Becoming a member
Guide for members
What ArtsPool does
What ArtsPool does: an overview
Workforce Administration services
Compliance and other services
Requesting changes to ArtsPool's scope of services
ArtsPool: an introduction
Requesting work from ArtsPool
Suggested titles, descriptions, and content for tasks
How member bills are calculated
Requesting digital signature processing for a document
Share important events or deadlines with ArtsPool's calendar
Training quick links
Membership communication guide
New hire onboarding
Submitting a new hire task in the ArtsPool app
Guidance on creating offer letters
Employee benefits data management
Submit I-9 document in BeyondPay
Edit My Profile in BeyondPay
Submitting direct deposit info in BeyondPay
Submitting I-9 in BeyondPay
Submitting W4 and state withholding forms in BeyondPay
Revenue and expenses
Managing petty cash
How to submit receipts to ArtsPool
Submitting bank deposits
How to code expenses and respond to clarification requests
Requesting payment for a bill
Xero-compatible check stock
Grants and contributions
Managing your NY State Grants Gateway prequalification
Requesting a grant budget or financial report
General BeyondPay training
Updating your BeyondPay password
Homescreen: Understanding My Personal Info
Homescreen: Understanding My Actions
Homescreen: Understanding My Forms
BeyondPay training for employees
BeyondPay training for payroll admin
Accessing reports in BeyondPay
Unlocking employee accounts in BeyondPay
Verifying I-9 Forms
Approving timesheets in BeyondPay
Understanding payroll and BeyondPay
Homescreen: Understanding Employee Management
Submitting and approving employee time off requests
Submit time off request in the ArtsPool app
Paying independent contractors
Start Here: Compliance Office Hours
Compliance Toolkit basics
Providing annual sexual harassment prevention training and materials
Understanding conflict of interest disclosures
Board actions for New York nonprofits
Funding and vendor portals supported by ArtsPool
Understanding corporate policies
Fiscal control stopgaps: what NOT to do
Compliance Office Hours
The ArtsPool app
Getting started with tasks
Working with your task list
Searching for tasks
Commenting on a task
Adding a document to a task
Adding people to tasks
Member pages in the ArtsPool app
Tasks and privacy
Setting up a Google account
Google Drive tips and tricks
Syncing Google Drive files to your desktop
Exporting a Google Sheet to PDF
Getting started with Google Sheets
Migrating data between Google Apps accounts
Email like a boss with Gmail keyboard shortcuts
Submit tasks at lightning speed with email templates
Data security guide for members
Security on macOS
Data Security Policy
1Password account setup
1Password account management
Importing passwords into 1Password
Working with documents
Governance and other goodies
External partners and vendors
Selection of vendors, consultants, software, and tools
How to choose software
Terms of Service
What's changed: 2020 ArtsPool Service Agreement Update Summary
Dispute and Indemnity Summary
Annex A: Pricing and Billing
Annex B: Member Service Contact List
Annex C: Member Services List
Annex D: Onboarding Procedures
Annex G: Data Security Policy
Annex H: Limitations of Liability and Indemnification
Annex I: Dispute Resolution
Annex J: Improvement Process for Members not in Good Standing
Annex M: General Legal Provisions
Annex K: Termination Provisions
Annex L: Offboarding Procedures
Annex N: Defined Terms
Professional development resources
Updated by Max Dana
You can add documents to any task in the ArtsPool app if you need to share them with the task team. We often move some of these documents to Google Drive or Xero (our accounting system) for permanent safe keeping, but the app is the best place to provide them to us initially so that we can see them in the context of the work at hand. You can add documents in two ways: by uploading them directly to a task in your browser, or by responding to an email notification with a document attached.
Uploading a document directly to a task
Follow the steps below to upload a document directly to a task from your desktop or mobile web browser.
- Log into the ArtsPool app at http://app.artspool.co.
- Locate the task to which you want to add a document (either by navigating your list of open or completed tasks or by searching).
- Click on the task name.
- Click on the Documents tab.
- Drag and drop one or more files from your computer, paste files from your clipboard, or click the browse link to open the file picker. There is also a webcam option, which is handy if you are working from your phone and want to take a picture of a document with your phone's camera.
- If you need to add more files after adding the initial files, click + More.
- Click Upload.
Once a document has been uploaded, it will live on the task's document list on the Documents tab.
Notes on uploading
- Task team members don't receive notifications when a document is uploaded to an existing task, so please leave us a comment if you want to let us know.
- Upload the wrong file? Just let us know and we can remove it for you.
- If a document is very large it may "time out" while uploading. If you are unable to resize the document, just let us know via a comment and we will send you a link to a Google Drive folder where you can upload the file.
Adding a document via email
You can reply to any email notification related to a particular task with a document (or documents) and the document will be automatically uploaded to that task. How do you know if an email notification is connected to a task? If the subject line of the email begins with [ArtsPool #XXXXXX] where XXXXXX is a number, then that email is connected to task #XXXXXX (most emails like this will also include links to this task).
Selecting the document quality
When submitting image-based documents via email from a mobile device (e.g. a photo of a receipt), select medium quality if your device gives you the option to select a file size. This will keep the file size manageable while also maintaining the legibility of the document.