SceneItAllDocs

Crew

Track availability on the calendar

The Availability tab is a monthly calendar grid for cast, crew, non-character elements, and locations. Characters do not have standalone rows: once a character is assigned to a cast member, it appears in the Character column beside that cast member.

The cell popover lets you edit or clear a note, use same-day times at five-minute precision through 23:55, and explicitly fill uncovered time as Available or Unavailable. Gap filling never changes an existing slot; blank time remains Unconfirmed until you invoke it.

Roster changes flow into the grid immediately: after you create, import, edit, or delete cast, crew, elements, or locations, the matching rows refresh without a browser reload.

Prerequisites

  • A project is selected with some cast, crew, non-character elements, or locations to track.
  • Viewing the grid works for any project role. Setting or importing availability needs the admin role or higher.

The calendar grid

The grid has two parts:

  • A fixed name column on the left, listing people and items with their role.
  • Date columns on the right, one per day of the month, each cell showing a colored status dot.

Weekend columns have a slightly different background. Dates that are official shooting days in the active schedule have an accent-tinted column and a Shoot day marker in the legend; this includes shooting days that do not have scenes assigned yet. A small dot in a cell’s corner means a note is attached to that date.

Status colors

The legend below the filters lists all seven statuses with their colors:

Status Color Meaning
Available Green Free to work.
Booked Blue Confirmed for this date.
Fittings Purple Scheduled for a costume fitting.
Hold Amber Tentatively held, not yet confirmed.
Travel Orange Traveling to or from location.
Unavailable Red Not available.
Unconfirmed Light gray No status set (the default).

Each status has a labeled legend entry, so the color never carries meaning on its own.

Filter the grid

  • The type filter dropdown shows: All Types, Cast Only, Crew Only, Elements, or Locations. Under All Types the grid lists cast, crew, non-character elements, and locations together — elements and locations appearing here is expected.
  • Standalone Characters are omitted from the grid and from the element-category filter. An assigned character is shown only on its cast member’s row.
  • When the type is Elements, a second dropdown filters by non-character element category (for example Props or Vehicles) and the grid shows only elements of that category. Each element and location row carries its type beside the name — the element category for elements, and the location type (for example Studio or Exterior) for locations — so you can tell rows apart at a glance.
  • Non-character elements and locations appear on the grid even when no availability has been entered for them yet, so the grid reflects the whole production.
  • A scene filter narrows the list to people and items tied to a specific scene.
  • A search field above the grid filters rows by name.
  • The dropdown labeled Scenario reads availability against that schedule scenario without changing the scenario selected elsewhere in the app.

Move between months

Use the left and right arrows immediately to the right of Search to move between months. The localized month and year show between the arrows.

Set availability on the grid

A single date

  1. Select a cell in the grid.
  2. In the popover, which shows the person’s name, role, and date, choose a status button — Available, Booked, Fittings, Hold, Travel, or Unavailable. Linked Cast is identified as Actor Name · #N — CHARACTER NAME; unlinked Cast shows only the actor name.

The popover also has an All Day toggle; turn it off to set a start and end time for the status.

A date range

  1. Select and drag across several cells in the same row.
  2. The range highlights as you drag.
  3. When you release, the same popover appears for the whole range — choose a status to apply it to every date.

Changes appear on the calendar immediately. SceneItAll saves changes for each person in the order you make them, so an earlier edit cannot replace a newer one. If saving fails, only that change is removed and the affected dates return to their previous values.

Import dates in bulk

To block out or set many dates at once, select Import Dates in the toolbar:

  1. Select a person from the dropdown (each entry shows the name and type — Cast, Crew, non-character Element, or Location). Standalone Characters are omitted. A linked Cast entry includes #N — CHARACTER NAME; an unlinked Cast entry stays name-only.
  2. Choose a status — Available, Booked, Hold, Travel, or Unavailable. (Fittings is not offered in this dialog; set it on the grid instead.)
  3. Select dates on the mini calendar: select individual dates to toggle them, drag to select a range, move between months with the arrows, and select Clear all to reset. You can also set an All Day toggle and a start and end time.
  4. Optionally add a note, for example “Prior commitment”.
  5. Select Import N Dates.

The dialog closes as soon as the import has been handed to the background save. SceneItAll reports the final imported count, or restores the previous calendar values and shows an error if the import fails.

The same dialog opens, scoped to one person, when you select the calendar icon on a cast or crew row in the Cast List or Crew List.

Export a DOOD

Select Export DOOD in the toolbar to generate a Day Out of Days report. See Export a Day Out of Days (DOOD) for the full flow.

Tips

  • Dragging across cells is much faster than setting one date at a time.
  • Use the note field to record why someone is unavailable; the corner dot marks dates that carry a note.
  • The type filter is handy when you only need to check cast availability for a shooting day.