Media Services Mobile™: Crew User Guide

All Media Services Payroll clients receive free use of our mobile timecards technology. Available online as a web application, Media Services Mobile allows your crew members to enter work hours from anywhere. Once they submit their hours for the week, you’ll have a chance to review and approve or reject their hours and allowances. These electronic timecards are then auto-uploaded into our payroll system, so that your crew is paid perfectly every time.

For Technical Support, please contact Media Services:
Telephone: 310 471 9351 (Available M-F, 8am – 7pm PST)
Email: sws@mediaservices.com

Invitation

Your production office will coordinate, setting up your user account for Media Services Mobile. The first time you use the system, you will be emailed an invitation which includes your email address and your temporary password.

This account will be valid for all shows and positions supported by Media Services, so when you are assigned new shows, you will not receive a new email, instead these shows will automatically appear in the application when they are ready to use.

You can click on the link to open the website, or navigate to: mobile.mediaservices.com

 

If you are not already in the system, your invitation email will look like this.Invitation Email The password will be randomly generated and you will not see your contract position yet.

Logging in

Crew Portal Logging InThe following Log-In screen will appear. You will be able to log in using your email address and password which was emailed to you in your introduction email.

If you forget your password, enter your email address into the Log In field and click the Forgot Password button. Your password will be reset, and an email will be sent to you with instructions on how to log in with it.

User Settings & Setting your PIN

When you log in for the first time, you will be taken to the Terms of Use page where you can choose to accept or decline. Upon accepting, you will be routed to the User Settings page where you will be required to change your password and enter a PIN.

On the Settings screen, you can reset your password, create or reset your PIN and set a Security Question. The password is originally sent to you from Media Services, but the PIN is known by you and only you, to ensure security when electronically signing timecards. Do not share your PIN with anyone. The Security Question is there so that if you forget your PIN or password, you can call Media Services to reset it.

A PIN will be required to save the updated information and to Submit or Resubmit timecards.

Existing Users – New Show

Email Welcome Back(Existing Users - New Show)Users who are already set up for mobile timecards will be sent a “welcome back” email with a reminder of how to log in.

 

 

Submitting a Timecard

In order to submit a timecard, you will first need to go to My Timecards from the home screen. (Note: if you have not entered any hours yet, your My Timecards tab will show 0 Timecards Pending Submission. Tap there anyway.) From there, a list of your shows and positions will appear. Tap on the Show/Positions that you wish to submit time for.

Crew Portal Submitting A Timecard

Crew Portal Show overview

Once you tap on the show, you will arrive at the Weekly screen. The Weekly screen will display the current week by default. Use the arrows on the sides of the screen to navigate to different weeks. You have access to go as far back as the week that your contract started. Click on any day to enter your hours for that day.

You will either arrive to a Day screen that provides information related to a Salary or Hourly Employee, depending on the position type.

Crew Portal Salary View

Crew Portal Hourly View

Salary Employees

If you are a Salary Employee, start by clicking Select a Day Type. Day Type and Location are required to save any day. If you work for a Commercial production, you will also need to enter a Job / Episode.

If you select a Travel Day, you will automatically be credited for 8 Travel hours.

Next, choose any Episodes you worked on (if required), Location and enter any applicable allowances. Allowances included are: Box Rental, Per Diem, 2-3 Cameras, Auto Allowance, Meal Allowance, Motorcycle Rental, Wardrobe and Miscellaneous.

All allowances are recorded in units of $ per day. Any comments can also be entered. When you are finished editing your day, tap the Save icon to save the day.

Crew Portal Salary Time Entry

Crew Portal Salary Work Location

When you click Save on the day, you will be returned to the weekly screen. Here, you can find the Miles tab to enter in your Miles Allowance for the week [See Miles Entry]

Once you have entered and saved times for all the days you need to account for in the week, tap Submit on the Weekly screen. You will be asked to enter your PIN; this is your electronic signature to confirm the days and times you actually worked. You will enter your PIN and Submit. Your timecard will then go to your supervisor for approval.

Crew Portal Pin Required

 

Hourly Employees

Crew Portal Hourly ViewIf you are an hourly employee, you’ll enter in your times for Call, Wrap, Meal 1 Out, Meal 1 In, etc., and select AM or PM for each.

Click to “Select a Day Type.” A Day Type is required to save any day; if you select Worked, you are required to enter in hours.

