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
Updated by Jessica Bathurst
Thank you for your interest in ArtsPool! The purpose of this article is to provide transparency about ArtsPool's criteria and process for selecting for new members. Please feel free to contact us at firstname.lastname@example.org with any questions.
Considerations for membership
When evaluating prospective members, we consider the following factors:
- The organization's alignment with ArtsPool's values.
- Whether the organization is led by BIPOC or people with disabilities, or primarily serves one of those constituencies, in order to ensure equitable representation within the cooperative.
- The organization's status as a 501(c)(3) nonprofit organization and its geographic location. Our services are currently limited to nonprofits located in New York State. If you are located outside of New York State we would still like to hear from you as there might be ways to partner with funders in your area to expand our service.
- The organization's budget size, complexity, and urgency of need.
- Whether there would be any particular challenges integrating the organization's operations into ArtsPool's systems.
- ArtsPool's capacity to onboard new members at the time of inquiry, based on the balance of current members to staff.
ArtsPool offers services in three core areas: Financial Maintenance, Financial Operations, and Workforce Administration.
Our full service offering includes all three of these services and provides the most integrated and efficient experience, but we also offer two other combinations for organizations with different needs.
- Financial Operations + Financial Maintenance only: ideal for organizations who have their payroll and workforce administration with a PEO or manage it internally.
- Financial Maintenance + Workforce Administration only: ideal for organization who prefer to manage their organization budget, grant budgets and reports, and audit internally.
For more on our specific services, see What ArtsPool does: an overview.
Prospective member review process
Joining the ArtsPool cooperative is a commitment that requires investment of time and resources on both sides. Before joining the cooperative, we use the following process to ensure that both you and ArtsPool have ample opportunity to get to know one another and ensure it is a good fit. The full process can take up to several months, depending on how long it takes to schedule each step.
- Discovery call
After receiving your inquiry submission, we will schedule an initial phone call to discuss your interest in ArtsPool and assess fit.
- Information submission
We will send you a form to complete with details about your financial operations and current workforce. This helps us understand the complexity of your operations so that we can provide you with a quote and plan for how we would onboard your organization into ArtsPool's systems.
- Materials review
We will review your submitted information and develop a quote for the service packages that you are interested in.ArtsPool is here to help, not to judge. We ask for this detailed information so that we can help you adjust to membership at ArtsPool, and to start off our relationship with mutual transparency and accountability.
- Membership Overview Meeting
The Membership Overview Meeting is a two-hour presentation delivered by ArtsPool's Member Development Team. It's designed to give your organization's employees and board members an opportunity to learn more about ArtsPool's services and the responsibilities of being a member in the cooperative.
- Contract review and signature
You will receive template contracts to review and have approved by your board. We strongly encourage having an attorney review this contract before signing.We find that contract review nearly always takes longer than anticipated - be sure to leave plenty of time for your board and any relevant stakeholders to review these documents and ask questions, which we are happy to help with.
- Membership approval
Concurrently with contract review, ArtsPool's management personnel will review the prospective member's candidacy and formally approve membership based on the criteria above.
- Onboarding and start of services
Once contracts are signed, we can set an onboarding kickoff date and a services start date. It usually takes us about six weeks to convert your books, budget, and payroll to ArtsPool's systems before we can fully take over management of those systems (bear in mind this timing may vary depending on the complexity of your organization's conversion). During the onboarding period you will need to maintain your legacy providers, and be available to answer questions to support the onboarding process.
Please don't hesitate to contact your main contact at ArtsPool, or email@example.com.