Glossary

Each term links to the article that explains it in full. Labels in bold are the ones you see in the app.

Hiring & deals

Position: A role to fill on a project: a department plus a job title.
Negotiation: The thread of offers between the producer and one crew member.
Offer / counter: A proposed set of terms. A counter replaces the previous offer and hands the turn back.
Rate request: An offer without a number. The crew member names their price first.
Recommended: An approver with Team forming has put someone forward for a position. The producer still sends the offer.
Open offer: In crew search: the person has an open offer from another production on some of your dates.
Awaiting signature: On My projects: a job the crew member has accepted but not signed yet. On a position: the deal memo is out and the crew member still has to sign it.
Info package: The producer's overview of the production, for crew deciding whether to take the job.
Deal memo: The digital contract both sides sign to confirm a booking.
Terms snapshot: The agreed terms as they were frozen into the deal memo when the producer signed and sent it.

Schedule & time

Project status: Planning until the first production day, Active through the last one and Wrapped after it. The schedule sets these. You set Completed and Cancelled yourself.
Day type: Shooting ●, prep ◆, wrap ■, travel ▲ or office day □.
Day letter: A letter A–Z that tells days on the same date apart, as in Day 14 and Day 14B.
Day length: Full day, Half day or Hourly, on shooting days. Set on the day, or for one department or crew member.
Call time: When the working day starts on the schedule. Clock-in opens 4 hours before it.
Lunch: Running lunch or French hours means no sit-down break. Overtime then starts after the shorter continuous base.
Time entry / timesheet: One working day's record (hours, breaks, expenses) that goes through approval and onto an invoice.
Actual wrap: When the unit really wrapped, set by the producer or a Timesheet approver. Crew can match their clock-out to it.
Office day check-in: One tap (Check in) on an office day. It records that you were there, with no hours.
Missed day: A scheduled day from the last 14 days with nothing logged. Add it with Log a missed day.
Proposed change: A suggested new clock-in or clock-out on a submitted day, from an approver or from the crew member. The other side accepts, counters or declines it.
Released: Taken off one day while the day goes ahead for everyone else. Short notice can earn a late-cancellation fee.
Reinstated: A cancelled day put back with Reinstate day. Its fees and fee invoices are cancelled, unless already paid or booked in the crew member's bookkeeping.
Main: The live plan. Hours, negotiations and the approval chain always work from Main, whichever scenario you have open.
Scenario: A copy of Main you can change and cost out without touching the live plan.
Promote: Promote → Main writes a scenario onto the live plan. You choose which groups of changes go across.

Approvals

Approval chain: Who signs off whose hours and invoices, and in what order.
Approver: Someone in the chain who reviews timesheets or invoices for their departments.
Approval duties: Timesheet and Finance. Submitted items wait in this person's Inbox until they approve.
Additional rights: Team forming, Planning and Accounting. They unlock actions, and nothing ever waits on them.
Scope: The departments an approver covers. Hours and invoices from crew outside the chain go to the lowest approver who holds their department and has the duty for it (Timesheet or Finance). If there is none, they go to the producer.
Production office: The band directly under the producer for whole-team roles, such as a bookkeeper. Additional rights only.
Co-producer: Another producer with full access to your project, final sign-off included.
Off-plan: A timesheet whose hours run further from the scheduled call-to-wrap than the project's thresholds allow.
Passed on: Hours an approver has approved and sent up to the next level. They aren't final yet.

Statuses

The status labels on timesheets and invoices, as the app shows them.

Timesheets

Active: You're clocked in and the day is running.
Draft: Clocked out but not submitted yet. It reaches no approver until you tap Submit.
Submitted: Sent in and on its way up the approval chain.
Verified: The producer approved it once, but it isn't final yet. Tap Approve to make it final.
Approved: Final. The day is ready to invoice.
Logged: A day on a personal project. Nobody approves it, so it's ready to invoice.
Changes requested: A change to the times is open on the day and waits for an answer from the other side.
Invoiced: The day is on an invoice.

Invoices

Invoice draft: Generated but not submitted. You can still edit the expenses.
Invoice changes requested: The producer sent it back. Check it and submit it again.
Awaiting approval: Submitted and on its way to the producer, through any Finance approvers.
Invoice approved: Final and issued. It's on the producer's to-pay list.
Invoice overdue: Approved, and the due date (30 days after the invoice date) has passed.
Paid, confirm receipt / Paid, awaiting confirmation: The producer, or an approver with Accounting, marked it paid. The crew member sees Paid, confirm receipt and still confirms the money arrived. Everyone else sees Paid, awaiting confirmation.
Invoice paid: The crew member confirmed the payment, or their bookkeeping registered it.
Invoice cancelled: No longer due, for example a late-cancellation fee after the day was reinstated.
Fee ready to send: A late-cancellation fee invoice waiting for the crew member to send it.

