Overview
After adding the worker’s Employment type & job title(s), you’ll need to add specific information about the worker’s deal.
Deal name
Identifies the primary rate for the worker
Workers can have multiple deals within a project, with the first one being their defaul rate
Start date
The worker's Start date determines when they can begin submitting timecards
Click to enter the worker’s Start date
Workers can only submit timecards for dates on or after that start date
End date (optional)
The End date is the final day that can appear on a worker’s timecard
You can click to enter the worker’s End date, but it’s not required in order to invite a worker to a project
If you are unsure of the End date, you can leave this field blank
Work locations
Under Work locations, click the checkboxes next to the project work locations where they’ll be working
This is required for all projects (both union and non-union) for tax calculations, minimum wage compliance, worker's compensation rules
To learn how to update a project’s work locations, see Project settings - Payroll
Job
In the Job section, click the fields to enter the required information about the worker’s rate(s). If the worker is classified as a loan-out, click here to see how to enable invoice-based payments.
Affiliation
Use this dropdown menu to specify which union or guild the worker belongs to for this deal
The affiliation that you select will determine the information that you’ll be prompted to add
Union workers
When setting a deal for a union worker, the following information will be added
OCC & Job title
Click the dropdown to select the job title
The Job title selected affects available wage rates
Schedule
This information will auto-populate based on the Job title selected
Department
A worker’s department determines which authorized company members need to review and approve a worker's payables
Depending on your company’s settings, you may be required to select a department that the worker will be under
To learn more, see Company settings - About organizations.
Pay
The information that you’re prompted to enter will depend on the affiliation and job title that’s been selected
Options may include:
Choosing a Negotiated rate or Scale rate
Rate name - useful when you’ll be adding multiple rates for the deal
Select a Work zone - Studio or Distant
Dollar amount per week
Hourly/Daily/Weekly dollar amounts
Hourly/Daily/Weekly hours guaranteed
To add another rate to the deal, click the + Add another rate button
Non-union workers
When setting a deal for a non-union worker, you’ll be prompted to add the following information:
Time calculations
For more information see Non-union time calculations
Job title
You can select from the options in the dropdown menu or click Manually enter a title to enter a custom job title
Department
A worker’s department determines which authorized company members need to review and approve a worker's payables
Depending on your company’s settings, you may be required to select a department that the worker will be under
To learn more, see Company settings - About organizations
Pay
After setting the Time calculations, you’ll be prompted to add information about the workers rates
Rate name - useful when you’ll be adding multiple rates for the deal
Hourly amount/Daily amount in dollars
Daily hours guaranteed - If there is no guaranteed amount, you can enter 0 for hourly-only pay
To add another rate to the deal, click the + Add another rate button
Loan-out workers
If the worker is a non-union, non-employee (for example a loan out) you’ll have the option to choose either Time based payments or Invoice based payments
When Time based payment is chosen, the worker’s pay will be based on their timecard START and END time entries
When Invoice based payment is chosen, the worker’s pay will be based on their invoice submissions which they can add using the instructions here
Chart of account coding
When Wrapbook’s Production Accounting Suite (PAS) is enabled for your company, you can pre-assign accounting/cost codes to a worker's pay items at the time of inviting them to a project
This removes the need for coding to be added during timecard review
If you don't set it at invite time (or need to change it), you can update the account codes on the worker's profile
Workers cannot see the coding details — it's only visible to authorized company team members
Notes
The Notes section of the invitation is where you can add information that is specific to the project worker’s deal.
The Notes section is optional. You don’t have to enter information in order to send the invite.
There’s a 250 character limit
The information entered into the Notes section of the project invitation will be visible:
On the worker’s profile
In the Worker deal notes smart field when added to startwork
Allowances
Under Add allowance, click the dropdown menu to select the Allowance types that will be available for the worker to submit on their timecards
The information you’re prompted to add about an allowance depends on the type selected
For each allowance type you add, you’ll be able to include a custom message that will appear alongside the allowance on the project worker’s startwork
Default codes for allowances
After selecting an allowance type, you’ll have the option to set default Account codes for it. This creates a one-to-one mapping of account codes per allowance type, per worker. These default codes are then automatically applied whenever a worker submits a payable of that type, eliminating the need for manual coding.
You can also pre-assign codes for allowances that aren’t a part of the worker’s deal. These codes will be automatically applied in cases where a worker submits an allowance outside of their deal (for example: mileage for travel)
Allowance caps
For all allowance types, you’ll have the following options to set a cap on spending:
Weekly cap - Sets the max allowance dollar amount the worker should receive in a single week. Applies to all deals. Leave blank for no limit.
Project cap - Sets the total max allowance dollar amount for the entire project across all deals