How is the hiring process at Willco?

To guarantee accurate deals done under time pressure, Willco has designed its own hiring workflow. 

Usually, the parties involved are the Cast or Crew member, the Production company and the Payroll company. 

These are the easy steps to hire a professional for your project: 

1. Introducing the employees’ data

If you are hiring new employees, you will just need to introduce their basic data (name and email) and mark the right status for their deal  (Pencilled, Proposed, Approved). You can go to the Credit Roll section and press the New button to start.

The employees will receive a data confirmation email that will lead them to the data confirmation form. 

If you want to customise this email, you can do it in the Project Settings. Take advantage of this feature and add a Data Protection disclaimer to comply with the new GDPR regulation.

In the data confirmation form, the Cast or Crew members can fill all their personal details, answer simple queries, such as whether they want or not a medical exam or upload a picture for their ID Badges and other scanned documents.

The fields of this form can be customised, omitted or set as compulsory. To do so just drop us a line to support@Willco.app and we will help you in shaping your form.

Something very useful is that the data confirmation form will show in the language that the user’s web browser is set up.

PRO TIPS:

1. Team members (along with actors and providers) may be imported from previous projects (if you were an Admin user in those projects) or from Excel databases of your own.
2. Data confirmation form for Cast members can be sent to their Managers, Agents or Assistants, you just need to add their contact info in the Supporting Staff section of a Cast member page.

2. Introducing the deal data and exporting Deal Memos

You have the data confirmation form completed and an agreement with the Cast or Crew member.

Now you can fill in the specific contractual details  (working dates, salary and other) and export the Deal Memos*. 

Once filled, the Deal Memos are ready for the approval. Users set as “Approvers” in your project should revise and sign the Deal Memos. This approval process is a communication between Production Managers, Coordinators, Payroll Clerks and the UPMs, Line Producers and Financial Controllers that can not only approve a new deal, but also add a comment or decline it.

DON'T MISS OUR BULK EDIT FOR DEALS: you can enter the contractual details of a group of employees (whether they are five, fifty or five hundred) at the same time. This feature saves an incredible amount of time, especially if you want to hire background artists or daily labourers, allowing the team to generate dozens of deals in just one step.

3. Crew start

The status is changed to Deal Memo Signed when the deal is approved and all the necessary details completed.

That’s the starting signal for the Payroll Company, that can now jump on the scene and activate the Crew start, complying with the necessary administrative formalities. The Company Payroll status button clearly identifies whether the employee is hired, whether their contract has been terminated or whether the hiring process is pending completion.

IMPORTANT:

* If the Payroll company is an active Willco user, they will manage all the information inside Willco, being able to filter the deals by range dates and change the correspondent statuses.

* If the Payroll company is not an active Willco user, they can generate a list with all the necessary details to be sent by email. Just filter the results by dates or status, check the boxes to select the crew or cast members, and choose the Payroll Company custom list (excel) from the Outputs button.

Please be advised that professionals with previous contracts will have several Statuses, one for each deal, past or present.

Though, when you look at the Cast and Crew members' list, only dates of present or future deals will be shown to make it clearer at a glance:

After the legal procedures are fulfilled by the Payroll Company, the status should be changed to Confirmed by Payroll Company. This can be done individually for each employee or in bulk through the Edit button.

If you want to be sure that all the Crew members you want have been started, just filter by dates and confirm the status of all the employees. You can also check this on the Dashboard.

4. Contracts issuing and signature

This usually would be a moment to issue the contracts and send them for the employees’ signature. To do so, you must previously upload your templates in Willco’s Settings section. Select the crew members you’d like to issue contracts for, and choose the proper document from the Legal Paperwork section of the Output button.

You can omit this step by sending a signature request, having the contracts sent straight to the employees for their signature via the certified digital signature platform - DropboxSign, embedded in Willco

After the contracts are signed the status should be changed to Contract Signed, and finally set as Complete when all the paperwork is signed and filed. The payroll status will be changed to Finished when the contract is ended

* The Deal memo is a short document, that states the basic terms between the employee and the production company before the formal contract is signed.