Please note that this article provides instructions for clients who are setting up a Project within a Free Tier Company Account, ie: clients who do not have access to a Company Library. If you do have access to a Company Library, we highly recommend building form Templates at the Company level under Company Forms, instead of at the Project level (click here for instructions). If you would like to upgrade your TiM Company Account, please contact setup@hellotim.com. 

The forms you will want to build in TiM are any documents unique to your company that will need to be included in your Startwork Packets. Examples include a Crew Deal Memo, NDA, Conflict of Interest form, or Appearance Release. You will not need to upload & build commonly used government, union, or payroll forms. Many of these types of forms are available as pre-built TiM Templates, all ready to be inserted into Packets. 

Pro Tip: If you do not see the type of government, payroll, or union form that you need, contact support@hellotim.com and we would be happy to build it for you! 

Step 1. Convert your forms into PDFs

TiM only accepts PDF uploads, so you will want to make sure any Word or Excel, etc. documents are converted to PDFs. 

Step 2. Upload each PDF as a Special Packet Template

Pro Tip: Upload and build each form as its own Template. For example, instead of creating one Template with the NDA + Deal Memo + Appearance Release together, create three separate Special Packets, so each form is a separate Template. This will allow you to easily distribute forms individually, if necessary. It is very easy to combine multiple forms into packets later.

• From your Project dashboard, select "Startwork Templates."
• Select "Special Packets" at the top right.
• Select "Build a Special Packet." This will open the Builder.
• At the top left, under "Template Name," enter a name for this form.
  • Pro Tip: Name each Template obviously so it's easily identifiable. You might even consider including a revision number, in case the form is updated later. For example, "NDA (Rev. 1.2020)" or "Crew Deal Memo - Weekly Direct Hires (Rev. 12.2020)."
• Under "Insert Form(s)," select "Select a category..."
• From the drop down menu, select "+Upload PDF File."
• Select "Choose File."
• This will open a pop up window where you can choose a PDF to upload into this Template.
• Click "Insert." You will see the page(s) of your PDF populate as thumbnails. 

Step 4. Add Page Titles 

It is best practice to title each page thumbnail so that employees and Approvers can see, at-a-glance, what forms are included in a Packet. Titles can be edited at any time from "Edit Tags & Titles." 

• Select a thumbnail (the selected thumbnail will outline in turquoise).   
  • Pro Tip: You can select multiple consecutive pages at once by selecting the leftmost page + hold down shift + select the rightmost page. You can select non-consecutive pages with + ctrl. 
• Enter a Title for the selected page(s) in the space provided, then hit enter or click out of the Title entry box to apply the Title. 

Step 5. Add Tags 

Tags are used to indicate where a page will need to be sent after it has been submitted by an employee. Tags can be reassigned at any time from "Edit Tags & Titles." You can also customize Tag Names from Tag Setup.   

• Select a thumbnail (the selected thumbnail will outline in turquoise).   
  • Pro Tip: You can select multiple consecutive pages at once by selecting the leftmost page + hold down shift + select the rightmost page. You can select non-consecutive pages with + ctrl. 
• Select the checkboxes to assign Tags to the selected page(s).   
• You can apply multiple Tags to a single page. 

Step 6. Add Viewing Permissions 

Viewing Permissions can be applied to Template pages if those pages only need to be shown to, or hidden from, particular types of employees. This allows you to include a wider variety of forms in your Packets, and saves you the trouble of creating entirely different packets for unique employees.  

For example:  If you have a Talent Release Form that only needs to show to employees within the Cast Department, you can assign a "Department/Position" Viewing Permission to "Only share this page with: Cast Department (All Positions)," and include that Form in your Standard Packet(s). Viewing Permissions can also be configured based on a recipient's state of residence, overtime status, hire type (daily/weekly), union affiliation, and more! 

• Below the page thumbnails, select "Add Viewing Permissions" to reveal a drop down that displays the types of Viewing Permissions available. 
• Select a thumbnail.   
  • Pro Tip: You can select multiple consecutive pages at once by selecting the leftmost page + hold down shift + select the rightmost page. You can select non-consecutive pages with + ctrl. 
• Locate the Viewing Permission you want to apply to this page, then choose "Only share this page with" or "Hide this page from," then select from the available criteria/options.  
• Your selections will only be applied to the page corresponding to the selected thumbnail. 
• You can assign multiple Viewing Permissions to a single page.  

Step 7. Add TiM Smart Fields, Markups, and Signature Fields to your PDF 

Once your Titles, Tags, and Viewing Permissions are applied, scroll down to look at a selected page close-up in the Document Viewer. 

Working within the Document Viewer, you will apply Smart Fields, Markups, and Signature Fields to each page of your form. This step will set up your form so TiM knows what information to pre-populate, what types of signatures to collect on each page, and what information will be required to collect from the crewmember at the time of submission. 

• TiM Smart Fields tell the system where to place specific information within a document. TiM will only know to place information where a Smart Field exists. If no Smart Field exists, no information will appear. The information that populates into a Smart Field is unique to the recipient of the packet. Smart Fields are named after the type of information that will be pre-populated into the field. 

For example: If you need an employee's Full Name to appear somewhere on your start form, apply the "Full Name" Smart Field.  

• Markups can be used to make minor edits to PDFs. You can add static text, pre-select checkboxes using the "X" markup, apply interactive check boxes, or apply Text Entry fields to allow an employee to enter free-form text.  
• Signature Fields tell TiM where signatures are required. There are a variety of Signature Fields, including the Crewmember Signature Field and several Approval Signature Fields, each with their own color and place in the overall TiM workflow. A person's Electronic Signature will populate only wherever a corresponding Signature Field is placed.  
  • For more information, see: How an approval workflow is created in TiM

To add Smart Fields, Markups, and Signature Fields: 

• Click the "+" next to the Smart Field, Markup, or Signature Field. You will see the field appear on your document.
• Click and drag to position the field.
• Click and drag the gray triangle at the bottom right corner of the field to adjust the size of the field.
  • Pro Tips:
    • Text will shrink to fit a field horizontally. Text does not wrap.
    • We recommend making Smart Fields as wide as possible to ensure font size will not be shrunk too small. 
• Hover your cursor over a field to reveal a gray bar with field-specific settings.
  • You can choose to make fields Required or optional to be completed at the time of submission (select the checkbox to make a field Required). 
  • You can set a font size using the "+ / -" selections.
  • Rate fields have more advanced field-specific settings, where you can determine if a certain Rate will appear for Weekly vs. Daily hires, Non-Exempt vs. Exempt hires, and Local vs. Distant hires.

Step 8. Finalize your Form Templates  

• Click "Save and Exit" to save your work and return to Startwork Templates. 

• Click "Publish" to finalize this Template.* 

*Do not click "Publish" if:

• You are brand new to TiM and currently working with TiM Setup. Your next step is to schedule a one-on-one Forms Follow Up screen share (click here to schedule)! During your Forms Follow up, TiM Setup will review your Company Forms to ensure they are built properly before Publishing, and then guide you through assembling your Company Packets.  
• You are a veteran TiM User and you'd like a member of the TiM Team to review your Templates to ensure they are set up properly before Publishing. Please reach out to support@hellotim.com or call 202-TIM-CHAT (202-846-2428) to ask a TiM specialist to review your drafted Templates.