Becoming a member
Guide for members
What ArtsPool does
What ArtsPool does: an overview
Financial Maintenance services
Financial Operations services
Workforce Administration services
Requesting changes to ArtsPool's scope of services
ArtsPool: an introduction
Training quick links
Requesting work from ArtsPool
Suggested titles, descriptions, and content for tasks
Requesting digital signature processing for a document
Share important events or deadlines with ArtsPool's calendar
Membership communication guide
New hire onboarding
Submitting a new hire task in the ArtsPool app
Guidance on creating offer letters
Employee benefits data management
Upload Proof of Vaccination
Employee Payroll Setup: A to Z Guide
Paying Employees and Approving Payroll
Processing per diem
ArtsPool Retirement Plan
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
Changing your name with ArtsPool
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
BeyondPay: approve time entries
Homescreen: Understanding Employee Management
Submitting and approving employee time off requests
Uploading and downloading an employee document in BeyondPay
Payroll FAQs - a troubleshooting guide
Downloading Pay Statements
Submit time off request in the ArtsPool app
BeyondPay mobile app
Download W2 from payroll
Paying independent contractors
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
COVID-19 Workforce Administration Reference Materials
The ArtsPool app
Managing your ArtsPool app user account
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 champ with Gmail keyboard shortcuts
Submit tasks at lightning speed with email templates
Creating a Gmail filter
Adding a forwarding address to Gmail
Data security guide for members
Security on macOS
Data Security Policy
1Password account setup
1Password account management
Importing passwords into 1Password
Additional 1Password accounts for members
Other technology resources
Working with documents
Governance and other goodies
Summary of changes to Terms of Service
What's changed: 2020 ArtsPool Service Agreement Update Summary
What's changed: 2024 Terms of Service Update Summary
Terms of Service
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 E: Operating Agreement
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
External partners and vendors
Guidelines for a Successful ArtsPool-Auditor Partnership
Selection of vendors, consultants, software, and tools
How to choose software
Professional development resources
ArtsPool Operations Manual
Table of Contents
Updated by Max Dana
Below are a few articles that we find are most helpful when getting up to speed on working with ArtsPool. For a cornucopia of other articles, you can also have new employees explore the Guide for Members and Technology sections of the Help Center.
ArtsPool: an introduction - An introduction to ArtsPool and our team structure.
What ArtsPool does: an overview - Includes links to detailed articles on what we handle in the areas of finance, workforce administration, and compliance.
Membership communication guide - Some tips on how to communicate with your ArtsPool team effectively.
How to be a member in good standing - A guide created by our Governance Committees to ensure that we have a shared set of standards within the cooperative.
The ArtsPool app
The ArtsPool app - This is where you can log in to submit requests or see open or completed tasks.
ArtsPool app basics - The ArtsPool app is a web-based task management application that we use to stay on top of requests from members. This guide covers the most essential features.
New task form - Use this form when submitting most tasks.
New hire form - Use this form when submitting new hires.
New grant form - Use this form when submitting a request for a grant application or grant report budget (or other supporting financial information).
Requesting work from ArtsPool - How to ask us to do something for you using the ArtsPool app.
Suggested titles, descriptions, and content for tasks - Using a good task title helps us stay organized.
Data security guide for members - A guide that outlines good security practices, based off of ArtsPool's own internal data security guide. We don't require that you implement these practices, but we encourage members to use it when evaluating their own security.
1Password basics - An overview of the password manager that we use to collaborate with members.
1Password account management - How to change your password, email, etc.
Other things to remember
Your "magic" email address is [Member handle]@members.artspool.co. This address is also known as the "application address" can be found on your member page in the ArtsPool app. This address will create a new task any time you send it an email (unless you are replying to a notification related to an existing task). Avoid using it as a cc: on email chains because that will create a lot of redundant tasks; just ask us via a task comment to add the team member to the task.
Add your magic email address, firstname.lastname@example.org, and email@example.com to your contacts. This will help ensure that our email notifications don't end up in your junk mail folder.
Be sure not to email sensitive information (i.e. passwords or social security numbers). Use our password manager or contact your ArtsPool team member about the best way to get us the information.
ArtsPool Help Center - a guide for members with detailed information on how we work with members.
If you need technical support with any of ArtsPool's systems, please feel free to reach out to firstname.lastname@example.org. If you have questions about specific processes, please contact a member of your ArtsPool service team for assistance.