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Organization Settings

Configure your Prism account and understand Advanced Settings.

Rosie Scanga avatar
Written by Rosie Scanga
Updated over a week ago

All Admins have access to make changes to the Organization Settings. To access the Organization Settings, click the icon with your initials in the bottom right corner of Prism and then click Settings.

Below is information on how to begin setting up your Prism account and advanced functionality.

Configuring Prism

  1. Start by updating Organization Settings:

    1. Select a Default Currency

      1. Convert Artist Pay to USD - If a foreign currency has been chosen, Prism will convert the artist payout to USD by default on offers and settlements at venues that have been created or updated with this toggle on

    2. Select a Default Hold Level. When adding holds to a blank date on the calendar, the Default Hold Level will determine which Hold Level to start at, based on availability on that day.

      1. Note that you have the ability to set the Default Hold Level on a specific venue, if the venue requires settings that differ from the Default Org-Level setting.

    3. Auto-promote Hold Levels. When this setting is enabled, holds that are behind holds that are cleared or deleted will automatically promote to the next hold level. For example, if the calendar has holds 2-4 on a date and hold 2 is cleared, hold 3 will move to hold 2, and hold 4 will move to hold 3.

      1. Note that you also have the ability to set the Default Hold Level in a specific venue's settings, if the venue requires settings that differ from the Default Org-Level setting:

    4. Copy Costs on Confirm.

      1. If 'Copy Costs on Confirm' is toggled on, when an event is confirmed, Estimated costs will copy over as Actuals in your cost tables, while [Offer] Budgeted amounts will copy over to the Settlement column. If toggled off, Actuals and Settlement amounts will be set to 0 upon confirmation.

      2. Note that any Actuals or Settlement amounts that are manually updated in an events' Cost tab will not be cleared or set to 0 if the event is un-confirmed and re-confirmed at any time, regardless of this toggle's setting.

    5. Detailed Copy Holds

      1. If this setting is toggled on, the 'Copy Holds' will include additional details in the formatted text that is copied to your clipboard, such as the Artist Name, Venue and Stage Name(s), and Venue Addresses. For more information on the Copy Holds feature, please take a look at the relevant section in this article.

  2. Add Logos: Click the Add Logo button to upload a logo to be used on offers.

  3. Create Venues: Learn more about creating venues in this article.

  4. Turn on Notifications:

    1. When Send Event Confirmation Email Notification is turned on, users will have the option of sending an automated email from Prism to selected users whenever a show is Confirmed. The email will include the name of the show, the event date and a link to the Prism event. This setting is an account-wide setting, skip to step 5 for information on how to determine which users will receive the notification.

    2. Task Summary Email Frequency will determine how often emails are sent to you. This setting just affects your account and each user can set their own preferences.

  5. Set up Roles and Users:

    1. You have the ability to set up custom Roles to determine which access each user should have to Venues and Events in Prism. For example, if a Production team member should just be able to see only Confirmed events, the Run of Show, and the Advance on events, you could create a Role with access to just those elements. To learn more about the specifics of managing access, check out this article.

    2. Once your Roles are created, create new users following the instructions in this article.

    3. Select the "Send Confirmation Email" checkbox to optionally send an email to the user when an event is marked as Confirmed.

6. Set up Event Templates: Follow the instructions in this article to set up Event Templates which will be the starting point for offers in Prism.

Configure Deal Statuses

With the latest feature update for the deal tracker, you now have the ability to customize which deal statuses are selectable in the deal tracker. This enhancement allows you to streamline your deal management process by only displaying the statuses that your organization requires.

How to customize deal statuses:

  1. Visit your organization settings: To start configuring your deal statuses, navigate to your organization settings through clicking your initials in the bottom left-hand corner, and clicking 'Settings.'

  2. Access the Configure Deal Status dropdown: In your organization settings, locate the 'Configure Deal Status' dropdown.

  3. Select or deselect deal statuses: Click on the Configure Deal Status dropdown to view the list of available deal statuses. Check or uncheck the relevant deal statuses to enable or disable them in the deal tracker. The changes will be applied automatically in the deal tracker once you confirm your selections.

Tip: If you are unsure about which deal statuses to enable or disable, consult your team leads or management for guidance on the most suitable options for your organization's workflow.

Advanced Settings

Web Integrations

Ticketing Platform Integrations are used to integrate ticket sales counts with Prism. Prism integrates with Eventbrite, See Tickets, and Prekindle. Learn how to set up a ticketing integration here.

Google Calendar Integration integrates with Google to push Prism events to your Google Calendar to see all of your events alongside your calendar. More information on the Google Calendar integration here.

Webhooks can be used to deliver real time information from Prism to other platforms when events are added, updated, confirmed, unconfirmed or deleted. Learn about using webhooks here.

Templates

Text Templates: All text templates used across Prism are stored in the same place:

  • Additional Terms and Conditions: Additional Terms and Conditions templates can be used for any standard legalese that should be included in every offer. Often times, Additional T&C do not change from offer to offer, so you may only need one template that you apply on all deals. Learn more here.

  • Advance Details: Advance templates can be created with standard information to apply to the Advance tab on an event. To learn more about Advancing in Prism and using Advance Templates, check out this article.

  • Deal Terms : Deal Terms Templates allow you to templatize Deal Terms to use the same language over and over. To learn more about Deal Terms and creating Deal Terms Templates, check out this article.

  • Settlement Terms Templates: Settlement Terms Templates can be applied to Settlement Documents and the language can be standardized here as a template.


โ€‹Event Templates: Build and tweak your shows to start generating Offers in a matter of clicks with Event Templates. Learn all about templates in this article.

Task Templates: Create and apply a standard set of tasks for your teams to help keep everyone on track in their workflows, on every event. Learn all about Tasks and Task Templates in this article.

Email Templates: Save the language and messaging for your commonly used communications and emails that you send directly from Prism with Email Templates.

Notifications

Admins and users can adjust and configure their relevant notification settings for different features across Prism. Learn more about task notifications, event updates, and confirmation emails here.


If you have any questions, contact support@prism.fm!


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