Learn how to submit a new project request from the Digital Onboarding Setup Form on MyCast&Crew.
Watch: Digital Onboarding Tips & Tricks Video
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Who can submit a new project request?
Gathering the Documents You Need
Delete a project with 'Pending' or 'Template' status
To request a new project with Cast & Crew and select from our exciting suite of digital products, you’ll need to fill out a new Digital Onboarding Request Form via the MyCast&Crew portal.
If you’re only setting up payroll with Cast & Crew, the form should take less than 15 minutes to complete from start to finish.
Selecting digital products will add pages to the form, which will add more time, about 5-10 minutes for Start+ and Hours+ and less than 5 minutes for PSL+.
Working from a cloned project will speed up this process significantly. The only required field in a cloned project is the project name since it needs to be unique. However, depending on what additional changes will be made, it can take up to 5-10 additional minutes.
This can be a straightforward and easy process, and we’re here to help! Below are some tips to help you along the way.
Accessing the Form
If you’re a new Cast & Crew client, you’ll receive a welcome email that contains a link to create a new Okta account. You’ll use these credentials to sign in to MyCast&Crew to access the Project Onboarding form.
If you’re an existing client with access to MyCast&Crew, you’ll receive an email to log in to MyCast&Crew and access the Project Onboarding to submit a new project request.
Can't access the link in the email?We're sorry you are having problems getting started. This email might have been caught in your organization's security filters, which are blocking the links in the email from being accessed directly. Here are a few steps you can follow to solve the issue:
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- Try to open the email from the Web Browser.
- Make sure that the @castandcrew.com domain is part of the allowed domains (whitelisted) by you or the organization you work for. (You may need to work with your IT Department.)
- If you already have access to other Cast & Crew digital products, and can't click the "Go to MyCast&Crew" button (see example below), log in to the MyCast&Crew portal with your existing username and password.
If you're still having issues, please check out this alternative article if you can't access the registration link from the email.
Who can submit a new project request?
- Studio Executive
- Payroll Accountants
- Producer/Line Producer
Gathering the Documents You Need
The New Project Onboarding Request form questions ask for information about your studio/production and your team who will be utilizing the digital products. Depending on what you choose for your project, you may need the following information or documents as you fill out the form:
- ACH Payment Form
- COI (Certificate of Insurance)
- If you’re choosing PSL+, it’s helpful to have COA (Chart of Accounts)
Getting Help
If you need help filling out the form at any time, use these free tools:
- Utilize the Client Knowledgebase on the right side of the form to browse FAQs and additional information related to a specific question on the page.
- Hover over the question mark icon next to a question to view a “tool tip” that provides additional information.
- Click the Support tab to send a message to our support team for help.
- Click the Contact us link at the top of the page. This will open a sidebar where you can send a question to the Cast & Crew team to gain clarity about a specific question.
Project Onboarding Form Actions
To navigate to the Digital Onboarding Setup Form:
- Open the Welcome Email sent by Cast & Crew.
- Click the link to activate your account or log in to your MyCast&Crew portal if you’re an existing user.
- Click the Project Onboarding tab in the top navigation.
Project Onboarding Dashboard
To create a new project request, click the +New Project button under the navigation menu.
All project requests that have been created will be listed in the table on the Project Onboarding Dashboard.
You can review a project by status:
- Pending: A new project request has been created, but it has not been submitted yet.
- Submitted: A new project request has been submitted to the Cast & Crew setup team.
- Approved: A new project request was reviewed and approved by the Cast & Crew setup team.
- Template: a new project request has been created as a template and cannot be submitted.
Add/delete collaborators
You can add collaborators to help fill out the project request form. This can be helpful if there are multiple people that need to work together on one single project request.
To add/delete collaborators to a specific project request form:
- If you’re using a larger screen, hover over a project row and click the manage collaborators icon
- If you’re using a smaller device, click the 3-dot menu on the project row and select Manage Collaborators
- You can also add/delete collaborators while you’re working in the form by clicking the manage collaborators icon at the bottom of each page
Keep in mind that contributors will need to have an Okta account in order to be added as a collaborator to a project request.
Create a Template Project
You can create and save template projects on the Project Onboarding dashboard. Template projects will speed up the creation of new projects and help keep an organized dashboard. You’ll also see a new ‘Template’ status next to the template project.
After you click +New Project, a “Save as Template” toggle will display in Section 1 – Products and Services page. When you click the toggle On, the project will automatically convert from a ‘Pending’ project to a ‘Template’ project.
You can also select an existing project with a ‘Pending’ status to convert it into a template project.
Please note that template projects cannot be submitted. They can only be duplicated to use for future project requests.
Duplicate/clone a project
If a new project request has similar information as an existing project request, you can duplicate/clone the existing request to copy over its information.
This will allow you to quickly fill out the digital onboarding form since a new unique project name is the only required field for duplicated projects. You’ll still be able to modify the project information. To do this:
- If you’re using a larger screen, hover over a project row and click the duplicate project icon
- If you’re using a smaller device, click the 3-dot menu on the project row and select Duplicate Project
Track history changes
Any changes made in the setup form can be easily viewed by clicking the clock icon at the bottom of each page. This can be helpful if you have contributors—you can see what changes have been made by different users on the form.
Download a PDF copy
You can download a PDF copy of any project request that you’ve created, regardless of what status it’s in. Simply click the download icon on the project row to download a PDF copy.
Delete a project with 'Pending' or 'Template' status
You can delete projects that have a ‘Pending’ or ‘Template’ status only. This can help keep an accurate and organized list of projects on your dashboard.
Click the 3-dot menu to the right of the row and select Delete project.
If you want to proceed with the deletion, click Confirm Deletion in the next window.
Need to make changes?
After you complete the form, you can make changes by submitting a revision/change. You can:
- Attach additional documents for the submitted project
- Modify existing information submitted or add new information
Once you make your changes, you can submit them by:
- If you’re making a simple change on a single page, you can click the Save changes button located at the bottom of the page.
- If you’re making many changes on multiple pages, click the Submit revision request button at the end of the form.
- Your revisions will be sent to our Setup team. You’ll receive a success message and an email confirmation that will outline your revision request with a ticket number that you can reference.