Welcome to the Casting Collective’s Paperless Payments system. Using this system you can manage your artistes as they sign-in and out on the day, add meal, travel and other supplements as well as view and download reports and push days to your accounts team to approve.
The system takes the hard work out of managing artistes by calculating payments for you and allowing you to easily add, amend or remove line items for artistes before the artiste arrives on set, while they are on set or even after they have left. Overall, the Paperless Payments system will save you and your team time and we hope stress compared to using paper chits.
This page is to give you a high-level introduction to how things work. For more detailed information about specific parts of the system please refer to the other sections and questions.
The process
A typical workday will always go through the following stages
Before the day but after the artistes arriving have been confirmed by your booker - the day will be pushed up to Paperless. This is referred to as a “Pending” day. Generally, the day will be pushed up the afternoon or night before it occurs, however, it is possible to have multiple pending days within Paperless. When a day is in the pending status - you can start adding rates.
On the day in question - you can “Open” the day. Once a day is open you can then sign artistes in and out and monitor the progress of the day. You can use parts of the system offline for the open day so it’s possible to continue to sign people in and out while your internet is patchy or non-existent. It’s important to note that It is only possible to have one day open at a time.
Once you have completed the day and all artistes have been signed out or been accounted for you can “close sign out”. Once the day is closed it will appear within the reports section and from here you can continue to modify payments if needed as well as view and download reports. This day will be marked with a status of “Unsent” - which means you haven’t yet sent it through to your accounts team. From closing the day you will have 24 hours to make any required modifications before the artiste is sent a summary of their payment via email or if you choose to send to accounts before 24 hours they will be notified at the point you send the day to accounts.
Once you send the day to accounts the day in question is out of your hands and you cannot make any more changes. The day gets passed to your accounts team for approval. The status of the day will update in your reports section as they process the day from “With accounts” to “Approved”. When a day is approved by your accounts team it gets passed to the Casting Collective to be invoiced.
In summary, all days will go through this process from:
“Pending” to
“Open” to
“Closed and unsent” to
“Closed and With Accounts” and finally
“Closed and Approved”
Getting help
Through-out the system you’ll see the “question mark” symbol near the top-right of your screen. Clicking this will bring up context-dependent help information. Each screen has helpful information for what you are viewing and the actions you are taking. You will also see a button for “More help and FAQs” where we have added various help topics for the system. You will also see a button for “Talk to us” - this is an online messenger where you can ask the team any questions. Alternatively, of course, please do speak to your booker directly by phone or email if you have any questions or concerns.
Introductory video
Below is an introductory video to the entire system. You can also see this video broken up into sections here