Willco onboarding
GETTING STARTED WITH WILLCO
We love to talk to you, willco users and we like to think that you love to talk with us too 😍 (yes, cheesey feelings). But we are aware that it would feel great for you to be able to do onboarding on your own, without contacting support, or at least to have the right tools to give it a try.
Here’s our checklist to make onboarding reaaaally easy for you.
Follow the steps, enjoy the way, and don’t hesitate in contacting us in case of queries, ideas, feedback, and… yes, emojis you can’t wait to share 👻
QUICK ONBOARDING CHECKLIST
1. ADD MEMBERS
You want to add some members of the Cast & Crew and Company Staff. At this point, the name and an email address are enough to start with. You can also import the crew members from previous Willco projects.
What is a member? A member is any of the participants working in your film or tv series.
How can I add a member? Super easy: Go to Credit Roll -> Crew -> New
2. INVITE USERS
After quickly introducing the basic data of a Crew Member or a Company Staff in the Credit Roll section, you are ready to actually invite the ones who will be needing Willco’s tools to become users.
What is a user? A user is a crew member invited to actively use Willco. These are the members of every department that will be in charge to use Willco’s tools. All users must be previously members.
How can I invite a user? Just follow these steps: Click on Settings -> Users -> Invite User Tip: Check next point if you want to define the user’s permissions all in one step.
More info? Visit our Help Article: Getting started with willco
3. SET UP USERS’ PERMISSIONS
You can choose between various permission levels, from the superuser's setup as Admin to the Restricted one. HOD User will have limited access to certain departments. Payroll User will be limited for hiring purposes.
How can I set up users’ permissions for my project? It will just take a further step when you are inviting a user: Settings -> Users -> Invite User -> Select User Type
Do you want more info on how to customise users’ permissions?
Can I customise user permissions?
4. ENTER THE PRODUCTION COMPANY DETAILS
Enter the details of your main production company as you will need it for further project settings.
How can I add the data from our production company? Smoothly: Credit Roll -> Companies -> New
A bit more info on how to enter the details? Visit our article: Getting started with willco
5. SET UP YOUR MAIN PRODUCTION COMPANY
Choose your main Production Company in production companies settings. You can add up to 3 companies.
How can I do this? Quick path: Project Settings -> Production Companies
6. SET UP YOUR PROJECT’S NAME
You will have a project name established already but you can change it anytime.
How do I set up my project’s name? In a snap of a finger: Settings -> Project Settings -> Project Name
7. ESTABLISH DEAL MEMOS SIGNATORY
Here you must choose the person or people who should appear as signatories on your Deal Memos.
How can I select the members that will be the Deal Memos’ signatories? Follow this path: Settings -> Project Settings -> DM signatories
I want a context article about this: Here it is: Approval Process
8. ESTABLISH THE PEOPLE SUPERVISING CREW AND CAST HIRING
Establish the Approver figure for the digital approval process of the new Cast & Crew. Remember that this person or these people, if there is more than one, must be a Crew or Company member as well as a Willco User.
How can I set the Approvers for my project? Just dive in: Settings -> Users -> Manage Users -> Approver
Discover everything you need to know about our handy approval workflow: As flexible and quick as you need, and as secure and accurate you would like Approval Process
9. DEFINE DEFAULT DATE FORMAT, CURRENCY AND NUMBERS’ FORMAT
Remember that decimal separators vary between countries. Establish here whether you use commas: 1.000,50€ (Spain) or dots:.$1,000.50 (US)
How can I set date, currency and numbers’ format? Visit: Settings -> Project Settings -> Project Locale10. CUSTOMISE THE DATA CONFIRMATION FORM AND HEADER EMAIL
10. CUSTOMISE THE DATA CONFIRMATION FORM AND HEADER EMAIL
The email that the new crew members will receive to fill or verify their personal details in Willco can be customised in Settings. Write the text of the body of the email and use the specified placeholders to fill certain details from Willco. The header of the form can be defined here as well.
How do I customise the data confirmation form? Get inspired, then just flow :D: Settings -> Project Settings -> Data confirmation form
More info? Take a quick look to: Get the crew personal details entered in willco
11. UPLOAD THE LEGAL PAPERWORK OF YOUR PROJECT
Upload the templates of your legal paperwork (contracts, NDA, etc.) using merge fields in word documents. You will find the list of the valid fields in the Templates section. We'll be happy to help you to prepare your templates!
How can I upload my paperwork? Simply go to: Settings -> Templates -> Select
More, accurate, really helpful info on templates: How to create a legal paperwork template
12. SET THE DIGITAL SIGNATURE PREFERENCES
You can select the company signatory (the person signing the contracts on behalf of the production company) and customise the header and email message that crew members will receive when signing a contract.
How can I set the preferences for digital signature? Just slide to: Settings -> Digital Signature -> Signatory & Default Text
This is it!
You are at the point of finishing Willco’s onboarding. How was that? Of course, this was just the beginning. Now comes the real work that Willco will allow you to do with smoothness, quickness and clarity. After a few time, don’t blame us if you find asking yourself: how we even did it before Willco? Probably with an extra, extra, extra amount of your great effort, that you can now turn into a quality time of work and an extra, extra, extra creative thinking.