Studio+ for CAPS

Studio+: Working With CAPS Payroll Files Overview

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. 

 

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

Navigate to a Project

CAPS Folders

> CAPS General Inbox

> The To CAPS folder

> The From CAPS folder

> The Completed folder

Using Filters to Find your Payroll Files

Create Sub-Folders

Notifications

Sharing Files


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

Navigate to a Project

Once you sign in to MyCast&Crew with your credentials and select Studio+ from the homepage, you will need to navigate to a project to view payroll files. By default, Cast & Crew folders exist at the project level. 

Projects can be found by navigating through Studio+ or by utilizing the search bar at the top of the screen. ​ 

To navigate to a project: 

  1. Click Home in the top navigation bar and select your organization. 
  2. Double-click the project folder. 
  3. 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

If you joined Studio+ after March 3rd, 2023, you will not see the “Employee Starts” and “Payroll Submissions” folders under the To CAPS folder. Instead, you can create your own sub-folders under the To CAPS folder and you can organize the uploaded files that you want to share with your payroll coordinator as you wish. Learn how to create folders here. 

If you joined Studio+ prior to March 3rd, 2023, CAPS will automatically set up the “Employee Starts” and “Payroll Submissions” folders for you. Use these folders to upload your start documents, timecards, and revisions that you want to share with your payroll coordinator. Your coordinator can view, print, and move these files, but they cannot delete them. 

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

Note: This option is only available for users who joined Studio+ after March 3, 2023. If you joined prior to this date, you will continue uploading your files under the "Employee Starts" and "Payroll Submissions" 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.
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  3. Add a folder name. 
  4. Click Create.
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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. 

💡Pro Tip: There is a feature to bulk-enable notifications automatically on all “From” folders. This ensures you are notified whenever payroll uploads a file for you to review. To activate this setting, contact studioplus.support@castandcrew.com. Right now, in Studio+ you can only disable notifications on a per-folder basis; bulk disabling is not available. 

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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. 

Note: If you have turned on folder-level notifications that conflict with a category-enabled notification, the folder-level notification will control the notifications you receive and you will receive notifications regardless of category assigned to files that are uploaded under that folder. If you’d like to receive notifications by category only, you can always disable the folder-level notification.    

  1. Click your name in the top-right corner of the screen and select  Edit User Settings.  
  2. Under “Notifications,” select which document types you’d like to receive notifications for.
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You can see all new notifications by clicking the bell icon at the top of the page. 

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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. 
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  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
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  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.   
    1. You can also enter a custom message to be inserted into the shared email.
    2. Click Share to finish.
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