Reports

Create a call sheet

A call sheet is the daily document that tells everyone on your production where to be, when, and what is shooting. SceneItAll builds one per shooting day from your schedule and breakdown, and lets you fine-tune scene notes, locations, cast call times, header crew, and logos before sending it out. This article covers opening a day from the call sheet library, taking and refreshing a draft, editing the sheet, and exporting or sharing it.

Before you start

You have a project with an episode, a parsed script, and a scenario that is active or locked in the Schedule section. Without one you see “No scenarios available” — activate or lock a scenario first.
You have the Admin role to create or edit a draft. Members can view.

Open a call sheet

The call sheet library lives at /reports/call-sheet.

Open Reports and select the Call Sheet card, or go to /reports/call-sheet.
The library shows one card per scheduled shoot day in your active scenario. Pick a day to open it.
The call sheet renders on A4 paper with schedule and breakdown data: weather, locations, the scene schedule, the cast table, crew calls, and the advance schedule for the next day. Opening a day creates its call sheet record if it doesn’t exist yet, then takes you to that record’s own address, /reports/call-sheet/sheet/<id> — shareable and refresh-safe, and stable even if the day’s number later shifts. A live preview follows the day’s current number; a frozen draft keeps the day label captured when the draft was created, but its address still opens that exact draft.

[SCREENSHOT: The call sheet library showing day cards with status pills]

Browse the library

Four tabs slice the same days different ways:

By shoot day — a chronological card grid. Each card shows the day number, date, day of week, primary location, scene chips, first-shot time, a status pill (Draft, Ready, or Published), and a cast-pip cluster.
By location — one card per filming location, with day-number pips colour-coded by status.
By unit — one card per production unit, with day, page, and cast counts.
By status — a three-lane board (Draft, Ready, Published).

The toolbar carries a search field (its placeholder changes per tab), a sort control on the By shoot day tab, and a filter button. A day that has never had a call sheet saved shows as a Draft; opening it creates the underlying record with no extra step.

Live preview versus draft

A call sheet has two modes:

Live preview — the default. The sheet mirrors the current schedule and is read-only. Selecting an editable area prompts you to create a draft first. The side panel shows Create Draft.
Draft (snapshot) — a frozen, editable copy. The side panel shows Refresh Data to re-pull from the schedule on demand.

A draft is what you send out — once a call sheet has gone out, you do not want it changing because someone tweaked the schedule. To capture the current state, select Create Draft in the side panel. When you create a draft, extras, featured extras, department requirements, header crew, and catering meals are seeded from your breakdown and schedule, but only into sections that are still empty.

Refresh a draft

To pull the latest schedule changes into a draft, select Refresh Data. The Refresh from Schedule dialog asks how to refresh:

Replace Everything — discard your inline edits and re-pull from the schedule.
Preserve My Edits — keep your notes, timings, and header-crew choices, and refresh only the upstream-derived rows.

Either way, the scene schedule re-pulls each scene’s current synopsis from the script, so a draft refreshed after you edit a scene description shows the updated text. A draft never updates on its own; Refresh Data is the only way to bring in newer schedule data.

What is on the call sheet

The sheet renders these blocks, top to bottom, when they have content and are switched on:

Header — a three-column band: production identity, header crew, and day number on the left; the crew-call box, pre-calls, and meals in the centre; the project name, key contacts, and weather on the right. A logo sits on each side.
Location blocks — one per real filming Location used that day (a scene’s linked Location, or a Set whose name matches a Location), each with a set-closure indicator and inline notes. An in-story Set with no matching Location does not create a block — it still shows in the scene schedule rows.
Nearest hospital / emergency bar — the nearest hospital and emergency number, beneath the locations.
Unit note and any custom notes.
Paper chase, pre-schedule tables, and the scene schedule (scene number, INT/EXT, location, cast call times, with an optional notes column and scene timing).
Department requirements, the cast table, extras, and featured extras. A cast-table actor name is always accompanied by its Character and Character number columns in both the preview and PDF.
Travels, fittings, and other production events.
Catering portions table, the advance schedule, any custom tables, the crew calls list, and the footer.

Choose which sections appear

When a call sheet day is open, the Reports left rail shows a SECTIONS checklist. Tick or untick a section to show or hide it on the paper and in the exported PDF. The fixed page furniture has its own toggles too: Header, Hospital / emergency, and Footer. The scene-schedule Notes column is controlled from the Scene Schedule section’s Layout popover instead.

A Select all / Deselect all master row sits at the top; it shows a dash when only some sections are on. Section visibility is project-wide and persists, so an unticked section stays hidden on every call sheet until you re-tick it.

The same panel has Add notes section (a custom notes block) and Add custom table, with reorder and delete controls for any tables you add.

[SCREENSHOT: The Reports left rail showing the SECTIONS checklist for an open call sheet]

Edit a draft

In draft mode you can edit the sheet directly. Edits collect in a floating save bar at the bottom that shows the unsaved-change count; select Save to commit them or Discard to drop them. (Edits are not saved one field at a time — they batch until you save.)

Scene notes — select a note cell to edit it inline.
Scene timing — select a scene’s timing entry to open a picker.
Location details — select a location block to edit set closure, notes, and contact info.
Cast entries — select a cast row to edit call times and role type.
Header values — select a value such as the production name, day count, or weather to edit it inline.