Allowances you may select from are: Box Rental, Per Diem, 2-3 Cameras, Auto Allowance, Meal Allowance, Motorcycle Rental, Wardrobe and Miscellaneous. All allowances will be recorded in $ per day unless you are entering miles in the Miles tab [See Miles Entry].

Comments can also be entered at the bottom of the screen.

After you are finishing editing your day, tap the Save icon to save your hours for the day.

Crew Portal Travel EntryIf you select Travel Day as your day type, you will need to enter your travel hours in the corresponding popup field. Once you are finished editing the day, you can tap the Save icon – once saved, you will be returned to the Weekly screen.

Once you have entered and saved times for all the days you need to account for in the week, tap Submit on the Weekly screen. You will be asked to enter your PIN; this is your electronic signature to confirm the days and times you actually worked. You will enter your PIN and Submit. Your timecard will then go to your supervisor for approval.

Email Confirmation

Once you have submitted a timecard, you will receive an email confirmation summarizing your submitted times for the week.

Crew Portal Timecard Confirmation Email

Reviewing Previous Timecards

Crew Portal Reviewing Previous TimecardsOnce your timecard is submitted, you will be able to use the Weekly screen to go back and review any submitted timecards. You can click on the arrows to navigate to the week you want to review.

Once you reach the week you want to review, you can see the timecard report and the workflow status at the bottom of the report. This shows where your timecard is in the approval process. The timecard report will be available to view, but not to edit. If you wish to edit a timecard that was submitted, you will need to ask your supervisor to reject your timecard. Then you will be able to edit the days and resubmit.

Salaried Employees:
Crew Portal Salaried Submitted Timecard

Hourly Employees:
Crew Portal Hourly Submitted Timecard

Copy Previous Timecards

This feature allows employees to copy previously submitted timecard information to a new week. Approvers may also use this functionality to copy timecards for their crew. This will reduce the need for repetitive data entry from both crew and approvers.

Employee Copies their own Timecard
An employee can return to a week that was already submitted. Here they will see the Copy button. Once clicked, a new screen will appear with five different pay ending dates.

Crew Portal Copy Timecard Button

Crew Portal Copy To Week Ending

The Pay Ending Dates displayed are the current calendar week, one week into the future, and three previous weeks. These will always be displayed; however, only weeks that do not have timecards submitted can be selected. Once a pay ending week is selected, a confirmation message will appear:

Crew Portal Copy Complete

Once clicking OK, the screen will display the copied week, which will now need to be submitted to enter the approval process.

Crew Portal Copy Complete New Week Ending

 

Miles Entry

Employees who need to enter their miles can select the Miles tab when on the Weekly Screen. When clicking on this tab, it will bring them to the Miles screen where they can click “Add Miles” to add miles for that timecard.

Crew Portal Miles Navigation

Crew Portal Add Miles

Once on the Miles Entry Screen, you are required to enter a travel date and miles in order to save the mileage. In addition, you have the options to enter in your Start/End Destination as well as Odometer Start and Odometer End. You can enter multiple Miles entries for the same day and once saved, you can see a summary of what saved on the Miles Tab.

Crew Portal Mileage Entry

Crew Portal Mileage Overview

Resubmitting a Timecard

Email Notification

If your timecard has been rejected by your supervisor, you will need to resubmit the timecard. You will first receive a rejection notice via email, with comments as to why your timecard was rejected:

Crew Portal Your Timecards needs Attention Email

Pending Resubmission

When you log into your account, you will see the Pending Resubmission button showing how many timecards need to be resubmitted for any reason. You can tap on this button to get to the next screen, where you will see “Pending Resubmission” and the show(s) that are pending. Tap on a show to continue.

Crew Portal Pending Resubmission

Crew Portal Pending Resubmission Detail

Pending Resubmission

Once on the Pending Resubmission screen, you can see the available positions and weeks for which you need to resubmit your times. Click on one of the timecards. You will arrive at the weekly screen, where you can find the Approver’s rejection comments below.

Crew Portal Pending Resubmission Timecard View

Crew Portal Pending Resubmission Comment View

Approvers Only: Employee Time Entry, Approving & Rejecting Timecards

When timecards are submitted, they are subject to an approval process, requiring a supervisor or other staff member to approve the timecard before it is further processed. This approval process is set up for your show or for your job / episode.

The approval process is set up either by the show’s production office or by Media Services, using our web-based Showbiz Studio. Employees are assigned departments, and each department is then assigned one or two approvers.

