02 · Crew hires
From “we’re booking them” to “payroll has them”, without the email chain.
When a production books new crew or a vendor, someone has to tell payroll, the producers and accounting, and then find out whether it happened. BacklotHub turns that into one form and one status. Payroll confirms from a link in their email, with no account to set up.
Who uses it most: Line producers, production accountants and the payroll company you work with.
What’s included
One form for new crew and vendors
Add up to 20 crew and 10 vendors per submission, with positions, dates and rates, tied to one or more productions.
Matched against your roster
People you have hired before are recognised, and the rates you already have on file sit next to the new booking.
Payroll confirms without a login
Your payroll contact gets an email with a signed, time-limited link and confirms enrolment in one step. They do not need an account.
Status everyone can see
Each hire moves from New to Payroll started to Cleared, or Cancelled. Staff add notes and link the hire to its productions, and the original submission stays read-only.
Onboarding and offboarding checklists
Start and end dates, paperwork and system access are tracked on checklists, and named approvers sign off from their notifications.
How it runs on a real week
Step 1
A coordinator fills in the hire form for the week’s new bookings.
Step 2
Payroll, producers and accounting each get the email they need.
Step 3
Payroll taps the link to confirm enrolment.
Step 4
The hire shows Cleared, attached to its production.
See it with your own shows in mind.
A 30-minute walkthrough with someone who has run a production office. Bring your messiest spreadsheet.