Account & Users

When you sign up, you create a login and set up a Production Company. The Production Company is your billing entity — it holds a subscription tied to one active production at a time. The structure is:

• Your Production Company has a subscription and call balance
• One Production runs under that subscription at a time
• Extras, Cast, Run Lists, Chits etc all live inside that Production

Inviting Team Members

Go to Settings → Team and click Invite User. Enter their email address and select a role. They will receive an invitation email with a link to set their password. Invitations expire after 7 days.

Subscription & Calls

ezSign uses a call-based billing model. Each subscription is tied to one active production at a time. Your tier determines how many calls are available per month — a call is consumed each time an Artiste, Cast Member or Crew Member is added to a Run List.

How Calls Work

• 1 call = 1 artiste added to a Run List
• Your call balance refreshes at the start of each billing cycle
• Unused calls do not roll over to the next month
• You can purchase Call Top-Ups at any time if you exceed your monthly allowance — no need to change your plan

Subscription Tiers

• Low Usage — Suitable for occasional or smaller productions
• Growth — Mid-range productions with regular shooting schedules
• Unlimited — No call cap; ideal for large ongoing productions

BG Extras — Module Overview

The BG Extras module covers the complete lifecycle of Background Artiste management on a production — from creating daily run lists, through to recording sign-ins on the day and generating payment chits at wrap. With run-list and production reports on-demand

Typical Day Workflow

Artiste Database

The Artiste Database is created by each Agent with their own login to ezSign. You can invite the Agents you wish to work with. Once loaded an Artiste can be added to your Run Lists.

Artiste Profile Fields

• Personal: Full name, Address, ID number, Date of Birth, Nationality, Gender, Ethnicity
• Contact: Phone, Email
• Documents: ID copies, Work permits, Bank Details, all stored securely
• Photos: Headshot

Run Lists

A Run List is the daily document that records which artistes are booked for a specific shoot day, at what rate, in what role, and with what call time. ezSign generates a formatted, printable run list that replaces manually compiled spreadsheets. You choose which columns you wish to see.

Creating a Run List

• Select the production and shoot date
• Search and add artistes from the database
• Assign roles (e.g. Soldier, Pedestrian, Driver)
• Set individual or group call times

Copying from a Previous Day

If the same group of artistes is booked across consecutive days, you can duplicate a run list and adjust it rather than building from scratch. Categories and roles carry across.

QR Code Sign-In

ezSign's QR sign-in system eliminates the paper sign-in sheet entirely. A QR code can be set up per Run List or as a single code for the whole production — whichever works best for your setup. When an artiste scans it, they see a simple check-in form on their phone — no app download required.

How It Works

Chits & Payment Calculation

At the end of each shooting day, the chit calculation module takes the signed-in artistes, applies their agreed rates, and computes the total amount due. This removes calculation errors and gives payroll an accurate, auditable record.

Tax Tables — How Rates Are Configured

Before a production begins, the production team uploads a Tax Table to the system. This table defines every artiste category (e.g. Standard Extra, Featured, Picture Double), the day rate for each, the agency fee percentage, and the pre-calculated overtime bands — as well as the PAYE tax amount.

The system uses two key production settings alongside the Tax Table:

• Standard Day — the contracted number of working hours for a normal day (e.g. 10 hours)
• Grace Time — a buffer before overtime kicks in (e.g. 15 minutes)

When chits are generated, ezSign calculates each artiste's actual hours worked, applies the grace time, then looks up the correct overtime band from the Tax Table to determine the final pay amount automatically.

Tax Table Structure

Each Tax Table covers two payment tracks per category — Agency (where an agency fee is deducted before tax) and Direct to Set (no agency deduction). The system automatically applies the correct track based on whether the artiste is agency-linked or direct.

What Is Calculated Per Artiste

• Overtime band — determined by hours worked against the Standard Day + Grace Time settings
• Agency fee — deducted automatically for agency-linked artistes before tax
• PAYE — applied at the rate defined in the Tax Table for the applicable OT band
• Nett pay — the final amount the artiste receives after all deductions

Exporting Chits

Chits export to a formatted PDF (printable, per-artiste) or a CSV/Excel file for payroll upload. Exports include a production summary and individual line items. Chits are also automatically emailed to artistes and their agent when they are generated.

Reports & Exports

ezSign includes two standard reports plus a custom report builder that lets you select from all available data fields.

