Call Sheet

Call Sheet

The Call Sheet is the daily document that tells everyone on your production where to be, when, and what’s shooting. SceneItAll generates one per shooting day from your schedule and breakdown, then lets you fine-tune scene notes, locations, and cast call times before sending it out.

Opening a Call Sheet

The Call Sheet library lives inside the Reports section at its own address.

1. Click the Call sheets card on the Reports hub, or navigate to /reports/call-sheet directly.
2. Pick a shooting day from the library (more on the four tabs below).
3. The call sheet renders with schedule and breakdown data from your active scenario: weather, locations, scene schedule (including duration and set names), cast call times with DOOD status, and advance schedule for the next day. The familiar A4 paper preview, layout-options panel, and right side panel are unchanged. The reader’s address is /reports/call-sheet/sheet/{day} — shareable and refresh-safe.
4. Use the back button at the top-left of the reader (← Call sheets) to return to the library.

URLs you can share

• A library view: /reports/call-sheet (default by-day), or ?view=by-location / ?view=by-unit / ?view=by-status.
• A specific day: /reports/call-sheet/sheet/{day}.
• A specific variation of a day: add ?v={variationId}. Without it the active variation is shown.

When you Create Draft, extras, featured extras, department requirements, header crew, and catering meals are seeded from your breakdown and schedule (only when those sections are still empty).

Browsing the Call Sheet library

The library shows one card per scheduled shoot day in your active scenario — including days that have never been opened (they show as Draft with no persisted edits yet). Four tabs slice the same data different ways:

• By shoot day — chronological card grid. Each card shows the day number, date, day-of-week, primary location, scene chips, first-shot time, status pill (Draft / Ready / Published), and a cast-pip cluster.
• By location — one card per filming location, with day-number pips colour-coded by status. Click a pip (or the card) to open that day.
• By unit — one card per production unit with day / page / cast counts. Click to jump to the unit’s next non-published day.
• By status — three-lane board (Draft / Ready / Published) with compact day rows.

The toolbar above the cards exposes:

• Search — placeholder swaps per tab (“Search day, scene or location…” / “Search location or address…” / “Search unit or DP…”). Filters live.
• Sort (Days tab only) — Chronological / By pages / By status.
• Hide published toggle (Days tab only, default ON) — clears wrapped days off the grid; the counter on the pill shows how many are hidden.

A day that has never had a call sheet saved appears as a synthetic draft (no persisted edits). Opening it from the library auto-creates the underlying call sheet record — there’s no extra “Create” step.

Upstream data sources

If you haven’t activated a scenario yet, you’ll see “No active scenario — create or activate a scenario before generating call sheets.” Lock a scenario in the Schedule section first.

Live vs. Snapshot

The call sheet has two modes:

• Live — The default. The call sheet stays in sync with the schedule. The toolbar shows Create Draft to capture the current state as an editable snapshot.
• Snapshot — A frozen copy you can edit. The toolbar shows Refresh to re-pull from the schedule on demand.

Snapshots are what you send out — once a call sheet is sent, you don’t want it changing automatically when someone tweaks the schedule. Snapshot mode is one-way: once you’ve created a draft, the only way to update it is Refresh.

Refreshing a snapshot

Click Refresh to pull the latest schedule changes into the snapshot. A confirmation dialog (“Refresh from Schedule”) asks whether to replace all edits or preserve your inline notes and timings.

Variations

Each shoot day can have multiple call sheet variations — for example “Main” alongside a “Rain Plan” and a “Without Eva”. The version picker at the top of the call sheet canvas shows the currently viewed variation and exposes a Manage button.

Inside Manage variations you can:

• Create new variation — pick a label (e.g. “Rain Plan”) and choose how to seed it:
  • Empty draft — blank call sheet, no upstream pull.
  • Copy active variation — full duplicate of the active row, including general notes, weather, header crew, every override, and the frozen snapshot body.
  • Fresh snapshot from upstream — seed nested rows from the live schedule and freeze a new snapshot.
• Activate any variation as the “primary” one for the day. Activating is atomic — only one variation per scope can be active at a time.
• Rename a variation’s label.
• Delete a non-active variation. The active variation and the only-remaining variation are protected from deletion.

Every variation is its own fully independent call sheet. Editing the general notes, header crew, scene overrides, or any other field on one variation never touches its siblings. Refresh is destructive on the targeted variation only.

The default “snapshot” you take on a fresh call sheet is called Main — the active variation for that scope. New variations join the same scope but are not active until you explicitly activate them.

What’s on the Call Sheet

• Project header — Project name, date, day number, weather field. A logo sits on each side of the header, with the crew-call block centred between two equal-width side columns.
• Pre-call window — Department call times before the unit call.
• Location blocks — Each shooting location, with set-closure indicator and inline notes.
• Pre-show schedule — Department-by-department setup activities before the first shot.
• Scene schedule — Scene number, INT/EXT, location, cast call times, with editable notes and scene timing.
• Cast table — Actor, character, call time, and role type.
• Background/extras table — If your day uses extras, this appears below the cast.

Editing a Snapshot

In snapshot mode you can edit:

• Scene notes — Click to edit inline. Saves on blur.
• Scene timing — Click the scene’s timing entry to open a picker dialog.
• Location details — Click a location block to open a location edit dialog (set closure, location notes, contact info).
• Cast entries — Click a cast row to open the cast edit dialog (call times, role type).
• Header logos — Each side of the header has its own logo. Pick one by clicking the logo box on either side, or open the header’s Layout button and set Left logo / Right logo under Logos. The choice is saved to this call sheet only, and the exported PDF prints a single logo taken from the left side. Upload logos to the project first (in project settings) so they appear in the picker.

Live-mode call sheets are read-only — clicking an editable area prompts you to create a snapshot first.

Exporting and Sharing

Three actions sit in the toolbar:

• Print — Open the print dialog for a quick paper copy.
• Share Link — Opens the “Share Call Sheet” dialog. Pick an expiry date and SceneItAll generates a public, time-gated read-only link you can paste into a message.
• Email — Opens the email dialog (see below). Send the call sheet to recipient groups (All Crew, HoDs Only, Cast/Mailing List, Today’s Mailing List) or to specific addresses.
• Export PDF — Direct PDF download. Uses the project’s PDF settings (header/footer/title page) configured from the Reports top bar.

Tips

• Always Create Draft before editing — live mode protects you from accidentally changing the call sheet that’s already gone out.
• Use Today’s Mailing List when emailing if you only want to reach the people working that day.
• Set per-project PDF chrome once via the PDF Settings icon in the Reports top bar so every exported call sheet has the same header, footer, and title page.

Related

• Reports overview
• Schedule overview
• Mailing list