Once upon a time, there was a production coordinator named Jill. She was working on the movie Jurassic Highway and was responsible for onboarding her cast and crew.

Jill had two main documents: the Start Form and the Deal Memo.

In the old days, Jill used to print out the Start Form, fill out the fields in blue, then send the form to the crew member to fill in the fields in yellow.

(NOTE: Click on any of the pictures or gifs in this article to view them in a separate tab at a larger size).

It was similar for the Deal Memo - some fields to be filled by the crew member (yellow), and some fields that would be filled by the production office (blue).

Now Jill uses SetKeeper

She sends her Start Form and Deal Memo to SetKeeper, and they stat a video call to discuss the mapping needs. The entire process is illustrated below.


Step One: Classify

Instead of mapping each document, SetKeeper looks at the information on the documents and divides it into two categories:

  • What do you need to know about your Crew Members?

  • What do you need to tell your Crew Member?

Anything you need to know about your Crew Member will go on the Form to Fill In. Examples include:

  • personal information (first and last name, address, agent information, etc)

  • COVID-19 health declaration questions (symptoms, recent travel)

  • anything you need to know about the crew member.

Anything you need to tell your crew member will go on the Offer/Contract. Examples include:

  • rate and pay information

  • engagement dates

  • contract information

  • anything the crew member needs to know about the job and would have to find out from the production office

Jill had to think carefully about how to classify the information on the documents. For example, the Start Date may be something the crew member already knows and can tell you, but it may be something only the production office knows. Jill had to decide if she wanted to fill in the Start Date, or if she wanted to the crew member to fill it in.

Extra Information

Although it wasn't on the Start Form, Jill realizes that it would be nice to collect information about her crew's dietary restrictions or allergies. She asks SetKeeper to add this to the Form to Fill In. It won't appear on the Start Form document, but it will appear on the crew member's profile page.


Step Two: Collect

Now that Jill had all her files mapped and ready, she tested the Form to Fill In by sending it to herself:

She then opens the email and fills out her information as the crew member would see it:


Step Three: Create

Now that she'd filled in her from, SetKeeper could use the information she provided to generate her final start form document.

Jill noticed that Forename and Full name appeared on both the Start Form and the Deal Memo. This is how SetKeeper collects someone's information only once and maps it to multiple documents:

Generating the Document

During this step, all the information collected from the crew member is placed back onto the documents.

In order to generate the document, Jill selects herself from the All page and clicks on "Generate Document".

Jill can download this document from the screen that pops up, or access the document again any time from her profile page under "Generated Documents."


Some weeks after starting with SetKeeper, Jill has successfully onboarded her entire crew using her mapped documents. Once she understood the mapping process, she customized her documents and templates to get exactly the information she needed to and from her crew members. The production company was thrilled, the crew was thrilled, and everyone lived happily ever after.


Further Reading

If you have further questions, or if you'd like to learn more about how each section works, you can check out the articles below: (Coming Soon)

  • How to use the Form to Fill In feature

  • How to use the Offer/Contract feature

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