Onboarding a new artist: the agency checklist
The weeks after signing set the tone for the whole relationship. An artist who sees their calendar, materials and plans organised quickly gains confidence in the agency; one who keeps being asked for the same information does not. This checklist covers everything an agency should do to onboard a new artist. For the decision to sign, see signing a new artist.
1. Agreement and terms
- Signed management agreement on file.
- Commission rates and base recorded for each engagement type (commission guide).
- Territory, scope and exclusivity recorded.
- Expense approval threshold recorded.
- Statement frequency agreed (statements).
- Partner agents and their territories noted (local agents).
2. Artist profile
| Item | Notes | |
|---|---|---|
| Name as used professionally | And legal name for contracts | |
| Voice type or instrument | Including Fach if relevant ([[fach-system-agents | Fach for managers]]) |
| Contact details | Preferred channels and times | |
| Languages | For contracts and communication | |
| Nationality and residence | For visas and tax | |
| Repertoire | Roles or works ready and in preparation | |
| Collaborators | Teachers, coaches, regular pianists |
3. Materials
- Short and long biographies, dated.
- Recent high-resolution photos with credits and permissions.
- Labelled recordings and video.
- Press quotes with sources.
- Website access, or plan to build one (artist websites).
If materials are out of date, schedule a refresh early. See EPK guide.
4. Calendar
- Every confirmed engagement entered as a contract with rehearsals and performances.
- Existing options and inquiries entered with priority and deadlines (managing options).
- Personal unavailability and teaching commitments entered.
- iCal feed created and tested with the artist in their own calendar app.
Do this in the first week. It is the single most visible sign of a well-run agency (season calendar).
5. Engagements in progress
For every engagement the artist brings: who negotiated it, who administers it now, who receives commission, and what logistics are outstanding. Agree any arrangements with the previous manager in writing.
6. Finances
- Bank details for payouts, stored securely.
- Tax status and any forms presenters will need (tax guide).
- VAT or business registration details if the artist invoices.
- How fees will flow under the agreed model (cash flow guide).
7. Documents for travel
- Passport validity checked.
- Any existing visas or permits recorded with expiry dates.
- Upcoming engagements needing visas identified (visa checklist).
Store sensitive documents securely and limit access (GDPR for agencies).
8. Communication
- Main contact at the agency named.
- Regular check-in agreed, for example monthly.
- How the artist should report direct offers.
- Emergency contacts on both sides.
9. Presenter contacts and plan
- Presenters who know the artist added or linked in the contacts database.
- Target presenter list for the next two seasons.
- Announcement plan for the signing (email campaigns).
10. First review
Schedule a review after about three months: what is working, what needs to change, and the plan for the coming season.
Make onboarding repeatable
Turn this checklist into tasks that are created automatically when you add a new artist, so nothing depends on memory. ArtistHub has an onboarding area and tasks that can carry this checklist, and the artist record holds profile, materials, calendar and agreement terms in one place (automations).
Common mistakes
- Starting to pitch before the calendar is complete.
- Asking the artist for the same information several times.
- Leaving engagements from a previous manager unclear.
- Storing passport scans in email.
- No first review date.
The artist's first impression
Onboarding is also a chance to show the artist how the agency works. Within the first fortnight, aim to send three things: a confirmation of the agreed terms in plain language, an iCal link showing their complete season, and a short note on the plan for the next three months. These are small actions, but they show organisation and attention, and they set expectations for how you will communicate.
Onboarding when an artist brings a full season
An established artist may arrive with a dense calendar, multiple partner agents and engagements at every stage. Prioritise in this order: engagements in the next three months, with logistics; options with near deadlines; confirmed engagements further ahead; inquiries and conversations. Contact the presenters of near-term engagements to introduce yourself and confirm who handles what.
FAQ
What should an agency do first when onboarding an artist?
Get the agreement terms recorded and the calendar complete, including options, then share an iCal feed with the artist.
How long should onboarding take?
Most of the setup can be done in the first few weeks; plan a review after about three months.
Run your roster in ArtistHub
ArtistHub is a CRM built for classical and opera artist management: castings, contracts, the season calendar, logistics, invoices and the opera database in one place.