Welcome to Setpad! An online application that simplifies your life in production and that will help you fill in and calculate your timesheets simply and efficiently.
The steps to start your production
- Create your access
- Create a new production
- Enter the information in Project Management
- Choose my plan (Independent, Premium, Pro)
- Naming collaborators and permissions (Plan Pro)
- Create or import a Role Chart in Team Roster
- Enter key production dates in Production Schedule
- Starting contracts
Create your access
Since Setpad is an online application, the first thing to do is to create a username (email) and password by going to setpad.ca
If you received an invitation from the production to join a project in Setpad, just follow the invitation link and select your project by clicking on “Create or choose a production”
Create a new production
If you need to create a new project in Setpad, first make sure you log in with the correct user/email account and click on “Create or choose a production”
There are more than a dozen collective agreements included in Setpad for AQTIS, CQGCR (DGC) and non-unionized members, be sure to choose the one that’s right for you. Then fill in the boxes relating to the production address (invoice address) then save.
The “acronym” is the initial of the project name.
The “meal item #” is the code for the caterer if it is taxable.
The “Representative” is the person who signs the contracts and their email address.
Choose my plan
There are three plans for using Setpad
- Independent plan (free mode, single user, up to 10 contracts)
- Premium plan (solo mode, single user, unlimited contracts/timesheets)
- Plan Pro (collaborative mode, multiple users at the same time, unlimited contracts/timesheets)
To apply the plan to your project, you must first create your project in Setpad. Then contact us at email@example.com or your trainer to obtain a validation code/coupon. Once the code is obtained, click “Go Premium or Pro” in the Project Management tab. You will be directed to Prices and Options. Choose your plan and make sure your selected project is the correct one, then click on “Choose this plan”. A field to enter your validation code/coupon will appear by clicking on the Setpad logo.
Naming your collaborators and their permissions
The Pro plan offers collaborative use of the application. This allows multiple users to work in the app at the same time. For example, coordination could enter contracts, while logistics enters set hours, production management approves timesheets using Setpad and accounting refers to them to produce payroll.
You can name up to 10 collaborators in Setpad and, for each one, give them different accesses or permissions. The person who starts the project, as well as accountants and production management can invite employees and grant them access. That is to say: who can see the financial information in the contracts, who can see the calculated time sheets and this for all the teams, only on set or only off set.
Create or import your function charter
When starting your project in Setpad, it is mandatory to enter a function charter. These are the accounting codes for each function of the departments.
Setpad gives you three choices:
- Copy the model chart (the generic Telefilm chart which contains more than 300 functions)
- Copy a charter from an existing production (ideal when doing several projects with Setpad and want to keep the same charter from one production to another)
- Start from an empty chart (ideal when you want to create your own chart and then copy it to your next projects in Setpad)
Each of the charters can be modified according to needs. You can also include THMs (minimum hourly rate) or FQMs (minimum daily rate)
Enter the main dates of your production
In order to produce timesheets, you must first go to the Production Schedule tab and enter the main production start dates, the first Sunday of preparation, the first and last day of shooting and the approximate end date of your project.
You can also enter a “Normal week” for the set (if for example you shoot only 4 days a week or from Sunday to Thursday), as well as for the Sets, Costumes and Production departments off set. Otherwise, leave it Monday through Friday.
You can also automate hours to speed up the entry of hours on off-set crew timesheets for the Sets, Costumes, or Production departments in the “Normal Day” section. All times entered in this section are general and can be changed individually in technician timesheets.
Once this information is entered, click on “Create production schedule”
Setpad will create a Tray Calendar and Timetable. This schedule is weekly and you can always change it by clicking on “add weeks to schedule”
In the Calendar and Set Schedule you will see that prep days have a ‘P’, shoot days are numbered and wrap days have a ‘W’.
You can extend the week by simply clicking on the “+” next to the date (first Sunday of the week) of each week.
***It is important to indicate, as soon as the schedule is created, the paid holidays so that Setpad can make the appropriate calculations. ***
You are now ready to enter your contracts into Setpad. Go to the “Team Roster” tab and click on “New Contract”. It is a question of filling in the boxes of the part “personal information” and continuing with all the details of the contract.
You should know that Setpad works “by contract” which means that the application calculates according to the terms of one contract at a time. So, if you have terms of engagement or you have negotiated different agreements, for example in “preparation” different from those in “filming”, you will have to make two contracts in Setpad. A “preparation” contract and a “shooting” contract.
The boxes in red are mandatory to create a contract.
The small flashing “i”s indicate the boxes to be filled in for the contract to be “complete”. Once the contract is complete, Setpad has all the elements to correctly calculate timesheets.
Tools and indicators for contracts
Several tools exist in the Team list tab to allow you to follow up on your contracts and timesheets: Check (verification of data entered in the contract), Allwns (Allocation follow-up), Crew (Crew list and generate contracts for the whole team), Model (set cost model), History (history of timesheets sent via Setpad for each technician).
Setpad generates documents, but it is not possible to upload them into the application. However, you can indicate which contracts have been signed directly at the bottom of each technician’s file. Contracts that will be indicated as signed will appear in green and will be easily visible in the application.