SceneItAll Docs

Crew

Build a mailing list

The Mailing List tab builds per-day email distribution lists for sending production communications — call sheets, schedule updates, memos — to the right cast and crew. Pick a shooting day, choose recipients, then either copy their emails to your clipboard or open a ready-addressed draft in your email app. Open it from Crew in the sidebar, then select Mailing List.

Prerequisites

  • A project with cast (some with agent or manager emails) and crew.
  • The Mailing List tab needs at least the member role — viewers cannot open it. Adding one-off recipients and toggling a manager’s inclusion need the admin role.

Pick a shooting day

The list is anchored to a date. Select the Shooting Day button (it shows the current date with a calendar icon) to open a date picker, then choose the day you are building the list for. Changing the day refreshes the list and clears your row selection.

The list also refreshes automatically after relevant cast, crew, department, position, availability, or schedule changes. You do not need to reload the browser after updating the production roster.

Crew and Cast sub-tabs

Below the date are two sub-tabs, Crew and Cast. Crew is selected by default. Switching sub-tabs clears your selection.

Crew

Shows crew relevant for the selected date. By default, the crew view is filtered to Available + Booked so it matches the usual mailing-ready list. Use the availability filter beside the date picker to switch to another status, such as Unavailable, when you need to review people who should not normally receive that day’s call-sheet mail.

Each row has a checkbox, an avatar, the Name (with an orange HOD badge for Heads of Department), the Role, the selected day’s Availability, a Source column, and the Email. On wide screens, the data columns share the available width so longer roles and email addresses remain readable and line up directly beneath their headings. Narrow screens fold role and availability beneath the name.

Cast

Shows cast relevant for the selected date. Each linked row shows the actor’s canonical Character as #N — CHARACTER NAME instead of a crew role; an unlinked Cast recipient shows only the actor name. A cast member can have indented sub-rows:

  • Agent — shown with an AGENT badge when the agent has an email and is flagged for the mailing list.
  • Manager — shown with a MANAGER badge when the manager has an email and is flagged for the mailing list.

A manager sub-row carries a checkbox in the action column to include or exclude that manager for this day. Agent rows have no checkbox.

[SCREENSHOT: Cast sub-tab of the mailing list showing a cast member with indented Agent and Manager sub-rows and a manager inclusion checkbox]

The Source column

The Source column tags rows that are not the person’s primary entry:

  • AGENT and MANAGER — an actor’s representative.
  • ONE_OFF — a one-time recipient you added for this specific day.
  • RECURRING — a recipient you added for every day.

One-off and recurring recipients are manual mailing rows, so they stay visible regardless of the crew availability filter.

Add a one-off or recurring recipient

For people who are not in your cast or crew directories:

  1. Select + Add Recipient in the footer.
  2. An inline form appears with Name and Email fields.
  3. To include this person on every day instead of just the selected one, tick Recurring (all days). When recurring is on, a List dropdown lets you target Both, Crew, or Cast.
  4. Fill in both fields and select Add.

A one-time recipient shows the ONE_OFF badge; a recurring one shows RECURRING. Remove either by selecting the close icon on its row.

Select and copy emails

  • Use the row checkboxes to include or exclude specific people. The checkbox in the list’s header row selects or clears everyone.
  • The footer shows a count: “N of X selected”.
  • Copy All Emails — the filled button in the toolbar; copies every listed email for the day.
  • Copy Selected Emails — the footer button; copies only the checked rows’ emails.

Paste the copied addresses into your email client’s To or BCC field.

Open a draft email

Rather than copying and pasting, you can have SceneItAll open a draft that is already addressed:

  • Compose Email — the toolbar button; addresses every listed email for the day.
  • Compose Selected — the footer button; addresses only the checked rows. It stays greyed out until you tick at least one row.

Either opens a Compose Email window with two choices:

  1. Open in — Default Mail App (whatever handles email on your device — Outlook desktop, Apple Mail, or Gmail if you’ve set it as your browser’s mail handler), Gmail, or Outlook.
  2. Add addresses to — To or BCC. Use BCC when recipients should not see each other’s addresses, which is usually the right choice for a full unit list.

Select Open Draft and the addressed draft opens in a new tab or in your mail app. Write your message and send it from there — SceneItAll never sends the email itself.

Outlook and BCC: Outlook on the web cannot pre-fill a BCC list, so BCC is unavailable while Outlook is selected, and the dialog explains why. To send as BCC, pick Default Mail App or Gmail — or use Copy All Emails and paste into Outlook’s BCC field yourself.

The Outlook option opens work and school accounts (outlook.office.com). If you use a personal Outlook.com address, choose Default Mail App instead.

If no mail app is set up to handle the draft, you’ll see a “Couldn’t open your email app” message — use Copy All Emails and paste the addresses in yourself.

Tips

  • The manager checkbox only affects whether that manager’s email rides along for the selected day.
  • One-off recipients are useful for visitors and executives; recurring recipients suit a crew member or stakeholder who should be on every day’s list.
  • Build the mailing list before sending daily call sheets so no one is missed.