How staff members work
A staff member is a person you send on jobs, not a Filmo user: they reach an order through a Crew service, and absences decide when they're free.
People with the «Crew» permission. In view mode they can open the list, each record and the absences; edit mode also lets them create, change and delete staff members.
Every operational account includes Staff, with no add-on to buy. The record's «Relations» tab needs the Custom fields add-on, incidents in «Assignments» need the Maintenance add-on, and needs the .
A wedding takes more than equipment. For the Landmark Venues wedding, someone has to raise the three large 33 × 49 ft frame tents, set out 120 Chiavari chairs and 12 round tables, drive the truck and stay on site during the event. Those people may be on your payroll, self-employed riggers you call in for the weekend, or technicians another company sends you.
In Filmo, each of them is a staff member, kept under «Crew» → «Crew members». The record holds their contact details, the kind of relationship they have with your company, their contract and bank details, their absences and every job they've worked on.
A staff member isn't a Filmo user
The record describes the person as someone you can send on a job. Logging in to Filmo is something else: account users and their roles live in «Settings» → «Team and security». Many of your crew never log in. When someone needs to, you give their record , which invites them as a user. See Give a staff member access to Filmo.
How a person gets on an order
You don't add Alex Rivera to the order as a priced line, the way you add the tents. You add a «Crew» service, such as “Tent rigging” charged by the hour, and assign Alex to it. The service sets what the client pays and what the work costs you.
- The record's aren't applied to orders: the price comes from the service. See Staff rates and costs.
- The person's type decides whether the cost of that service counts as internal or external in the order's profitability.
- You can also assign people to tasks, to (jobs the company does for itself) and from the Planner.
How to put someone on a job is explained in Assign staff and vehicles to a service.
Availability comes from absences
A person has no active or inactive status. What stops Filmo from assigning them is an you record: a vacation, sick leave, training or a fixed weekly schedule. Two jobs at the same time don't block each other; the Planner only warns you. See How staff availability works.
Staff types: employee, freelancer and contractor
Each staff member has a «Type», chosen when you create them and changed later in «General Information».
| Type | What Filmo says | Contract fields | Cost on an order |
|---|---|---|---|
| Employee (default) | “Internal employee with a fixed contract” | Contract type, hours per week, contract start date | Internal |
| Freelancer | “Self-employed professional hired per project” | Billing company, NIF/CIF, CUIT | External |
| Contractor | “External worker provided by another company” | The same as Freelancer | External |
If at least one person assigned to a service isn't an Employee, the whole cost of that service counts as external in Order profitability; if they're all employees, it counts as internal. The type doesn't create payroll, supplier invoices or tax obligations. In Campus accounts, Contractor is shown as «Instructor».
Note: If your team uses Filmo in Spanish, the names cross over: Freelancer is «Autónomo» and Contractor is «Freelancer».
Where to do each task
| You want to | Where | How |
|---|---|---|
| Add a staff member | «Crew» → «Crew members» → «Create staff member» | Add a staff member |
| Fill in contact details and addresses | The record → «Summary» | Add a staff member |
| Create or change many people from a file | «⋯» → «Import» or «Update» | Add a staff member |
| Record contract and bank details | The «Contract and billing» card | Staff contract and billing details |
| Understand what a person costs and charges | The «Rates» card and the service | Staff rates and costs |
| Let them log in to Filmo | «Platform access» → «Grant access» | Give a staff member access to Filmo |
| Record a vacation or a weekly schedule | «Staff availability» → «Add period» | Add an absence for a staff member |
| See what they're working on | «Staff availability», «Service history», «Assignments» | Add an absence for a staff member |
| Put them on a job | The order → a «Crew» service | Assign staff and vehicles to a service |
| Find out why they can't be assigned | The service line or the Planner | Why can't I assign a staff member or vehicle? |
| Assign people on a timeline | The Planner | Assign staff and vehicles in the planner |
| See everyone's schedule | «Crew» → «Calendar» | See staff and vehicle schedules |
| Set someone aside or remove them | «Show in planner», or «⋯» → «Delete» | Delete a staff member |
| Give colleagues access to Staff | The «Crew» permission | Roles and permissions |
«Crew» → «Services» shows the service catalog filtered to «Crew» services. It also needs the «Services» permission: without it, the page says you don't have access.
Good to know
- Specialties such as “rigging” or “driver” are tags. A service can ask for tags, but Filmo doesn't check who you assign.
- «Driving license» is a field and a list filter. Filmo doesn't stop you from putting someone without it on a vehicle.
- Staff members don't appear in the , the web catalog or the Campus app.
- A person who sends you invoices also needs a contact in Contacts. The two records aren't linked.
- You can ask to find, create and edit staff members and their absences. It can't delete them or give them access.
Up next
Add your first person: Add a staff member.