Crew

View and manage the cast list

The Cast List tab holds every actor in your production, together with their characters, contracts, contact details, representatives, and measurements. Cast members stay inside the current project. Their scene links and counts use the latest script revision accepted for production.

The Create and Edit forms use the same fields. Personal details and Production are open when the form appears, while Agency, Manager, and Measurements start collapsed. SceneItAll fills in the first and last work days from the schedule and updates them when the schedule changes.

Prerequisites

A project is selected.
Viewing the cast list works for any project role. Adding, editing, deleting, importing, and renumbering need the admin role or higher.
To link an actor to a character, your script must be parsed so characters exist in the breakdown.

The cast table

The table lists one row per cast member:

Column	What it shows
#	The Character-owned cast number badge (for example, `1`, `2`, `15`). A linked, unlocked number can be edited inline. Locked numbers and unlinked Cast are read-only; hovering an unlinked badge says Assign a Character before setting a number.
Cast Name	The actor’s name with an avatar (initial, or an uploaded photo). A yellow Minor badge marks a child actor. When the separate Character column is hidden, a linked actor’s canonical `#N — CHARACTER NAME` appears beneath the name; unlinked Cast shows only the actor’s name.
Character	The character or characters the actor plays, shown as clickable links. Selecting one opens that element for editing.
Contract	A color-coded contract pill (see Contract types).
Scenes	How many scenes the actor’s character appears in.
Availability	The actor’s booked work range (start – end), or a dash.

On narrower screens the separate Character, Contract, Scenes, and Availability columns are hidden. The linked Character and its number move beneath the Cast name instead. Every row also has a calendar icon (to set availability) and a three-dot overflow menu.

The Availability column shows the first and last dated shoot day for the actor’s character in the current schedule. Holds, travel, fittings, banners, and undated days do not set this range by themselves.

The toolbar runs along the top of the tab. From left to right:

A refresh icon — re-fetches the cast list.
Export — opens a menu to download the cast list as Export PDF or Export Excel (see Export the crew list for the parallel crew export).
Renumber Cast — opens the bulk renumber dialog (see Renumber the cast).
Import — opens the spreadsheet import wizard (see Import cast or crew from a spreadsheet).
Add Cast Member — the primary button at the end of the row; opens the add dialog.

Below the toolbar is a filter row and a search field:

Search — the search field reads “Search cast by name, character, or cast number…”. Results filter as you type.
All Contracts — filter by contract type.
All Availability — filter by availability status (Available, Booked, Hold, Travel, Unavailable, Unconfirmed).
Scene filter — narrow the list to cast appearing in a specific scene.
Sort — sort by cast number, name, scene count, or contract.

Add a cast member

To add an actor:

Select Add Cast Member.
Fill in the form. Only Name is required:
- Basic — Name, Character, Contract Type, and Child Actor / Minor.
- Personal details — Stage Name, Email, Phone, DOB, and Nationality.
- Production — Special Requirements, Dietary Preference, and Dietary Restrictions or Allergies.
- Agency — Agency name and address, Agent name, email, phone, and mailing-list inclusion.
- Manager — Manager name, email, phone, and mailing-list inclusion.
- Measurements — Height, Weight, Chest/Bust, Waist, Hips, Inseam, Jacket/Suit, Shirt/Top, Trouser/Pant, Clothing, Shoe, Hat, Glove, Collar, and Notes.
Select Create.

Creating an actor without a Character leaves the Cast row unnumbered. When you link a Character, the Cast row inherits that Character’s production number. This prevents unassigned actors from reserving numbers that belong to Characters.

Contract types

The contract dropdown and the contract pills use these types:

Contract	Pill color
Principal	Green
Day Player	Blue
Daily	Blue
Weekly	Amber
Run of Show	Green
On Hold	Amber
Stunt	Orange
Stand-in	Gray
Extra	Gray

Each pill names the contract, so the color never carries meaning on its own. A spreadsheet import also accepts the values Flat and Loan Out, but those two are not offered in the dropdown.

The cast profile panel

On a wide screen, select a cast member’s row to open the profile panel on the right. Select the row again to close it. The panel has a header — avatar (which doubles as a photo upload button), name, the linked #N — CHARACTER NAME when assigned, Minor badge if applicable, and edit, delete, and close icons — above ten cards. The Character(s) relationship card always stays open; the other nine cards are collapsible. Unlinked Cast shows only the actor’s name:

Character(s) — the permanently open card for the character this actor plays, shown as a clickable link with its breakdown # and a remove (✕). Assign Character is shown only while no Character is linked (see Assign or remove a character).
Contact — email, phone, nationality, and date of birth.
Agency — agency name and address, agent name, email, and phone.
Manager — manager name, email, and phone.
Measurements — the full measurement set (admins and costume/hair/makeup heads only).
Special Requirements — any notes.
Doubles & Stand-ins — the crew member set as this actor’s stunt double and stand-in, each with Assign/Change/Remove actions (see Assign a stunt double or stand-in).
Production — contract, first and last scheduled work days, and the linked character’s wardrobe and makeup preparation times.
Availability — a read-only mini-calendar plus a Manage availability button that jumps to the Availability tab pre-filtered to this person.
Scenes — the scenes the actor’s character appears in.

