Studio+: Working With CAPS Payroll Files Overview

Check out all of our Studio+ courses in EDGE On-Demand.

 

Studio+ offers integration with CAPSPay, which gives you access to your payroll edits and invoices directly in Studio+. Moreover, you can share files such as start paperwork and timecards with your CAPS payroll coordinator.

Watch: Working With CAPS Payroll Files And Folders in Studio+

 

Understand Your Dashboard

Once you sign in to MyCast&Crew with your credentials and select Studio+ from the homepage, you'll land on your dashboard.  

Multiple-Project Dashboard 

If you have access to multiple projects in Studio+, you’ll see this view: 

• 1- My Projects: Quickly access your project files by double-clicking on a project. Alternatively, use the ‘Find Organization’ drop-down to manually navigate to your organization and its files. 

• 2 – My Favorites/Recents: Find any files you’ve favorited in this section. Click the ‘Recents’ tab to access folders with the most recent activity 

• 3 – Current/Previous Payroll: Double-click on a folder to automatically access payroll folders from the current and previous weeks. 

Single-Project Dashboard 

If you have access to one project in Studio+, you’ll have this view: 

• 1- Your project: Quickly access the folders and files within your project by double-clicking on any item. 

• 2 – My Favorites: Find any files you’ve favorited in this section. 

• 3 – Recents: Quickly access folders with the most recent activity. 

Understand Your Navigation Bar

• 1 – Clicking the Cast & Crew logo will bring you to the new unified dashboard that provides key information from across all of your Cast & Crew products.  

• 2 – Clicking the App Selector (waffle icon) will open a modal displaying all the Cast & Crew products you have access to, so that you can easily navigate across products.   

• 3 – Clicking your name on the top right will allow you to navigate to your account and profile settings, as well as to learning and help center materials.  

• 4 – Clicking the Home button will bring you to the Studio+ home page.   

• 5 – The search box will continue to have the same functionality it has today, allowing you to search for projects, folders, and files using keywords.  

• 6 – Clicking the down arrow icon will bring you to the Download Manager page where you can view the items you have downloaded in the past, and re-download them if needed.  

• 7 – Clicking the pencil icon will bring you to the MyCast&Crew Submit Adjustment form where you can send us details about any payroll adjustments you have.  

• 8 – Clicking the bell icon will open a modal where you can view your notifications and edit your notification settings.  

• 9 – Clicking the question mark icon will open a modal where you can access support materials and product announcements. 

• 10 – On the top right you will see the name of the specific Cast & Crew product you are currently viewing. There is no click functionality for this item. 

 

Navigate to a Project or Folder

By default, payroll folders are organized under their respective projects. If you need additional folders, please work with your implementation specialist to get them added. 

From your dashboard, there a few ways you can navigate to a project or folder: 

• By clicking the project or folder shown anywhere on your dashboard. This could be in the “My Projects” section, “My Favorites,” or “Current/Previous Payroll.” 

• By utilizing the Search bar at the top of the screen 

If you want to narrow your files down by organization and don’t see it listed on your dashboard, click Find Organization on the Studio+ homepage to open a browsable list of all the organizations you have access to, along with a type-ahead search box. 

Once you’ve found the organization you want to access, click it. 

1. Double-click the project folder. 
   
2. Here, you’ll see From CAPS and To CAPS folders. Double-click the From CAPS folder to see payroll files sent from CAPS. 
   

 

CAPS Folders

CAPS General Inbox

If you’ve searched for a project and don’t see the appropriate project listed, you can upload all files within the “CAPS General Inbox” folder. If needed, you can create sub-folders to organize your files.

We also recommend that you contact your payroll coordinator to make sure the project has been established in the payroll system. Keep in mind, files that need to be submitted to payroll should be uploaded under the appropriate project within the “To CAPS” folder.   

The To CAPS folder

 

The From CAPS folder

CAPS automatically uploads audit reports, invoices, payroll upload files, and custom reports to this folder for you to retrieve. These files are marked as “Added from Caps.” Though your CAPS payroll coordinator can view these files, they cannot delete them.  

The From CAPS folder includes two sub-folders: "Audits” and “Invoice” which are automatically set up by CAPS. 

When reviewing files, you can mark them as read or unread to make them easier to manage. Moreover, you can mark them individually or in groups using Bulk-Action. 

You can also print multiple files at once or individually. 

Depending on your permissions, you can choose to print the original files or watermarked files. 

 

The Completed folder

Once paperwork has been processed and is completed, it is important to move it into the Completed folder to stay organized and easily view only new documents that have been added by your payroll coordinator. Documents can be moved to the Completed folder in bulk, or individually.     

1. Click the circle to the left of the document(s) that you want to move.  
   
2. You can drag and drop a single file into the completed folder or if you’re moving multiple files at once, click  Bulk  Action in the top right.
3. In the drop-down, select Move To. 
   
   
4. Select the  Completed folder in the folder path.     
   
5. Click Move.  
6. You can view your moved files by double-clicking the Completed folder.
   

 

Using Filters to Find Your Payroll Files

Studio+ offers convenient, easy-to-use filters to help you locate your files quickly.  

Locate and click the double arrow icon '' near the top left corner of your screen. This will expand the Filters sidebar. 

The following filtering options are available: 

• Name 
• Category 
• Read/Unread 
• Date Created 
• Week Ending 

You can also filter by 'Latest Version' by toggling on this option. This will let you view only the latest version of each file that matches your filter selection. 

Some other options you have in regards to filtering: 

• Multiple filters: You can mix and match filter selections to find exactly what you're looking for 

• • For example: Search for 'Unread' files in the 'Payroll file' category 

 

Create Sub-Folders

Sub-folders can be created under the To CAPS folder and you can organize the uploaded files that you want to share with your payroll coordinator as you wish. To create sub-folders: 

1. Double-click the To CAPS folder. 
2. Click the down arrow next to To CAPS in the navigation. Select Create project/folder.
   
   
3. Add a folder name. 
4. Click Create.
   
   

 

Notifications

It is highly recommended to turn on notifications for all From CAPS folders to be notified and receive an email whenever new payroll files are uploaded to this folder.  

To enable notifications, click the 3-dot menu located to the right of a folder and click Enable Notifications. 

Likewise, you can customize individual notifications that you wish to receive by specific a category. This means you’ll be notified when files that have a certain category applied to them are uploaded, regardless of their destination folder. 

1. Click the Notification Bell icon and then click the Gear icon.  
   
2. Under “Notifications,” select which document types you’d like to receive notifications for.
   

You can see all new notifications by clicking the bell icon at the top of the page. 

 

Sharing Files

We’ve made it easier to manage the payroll workflow by providing a safe, secure environment for exchanging files with your payroll coordinator and other people added to your organization. You can share multiple files at once or individually. 

1. Select the file(s) you’d like to share. 
   
2. To share an individual file, click the 3-dot menu near the file or click Bulk-Action if you’re sharing multiple files.   
3. Select Share. 
   
4. Enter the user(s) you would like to share the document with. Keep in mind that these users should already be added to your organization before you can share files with them. Click Next. 
   
5. You have the flexibility to customize share preferences, however, you’ll be required to select an expiration date and a maximum view limit. When utilizing these preferences, users can simply click a link to access the file. The password will be sent to the user in a second shared email.   
6. You can also enter a custom message to be inserted into the shared email.
7. Click Share to finish.