Scene start/wrap times, first shot, and estimated day wrap are derived from the schedule’s crew call, strip order, page counts, and the day’s pages-per-hour override. Refreshing a draft recalculates them from that shared source; a published snapshot remains frozen.

The Catering section includes an anonymous roster summary of dietary preferences and the number of people with restrictions/allergies. It never shows names or restriction text. The portions table covers carnivore, pescatarian, vegetarian, vegan, and other preferences. A roster row shows the planning totals even before a meal is scheduled; scheduled meal rows start with those totals and remain editable in a draft because guests and actual attendance can differ. Published call sheets keep the dietary snapshot they were issued with.

Configure header crew, key contacts, logos, and the accent colour

Each section on the paper has a Layout pill in the left gutter beside it. Selecting the header’s Layout pill opens a popover that holds, in addition to the column and row controls:

For the Cast section, actor identity is kept together: while Name is visible, the # and Char controls stay checked and cannot be hidden. This also repairs older saved layouts that hid one of them. Hide Name first if you do not want any cast identity columns shown.

HEADER CREW (left band) — a free list. Select + Add row to add any crew member; each row shows their name and role(s). Names and phones render on the paper as role, name, and phone.
KEY CONTACTS (right band) — works the same way, but starts pre-filled with whoever holds the key-contact roles in your crew directory — 1st AD, Cast Co-ordinator, and Production Co-ordinator — when those people are defined. On a refresh, the key-contacts band re-pulls the current role-holders unless you have edited it and choose Preserve My Edits.
Logos — Left logo and Right logo, chosen per call sheet. Upload logos to the project first so they appear in the picker. The exported PDF prints a single logo taken from the left side.
Accent color — recolours the crew-call box and the empty weather field (default yellow). Select the swatch to open a colour wheel, type a hex value, or use Reset to default. The choice is saved to this call sheet only and carries through to the PDF.

These header choices are saved to the one call sheet — they are not project-wide and are not upstream to anything.

Push calls

The Push calls action in the side panel shifts every time on the call sheet by an amount you choose — useful when the day slips. Undo last push reverts the most recent push.

The side panel’s actions:

Export PDF — downloads the call sheet as a PDF. The header, footer, and layout are built into the sheet.
Print — opens the browser print dialog.
Share Link — opens the Share Call Sheet dialog. Choose how long the link stays active under Expires in and an audience under Visibility — each option has a small ? you can hover for a one-line explanation — then generate a time-gated read-only link. Share links are member-only: the recipient must be signed in as a member of the project (any role, viewer included) to view the report. Signed-out recipients are taken to sign-in first and then straight back to the report; non-members see an access notice instead. The link shows the sheet as it looked when the link was created.

To distribute the call sheet by email, use Crew → Mailing List to copy addresses or open a draft in Gmail, Outlook, or your default mail app, then attach the exported PDF or paste the share link.

Manage call sheet variations

Each shoot day can hold multiple variations — for example “Main” alongside a “Rain Plan” or a “Without Eva”. The version picker at the top of the canvas shows the active variation and a Manage button.

Inside Manage variations you can:

Create new variation — pick a label and how to seed it: Empty draft (blank, no upstream pull), Copy active variation (a full duplicate of the active row, including notes, weather, header crew, and overrides), or Fresh snapshot from upstream (seed from the live schedule and freeze a new snapshot).
Activate any variation as the primary one for the day. Only one variation per scope is active at a time.
Rename a variation’s label.
Delete a non-active variation. The active variation and the only-remaining variation cannot be deleted.

Every variation is its own independent call sheet, with its own address — selecting a variation in the picker takes you straight to its URL, so sharing that link always opens that exact variation, not “whichever one is active today.” Editing one never touches its siblings, and Refresh Data affects only the targeted variation. The first snapshot is always Main.

Reorder the sections on the page

The Sections panel in the left rail lists every section with a checkbox and a pair of up / down arrows. Use the arrows to move a whole section (for example, put Catering above Cast). The header stays pinned at the top and the footer at the bottom. By default every section flows continuously down the page; to start a particular section (such as crew calls) on a fresh page, tick Force page break before for that section.

Section order is project-wide: like which columns show and how rows are ordered, it is shared by every call sheet day in the project, and the exported PDF matches the on-screen order exactly.

Reuse a section setup as a template

When you set up a section the way you like it — a renamed title, the header crew and accent/logos, the department-requirements layout, or a custom table — you can save just that section as a reusable template and drop it onto other days.

Save as template — open a section’s Layout popover and choose Save as template…, then give it a name. For a custom note or table, use the bookmark button on the block itself. A template captures only that section’s setup — never day-specific data like cast call times or scene rows.
Apply template — choose Apply template… (in the section’s Layout popover, or the Apply notes/table template actions in the Sections panel), pick a saved template, and tick the days to apply it to. Configuration replaces that section’s setup on each chosen day; a saved note or table is added alongside whatever is already there. Days that don’t have a call sheet yet are created automatically.

Templates are a reuse shortcut, not a live link — editing the original day later does not change days you already applied to. Re-apply to push an update. Templates are project-scoped (admin/owner only).