The wardrobe and makeup prep minutes shown in the Production card belong to the character element in your breakdown, not to the cast member — edit them there.

Assign or remove a character

You can link characters to an actor directly from the profile panel’s permanently open Character(s) card — the mirror of the Assign Cast Member action in the character panel’s permanently open Played By card in the breakdown.

Select the cast member’s row to open the profile panel.
If no Character is linked, select Assign Character in the Character(s) card.
The dialog lists every character in the breakdown. Characters already cast show a Linked badge with the actor(s) playing them; a character already linked to this actor is greyed out. Search by name or number to narrow the list.
Select a character to link it. The picker closes immediately and SceneItAll shows the new relationship while it finishes saving in the background. You can continue clicking elsewhere; the save is not tied to the closed picker. The card, the Character column, and the character’s Played By panel in the breakdown all update without reloading. Both Assign Character and Assign Cast Member are hidden until that link is removed.
To unlink, select the ✕ next to a character in the card. The relationship disappears immediately while the unlink saves in the background.

If a background link or unlink cannot be saved, SceneItAll restores the previous relationship and shows an error message. You do not need to refresh to learn whether the change succeeded.

A Character can be assigned to only one Cast member, and each Cast member can have only one Character. A Character that already shows a Linked badge cannot be assigned again until its existing link is removed.

The mirror picker under Breakdown → Characters → Assign Cast Member follows the same rule: Cast members who already play a Character show a Linked badge and cannot be selected until their existing Character link is removed.

When you link an actor, the Cast row uses the character’s #. If the character has no number, SceneItAll assigns the next available one. Unlinking the actor does not remove the character’s number.

Assign a stunt double or stand-in

Stunt double and stand-in assignments are recorded per scene so a different crew member can cover an actor in different scenes. You can manage them from the profile panel’s Doubles & Stand-ins card, or from a cast row’s overflow menu.

Open the assignment dialog in either of these ways:
- Select a cast member’s row to open the profile panel, expand the Doubles & Stand-ins card, and select Assign (or Manage if assignments already exist).
- Open the row’s overflow menu (three-dot icon) and choose Doubles & Stand-ins.
For each linked scene, the dialog shows a row with a Stunt Double picker and a Stand-in picker.
Tap a picker to open the crew list. Search by name, position, or department, select a crew member to assign them, or choose Unassigned to clear the assignment.
The card shows every scene that has a stunt double or stand-in assigned, with the crew member’s name next to the scene number.

The double and stand-in are picked from your crew, so add the person on the Crew List first if they aren’t there yet.

Edit a cast member

To edit, select the edit icon in the profile panel, or choose Edit from the row’s overflow menu. The edit dialog has sections for:

Basic Info — Name, Character, Contract Type, and Child Actor / Minor.
Personal details — Stage Name, Email, Phone, DOB, Nationality.
Production — Special Requirements, Dietary Preference, and Dietary Restrictions or Allergies. First and last work days are read-only schedule calculations, not editable Cast fields.
Agency — Agency name and address, Agent name, email, and phone, and an Include agent in mailing list toggle.
Manager — Manager name, email, and phone, and an Include manager in mailing list toggle.
Measurements — Height, Weight, Chest/Bust, Waist, Hips, Inseam, Jacket/Suit, Shirt/Top, Trouser/Pant, Dress, Shoe, Hat, Glove, Collar, and a Notes field.

Select Save when done. SceneItAll saves the complete profile together. If saving fails, none of your changes are applied, and you can correct the problem before trying again.

Dietary restrictions can contain health information. They are visible by name only to project members with contact access; view-only users do not receive them. Normal cast exports do not add these fields. Call sheets use anonymous catering totals rather than names or restriction text.

Set a cast number, inline

To renumber a linked actor without opening a dialog, double-click the # badge, type the new number, and press Enter or select somewhere else. The character and Cast row then show the new number. Unlinked Cast rows are read-only and ask you to link a character first.

To protect a number, open the row’s overflow menu and choose Lock Cast #. A locked number cannot be inline-edited and is skipped by bulk renumbering. The menu then reads Unlock Cast #.

Delete a cast member

To delete, select the delete icon in the profile panel, or choose Delete from the row’s overflow menu. A confirmation dialog appears before the deletion proceeds.

Cast numbers and character numbers

Production numbers belong to characters. When an actor is linked, the Cast row, schedules, and reports use that character’s #. Changing the number from the Cast List changes the character’s number as well. Unlinking an actor leaves the character’s number in place.

Older projects may contain unlinked Cast rows with automatically assigned numbers. When you link a character, SceneItAll can reuse an old unlocked number that no longer belongs to a linked actor. It never reuses a locked number automatically.

Where cast data shows up next

A cast member appears in production documents after their character is added to scenes and those scenes are scheduled. They then appear on:

Call sheets — in each shoot day’s cast table, with call times derived from prep minutes.
Sides — you can generate sides filtered to one cast member.
DOOD — their work, hold, and travel pattern across shoot days.
Mailing lists — their email (and the agent and manager emails, when the mailing-list toggles are on) for the relevant day.

Some reports always show the latest Cast and schedule information. Saved documents, such as call sheets, keep their existing information until you refresh them. Check the guide for the report before distributing an updated version.