• Production Report: A full summary across the entire production — total artiste days, total spend, breakdowns by role, and agency totals.
• Run List Report: A detailed view of a specific shoot day — who was booked, sign-in times, hours worked, overtime bands, and chit totals.

Custom Reports

The custom report builder lets you choose from all available data fields — artiste details, attendance, rates, chit calculations, agency information, and more — to create a report tailored to your specific needs. Custom reports can be exported to CSV or PDF.

Cast Management — Module Overview

The Cast module manages named actors — speaking roles and supporting cast — directly within a production. Cast members are added from inside the production itself, not from a shared database. They exist only within that production's context.

This is the key difference from BG Extras: Background Artistes live on the system under their Agent(s) and can be booked across many productions. Cast members are created and managed within a single production.

Adding Cast

From inside a production, you can add cast members individually or in bulk. Each cast member record holds their basic details, role, and the rate category that applies to them.

Rates & Payment

The Cast module focuses on recording and calculating what each cast member is owed. Each cast member is assigned a rate category when added to the production. Three rate types are supported:

• Day Rate: A standard rate per shoot day worked
• Global Package: A fixed total fee covering the full production, regardless of days worked — common for lead and supporting cast deals
• Other Category Rates: Any additional rate categories defined for the production (e.g. travel days, fittings, rehearsals)

The system calculates the total due per cast member based on the days logged against their rate type, giving production accounts an accurate, exportable payment breakdown.

Commercials — Module Overview

The Commercials module is designed for commercial advertising productions — TVC shoots and branded content — where you need the full on-set workflow of BG Extras (run lists, QR sign-in, chit generation) but payment works more like Cast (Specific rates with percentage OT etc rather than the tax table system used for BG Extras).

Like BG Extras, artistes are booked into run lists, check in via QR code on set, and Release Forms are generated at the end of the day.

Workflow

Roles & Permissions

ezSign uses role-based access control. Every user in your account is assigned a role that defines what they can view and what actions they can perform.

Available Roles

• Production Manager — Full access to productions and Reporting.
• Production Accountant — Full access to productions, Subscription info and Reporting.
• Co-ordinator — Can manage production settings, run lists, and chits. Plus Reports.
• Agent — Access limited to their own talent portfolio. Cannot see other talent or production details, only Run Lists that their Artistes are assigned to.

Multilingual Support

ezSign is built for international productions. The platform supports the following interface languages:

• 🇬🇧 English
• 🇸🇦 Arabic — full right-to-left (RTL) layout
• 🇫🇷 French
• 🇩🇪 German
• 🇮🇳 Hindi
• 🇮🇹 Italian
• 🇵🇹 Portuguese
• 🇷🇸 Serbian (Cyrillic)
• 🇷🇸 Serbian (Latin)
• 🇪🇸 Spanish

Each user can set their preferred language independently. The interface — including buttons, labels, notifications, and the QR sign-in page — renders in their chosen language.

Artiste and cast records can hold names in both English and Arabic, ensuring accurate documentation on productions where both languages appear on official paperwork.

Audit Trail

Every significant action in ezSign is logged — who did it, what they changed, and when. The audit trail is accessible to Admins in their Avatar Menu and is useful for resolving disputes, verifying data accuracy, and meeting compliance requirements.

Logged events include: artiste record changes, sign-in events, run list edits, document uploads and downloads, user logins, and billing events.

Billing & Invoices

ezSign supports two payment methods for subscriptions:

EFT (Bank Transfer)

EFT subscriptions are managed directly by ezSign. A renewal invoice is automatically sent to the account owner 14 days before the due date. Payment is made via bank transfer against that invoice.

Card Payments

Card subscriptions are handled entirely by the payment processor. All billing notifications, receipts, and renewal reminders for card payments will come directly from them — not from ezSign.

Call Top-Ups

If you exhaust your monthly call allowance before a cycle ends, you can purchase additional calls from the billing page or via the Top-Up page without changing your subscription tier.

Security & 2FA

ezSign supports two-factor authentication (2FA) for all user accounts. When enabled, logging in requires both your password and a time-based code from an authenticator app (e.g. Google Authenticator, Authy) OR the entry of a code sent to your registered email address.

To enable 2FA, go to Avatar Menu and choose Profile and follow the setup steps.

All data is transmitted over HTTPS. Uploaded files are stored encrypted in cloud storage. Passwords are encrypted and never stored in plain text.