Pay

Day rate: The agreed pay for a full working day.
Hourly rate: Pay per hour. Agreed on an hourly deal, otherwise the day rate ÷ base hours.
Pay model: How a day is paid: Daily + overtime, Flat per day, Hourly, Flat per month or Project buyout.
Base hours: The hours a standard full day covers. Your hourly rate is the day rate ÷ base hours, and overtime starts right after them.
Overtime tier: A band of extra hours paid at a higher percentage of your hourly rate.
Daily cap: The highest rate any hour of the day can reach.
Premium: Extra pay for nights, Sundays and public holidays, or long runs of consecutive days.
Turnaround: The rest between two shifts. Too little rest earns compensation.
Sleep-in: An allowance after finishing very late on consecutive days.
Per diem: A flat daily allowance set per day on the schedule. It's added to the invoice subtotal and follows the invoice's VAT.
Rules source: Fijn Weekend (the fixed standard for commercials, nothing editable) or Custom (your own rules).
Late-cancellation fee: What a signed crew member is owed when their day is cancelled or they're released at short notice.
Fee waiver: A producer's proposal to drop a late-cancellation fee. Only if the work rules allow it, and only once the crew member accepts. A fee from a declined reschedule can always be settled by agreement.

Billing

Crew-day: One crew member on one production day, the unit CrewShift is billed in. Prep, shooting and wrap days count. Office and travel days are free.
Free allowance: 30 free crew-days, unless agreed otherwise. They go to the project of the first deal memo you send with a production day in it and last six months from that send date.
Balance: The crew-days you have left for new deals and new production days.
Late receipt: A receipt that turns up after the day's invoice was approved.
Supplementary invoice: A separate invoice that bills only late receipts and links to the original.
Credit invoice: How an approved invoice is corrected in your own bookkeeping. CrewShift doesn't create them.
KOR: The Dutch small business scheme. Your invoices carry no VAT.
Reverse charge: "Btw verlegd": no VAT on the invoice because your VAT number or your client's is from outside the Netherlands.
KVK: The Dutch Chamber of Commerce. Your KVK number goes on every invoice and deal memo.
VIES: The EU service that checks a VAT number, behind the Check button in your profile.
Payment terms: 30 days from the invoice date, which sets the due date. The invoice date is the day you submit, or the day you generate the invoice on a personal project. A late-cancellation fee invoice is dated the day you send it.

Project finances

Figures and reports from the Finances section on a project's Planning tab. Only the producer and co-producers see them.

Signed commitments: What signed crew cost on their scheduled days, at the rates in their deal. Positions nobody has signed for yet don't count.
Actual to date: The calculated pay of every logged day so far, from draft to invoiced.
Still to come: Signed commitments for the days after today.
Forecast at wrap: Actual to date plus still to come. It's where the production lands if the rest goes to plan.
On plan / over plan: The forecast set against signed commitments. A gap within 2% of them, or within €100 on a small project, counts as On plan.
Cost code: The accounting code a department or job title is booked under. It comes from the project's cost-code template, which uses the Film Fund codes unless you pick your own.
Cost report: Budget, to date, still planned and forecast for each department and job title, grouped by cost code.
Daily cost report: Planned against actual crew cost for each shooting day, split by department.
Budget history: Every plan change that moved the budget, with who made it and the budget before and after.
Final settlement: The Excel file for the crew-cost part of your Film Fund accounting: the cost report plus every submitted crew invoice in coded rows.
Pay register: An Excel list of every submitted crew invoice, grouped per crew member.

Self-employment (zzp)

ZZP terms: Four questions in the deal memo (working hours, place of work, materials, substitution), plus two joint opt-outs.
Gelijkgestelden-regeling: The payroll-tax scheme that treats some contractors as if they were employed. Both sides can opt out together.
Artiesten-regeling: The payroll-tax scheme for performers, with the same joint opt-out. Only offered on cast and extras/stand-in positions.
ZZP record: The record of one engagement, open to the producer and the crew member: the agreed zzp terms, the hours worked and what the schedule and approval chain show. No verdict.
Check: A sealed PDF snapshot of the ZZP record. Interim check after the first approved day, Final check once the last shooting day is 14 days away or closer, or one you run yourself.
Open point: Something the ZZP record is missing, or something it points to.
Entrepreneurship profile: Your own overview of clients, days, hours and rates, worked out from the days you logged.
Declaration: The sector questionnaire about your business, filled in and signed by you.
Art. 7:610a BW: Presumes employment after three months of work for one client, either every week or 20 hours or more a month.
€38 threshold: The proposed hourly amount in art. 7:610aa BW (Wet VBAR) below which employment is presumed. Not fixed yet.
fairPACCT: The sector guideline for freelance starting rates per job level. Negotiations show it as the fair-pay starting rate.
Opdracht Kompas: The sector grid that sets a level for each film and AV role. A level 1 role counts as junior in the booking signal.

Account

Access code: The invite code a new account enters once. You don't need one if a producer sent an offer to your email.
Sign-in code: The 6-digit code CrewShift emails you, so you can sign in without a password.