In the following example, see that the employees working on “MEDIA SERVICES DEMO SHOW” show have been automatically assigned to the DEFAULT department, and one approver – JANET WISE – set to that DEFAULT department.

How to Approve Timecards

If you are designated as an approver, you will need to review these timecards, and decide if you want to approve or reject each. You will be able to view these timecards as soon as you log in.

Crew Portal Approver Pending Approval

Crew Portal Approver Summary View

Entering Times for an Employee

Approvers have the ability to enter time for their employees. While on the Home Screen, they will click on “My Crew” which will bring them to a list of all their employees. They can then select their desired employee and fill out the data in the same process as above. However, the approver cannot submit time for the employee; the employee will need to submit the times once entered.

Crew Portal Approver My Crew

Crew Portal My Crew List

Approver Copies Employee’s Timecard

An approver can return to a week that was already submitted for an employee. Here, they will see the copy button. Once clicked, a new screen will appear with five different pay ending dates.

Crew Portal Approver My Crew

Crew Portal My Crew List

Crew Portal M yCrew Copy Timecard

The Pay Ending Dates displayed are the current calendar week, one week into the future, and three previous weeks. These will always be displayed; however, only weeks that do not have timecards submitted can be selected.

Crew Portal My Crew Copy Pay Ending List

Once a pay ending week is selected, a confirmation message will appear: After clicking OK, the screen will display the copied week, which will now need to be submitted by the employee to enter the approval process.

Crew Portal Timecard Copy Message

In addition, the employee will receive an email that a timecard has been copied for them to review:

Needs My Attention

The pending approval button will display if there are any timecards pending your approval, and a count, per show, of how many are pending. Click each button to view the timecards for each show.

Crew Portal Approver Pending Approval

Pending Approval

Choose a show from the list and you will be presented with the Pending Approval screen, which lists all pending timecards for that show, listing the employee name, episodes (if applicable), the timecard type and number of days, plus any allowances and finally, the pay ending date.

Crew Portal Approver Summary View

Using this screen you are able to either:

  • Method 1: Review each timecard individually, and Approve or Reject each one, or
  • Method 2: Approve multiple timecards at once.

Note: You cannot reject multiple timecards at once, as each requires a Comment to be entered, specifying why it is being rejected.

Method 1: Review Each Timecard

Click each timecard button to open the details of the listing. A timecard summary will show you all of the details for that timecard, including:

  1. The Positions Details
  2. The Ins and Outs
  3. Allowances
  4. Employee Comments
  5. Workflow History

Two approver actions are available:

  1. Approve, and
  2. Reject


Approve
If you approve the contents, simply click the Approve action and you will be prompted for your PIN.

If you have not yet set your PIN, you will be asked to return to the Settings screen to create a PIN. The PIN is important in establishing your identity and is required for our electronic signatures.

Once you approve, the workflow process will continue. If there is a next approver, the timecard will route to them. Otherwise, the timecard will be automatically imported into Showbiz Studio for further processing.

Crew Portal Approver Detail APPROVE

Reject
If the timecard requires further update by the employee, you can opt to reject the timecard. When doing so, you will be prompted not only for a PIN but also for comments.

Crew Portal Approver Reject Notes

These comments will be sent back to the employee so they will know what changes are required. The employee will also then be able to resubmit after changes are made. The timecard will be returned to all approvers for re-approval.

Method 2: Approve Multiple Timecards at Once

When approving multiple timecards, you can “Select All,” timecards, or pick and choose the timecards you wish to process.

Crew Portal Approver Summary Select All

From the Pending Approval screen, click the Select button in the upper right hand corner. This will generate selection bubbles to the left of each timecard.

You can either click each timecard selector to choose, or you can click the Select All options, and all timecards for the current show will be selected.

Once you have chosen the timecards you wish to approve, click the Approve button at the bottom of the screen, and you will be prompted for your PIN. (If you have not yet set your PIN, you will be prompted to return to the Settings screen to create one). The PIN is important in establishing your identity and is required for our electronic signatures.

Once you approve, the workflow process will continue. If there is a next approver, the timecard will route to them. Otherwise the timecard will be automatically imported into Showbiz Studio for further processing.

Crew Portal Approver Summary Approve Pin

Approval Reminders

On a weekly basis, approvers will receive reminders on timecards that are pending their approval.

Crew Portal Outstanding Approvals Report