project Contacts are added

Project Contacts allow you to add the contact information for as many individuals as you'd like!

FYI

Project Contacts must be individuals who have already been entered into your Address Book. Read more about Importing Contacts & Musicians.

Adding Project Contact

  1. Open up the Project you want to add a Project Contact to

  2. Select the Project's Settings tab

  3. Locate the box labeled Contacts

  4. In the top right corner of the Contacts box, select the + button

  5. In the popup that appears, select the Pick from Address Book... to see a dropdown menu of contacts. Begin typing the name of the person you want to add as a Project Contact and select their name once it appears from the list

  6. Type in any additional context about the Project Contact

  7. Select the Create button

  8. Viola! You have now Added a Project Contact!

Deleting a Project Contact

  1. Open up the Project you want to delete a Project Contact from

  2. Select the Project's Settings tab

  3. Locate the box labeled Contacts

  4. In the Contacts box, select the name of the Project Contact you wish to delete.

  5. In the popup that appears, select the Delete button

  6. An additional popup confirming your deletion will appear. Select Yes

  7. Viola! You have now deleted a Project Contact!

Did you know?

You can use the Project Checklist to add and delete a Project Contact! Click on the Project Contacts item in the Project Checklist to see a quick popup of all your Project Contacts! Read more about Project Checklist.

Piece Inst. Shorthand

If you would like to provide musicians with the additional context of Instrumentation about the Pieces they will be playing, you can add the Instrumentation Shorthand for all of your Pieces!

What a musician will see on their Call in the Repertoire section if the Instrumentation Shorthand is filled out for all Project Pieces

Adding Project Piece Instrumentation Short Hand

  1. Open up the Project you want to add the Instrumentation Shorthand to a Project Piece

  2. In the left hand menu, locate and select the Checklist item Piece Inst. Shorthand

  3. In the popup that appears, provide the Instrumentation Shorthand for each Project Piece

  4. Once finished, select the Save button

  5. Viola! You have now added the Instrumentation Shorthand for your Project Pieces!

Dress Code

Have a specific dress code you need musicians to adhere to? Let the musicians know by adding the dress code!

Example of what a musician will see on their Call if the Dress Code is Added

Adding Dress Code

  1. Open up the Project you want to add a dress code to

  2. Select the Project's Settings tab

  3. Locate the box labeled Dress Code

  4. Provide a brief description of the dress code (255 characters max)

  5. Exit out of the text box

  6. Viola! You have added the Dress Code to your Project!

FYI

Need more than 255 characters? Adding the dress code information as a Project Note!

Wage Info

An example of what a musician will see if the Wage Info is filled out

FYI

Information entered into this section will be sent to ALL musicians on the call. If you would like to provide additional wage information to specific Chairs/Musicians that is only visible to them, opt to include this information in an Assignment Memo.

Adding Wage Info

  1. Open up the Project you want to add Wage info to

  2. Select the Project's Settings tab

  3. Locate the box labeled Wage Info

  4. Type in the appropriate Wage information. No field is required, so omit any that do not apply

  5. Viola! You have set your Project's Wage Info!

Did you know?

You can opt specify the Payroll Company that will be paying musicians. This information is optional, but may be helpful if your organization works with several vendors/Payrolls! Read more on Payrolls.

Add Links

Project links are the best way to add any url's to things like a dropbox or Google Drive folder. Additionally, Project Links allows you to upload a document directly from your computer! Rhapsody will automatically convert the file into a clickable link that musicians will have access to at the bottom of their Calls!

Adding a Project Link

  1. Open up the Project you want to delete a Project Contact from

  2. Select the Project's Settings tab

  3. Locate the box labeled Links

  4. In the top right corner of the Links box, select the + button

  5. In the popup that appears, follow the instructions to add a Project Link. To add a url, copy and paste the link directly into the field for URL . To upload a file, you can either drag and drop from your computer into the Project Links popup, or use the Browse files button to find the file on your computer.

  6. Type in a name and a description for the Project Link.

  7. Select the Create button

  8. Viola! You have now added a Project Link!

Deleting a Project Link

  1. Open up the Project you want to delete a Project Contact from

  2. Select the Project's Settings tab

  3. Locate the box labeled Links

  4. In the Links, select the name of the Link you wish to delete.

  5. In the popup that appears, select the Delete button

  6. An additional popup confirming your deletion will appear. Select Yes

  7. Viola! You have now deleted a Project Link!

Did you know?

You can use the Project Checklist to add and delete a Project Link! Click on the Links item in the Project Checklist to see a quick popup of all your Project Contacts! Read more about Project Checklist.

Add Notes

Coming soon!

We are continuing to add information to this page. Please reach out to us at [email protected]

Project Cover

Coming soon!

We are continuing to add information to this page. Please reach out to us at [email protected]

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