Paperwork

Manage deal memos, NDAs, tax forms, and other production documents — assign them to crew, track completion, and store signed copies securely.

Used by:ProducerUPMProduction CoordinatorAll crew members (to complete their own forms)

How paperwork works

Studio Color handles production paperwork in three parts: templates (the forms),assignments (who needs to sign what), and completions (tracking and storing signed copies). Admins manage the first two; crew members handle the third.

Paperwork templates

Templates are the base documents — blank forms that get assigned to individual crew members. Studio Color ships with a set of system templates covering the most common production documents.

Common system templates

Deal Memo
Non-Disclosure Agreement (NDA)
W-9 (US tax form)
I-9 (Employment Eligibility Verification)
Cast Release
Location Release
Minor Performer Release
Personal Vehicle Use Agreement

Custom templates

You can upload your own production-specific templates (PDF format). Navigate toPaperwork in the sidebar and click Add Template. Give it a name, category, and optional description, then upload the blank form PDF.

Tip:Custom templates are visible only within your project. If you have standard production company documents, upload them once and reuse them across all crew assignments.

Assigning paperwork to crew

Paperwork is assigned per-crew member. Navigate to Paperwork, then to the crew member’s page, and click Assign next to the template you want them to complete.

Once assigned, the system can optionally send the crew member an email notification with a download link for the blank form. They then complete it outside the app (printing/signing or using a digital signature tool) and upload the completed version.

Bulk assignment

Some templates need to go to all crew (e.g. NDAs). You can assign a template to multiple crew members at once from the template’s management screen.

Note:If a crew member hasn’t created their account yet, you can still assign paperwork viaPending Paperwork — it will be associated with their email address and assigned to them automatically when they join the project.

Tracking completion

Each paperwork assignment moves through the following statuses:

Not Sent

Sent

Completed

Not Sent — Assigned but the notification email hasn’t been sent yet.
Sent — The crew member has been notified and the blank form is available for download.
Completed — The signed/completed document has been uploaded.

The paperwork overview page shows completion rates across all crew — useful for chasing outstanding forms before shoot day.

How crew members complete their paperwork

Crew members don’t need to navigate to the Paperwork section. Their pending forms appear directly on their My Page. From there they can:

Download the blank form PDF.
Complete and sign it (print/scan or digital signature).
Upload the completed document directly from My Page.

Once uploaded, the assignment status updates to Completed and the document is stored securely in the project.

Tip:Producers can see a full summary of outstanding paperwork from the Paperwork management section and download any completed document at any time.

Permissions

Action	Who can do it
View paperwork templates	All crew members
Create and manage templates	Admin+
Assign paperwork to crew	Admin+
Send paperwork notifications	Admin+
View all crew completions	Admin+
Download completed documents	Admin+
Upload my own completed paperwork	The crew member themselves