Deal memos

A deal memo is the short digital contract that records what you negotiated. Once the producer and the crew member have both signed it, the booking is confirmed.

How signing works

1. The producer signs and sends. Open the accepted negotiation in the project's Negotiations tab or in your Inbox and tap Review & send deal memo. If company details are missing, fill in the KVK number (8 digits), the Address and, optionally, a Signatory title, then tap Save & continue. They're saved on the project, so the next memo already has them. Answer the four ZZP questions, check the name in the signature field (it comes from your last memo on this project, otherwise from your profile) and tap Sign & send deal memo.
2. The crew member countersigns. The memo shows up in your Inbox as Deal memo received. Tap Review & sign deal memo. If the memo is missing any of your details (Legal name, City, VAT number or IBAN), fill them in and tap Save & continue to save them to your profile. On the KOR the VAT number is optional, and a memo signed without one leaves the VAT line off the PDF. Type your full legal name and tap Sign & accept.
3. The booking is confirmed.

Sending the memo cancels any other open negotiations for the same position. Countersigning cancels the crew member's other open negotiations on the same project, plus those on other projects that share a shooting day with this booking. See Ending a negotiation.

If the producer is out of crew-days, sending or countersigning is refused until they top up. Nothing in the negotiation is lost, and the memo can be signed as soon as they have. Producers: see When you run out.

You can't sign until details are complete

The sign button stays greyed out until everything on the list for your side is done. The line right above the button tells you what's still missing.

Producer, before Sign & send deal memo:

• Company details saved with Save & continue.
• All four ZZP questions answered.
• A name in the signature field.

Crew member, before Sign & accept:

• Your details saved with Save & continue: Legal name, City and IBAN, plus a VAT number unless you're on the KOR.
• Any open date change on this booking answered. Until then the memo says Answer the date change first. See Responding.
• Your full legal name typed in.

A signature needs at least 2 characters, one of them a letter.

Countersigning can also be refused while the producer is out of crew-days, see How signing works.

A frozen snapshot

The moment the producer signs and sends, the memo freezes the agreed terms: the rate (day, hourly, monthly or buyout), gear, mileage rate, work rules, dates and notes. Crew details that were still blank at that point are added when the crew member countersigns. Editing the project's rules or rates afterwards leaves a signed memo untouched, and pay is calculated from what the memo froze.

Two things keep following the project. Per diem comes from the shooting-day plan, where the producer can set it per day. A new mileage expense uses the project's current per-km rate, even though the memo shows the rate from the day it was signed.

Self-employment terms

The memo has a short ZZP TERMS section, and the producer can't send it until all four questions are answered:

1. Working hours
2. Place of work
3. Materials and facilities
4. Substitution

Each question has one answer that leaves the crew member free: they plan their own hours, choose where they work, use only their own materials, or may send a substitute. Pick anything else and a Note field opens for the reason, say a call time because the whole unit shoots at once, or a fixed location because that's where the set is. The note isn't required to send. Leave it empty, though, and the ZZP record lists it as an open point. Substitution "Only with the client's consent" is the one answer that isn't flagged without a note.

Below the questions sit two joint opt-outs from payroll-tax schemes:

• Joint opt-out, equated-persons scheme (the gelijkgestelden-regeling, which treats some contractors as if they were employed).
• Opt-out, artists scheme (art. 3bis) (the artiesten-regeling for performers). It's only offered on cast and extras/stand-in positions.

Both parties declare these together, so the two signatures on the memo date them: the producer's when sending, the crew member's when countersigning. Leave an opt-out unticked and the memo records nothing about it. The scheme then applies as the law sets it out, as far as the engagement meets its conditions, and CrewShift doesn't judge whether it does. The ZZP record lists an unticked equated-persons opt-out as missing at every check, and an unticked artists opt-out too on performer roles.

An invoice on the engagement is refused until the crew member has countersigned the memo from their Inbox. Producers: how the ZZP record uses these answers is in ZZP record.

When dates change

When a shoot date moves on a signed booking, the crew member gets a schedule change to answer. Accepting it signs the memo again as a new version with the new dates. The name field starts with the name from their profile, so they check it before signing.

While the change is open, the producer sees Awaiting re-sign on the memo, and the memo still shows the previous terms. Once there is more than one version, the memo lists them under Versions: the current one with the date it was signed, each older one with the dates it was signed and replaced. Tap View on an older version to open it read-only.

Finding a signed memo

Crew: open the project, go to Hours & pay and tap View on the Signed deal memo card. Only signed memos appear there.

Producers: open the project's Negotiations tab, pick the confirmed negotiation and tap View deal memo.

A signed memo has a Download PDF button for the sealed copy: the contract plus a certificate page that shows nothing in it has changed since it was signed. Print prints what's on screen.