Creating call sheets

Dramatify’s call sheets are the finishing point of an intricate web of linked content. If you have done the prep correctly, creating a call sheet accessible online, on mobile devices and in print will only take you a few minutes.

Before you start: Teams

Before you start: Teams

First, in Dramatify you have up to five teams, each with their own call sheet each production day, or a main team that only on a few shooting days uses a second unit and perhaps a third unit. You can add teams as you proceed with planning and scheduling. You do not have to set up everything at the start of the production.

You add, remove and edit teams by going to your Production page, click Admin in the upper left corner of the toolbar and then click the Edit menu in the right hand corner of the toolbar.

Production periods

Two ways of creating call sheets

Two ways of creating call sheets

To start working on your call sheets, click on Planning in the sidebar menu. On the overview page you will see what production days and teams you already have added – if any.

There are two ways of creating call sheets:

  • if you have used our scheduling feature, you will automatically have started creating call sheets for all the production days and teams you already have added during scheduling.
  • The other way, is adding production days and call sheets here on the overview page, and then adding scenes straight into the call sheets. This suitable for shorter productions as well as non-scripted and un-scripted productions.

STEP 1: Add a new production day

Add a new production day

When you click on Planning, you get to the Day overview page. Here you can create a rough plan of prep days, travel days and shooting days – with or without dates – by going to the edit menu in the toolbar and clicking “Add a new production day”. You add the production day number and, if you’d like, the date. You can also add dates later (see more below).

Screen Shot 2015-09-08 at 23.26.11

As you add production days, you get grid items for each team you added when you set up the production.
Grid items

Call sheet types

Call sheet types

Call sheet typesDramatify offers five types of call sheets. We have the traditional call sheets for shooting days, but also offers simplified call sheets for other types of days: preparation, transport, holiday and other.

The simplified call sheets have fewer headlines than shooting call sheets, and the simplified call sheets for preparation, holiday and other look like below:

Preparation call sheet

The transportation call sheet type also hold the transport headline.

Call sheet for transportation

This means that you can not only have call sheets for teams on shooting days, but also on any other kind of day you need. This also makes it possible for you to create a team that only deals with scouting, prepping or set construction for instance. They get their own call sheet of when and where they should be and what they should be doing.

STEP2: Adding call sheets

Adding call sheets

When you have added a production day or days,  you get grid items for each team
you added when you set up the production.

Click on each team
to assign what they should be doing that day;
prepping, travelling, shooting, holiday or other. You can also add a title if you want. If you don’t, the call sheet will show the call sheet type as the title.

Add call sheet type

STEP 3: Adding standard working hours

Setting standard working hours for the entire production saves you a ton of time. You can always change working hours on individual days and teams, if you have a night shoot or staggered teams for instance.

To set standard working hours click on Settings in the toolbar. Note that we use “international 24h time” , i.e. not 8 am but 08:00 or 8:00, and not 3 pm but 15:00.

24-hour
clock
12-hour
clock
00:00 12:00 a.m.*
midnight
(start of the day)
01:00 1:00 a.m.
02:00 2:00 a.m.
03:00 3:00 a.m.
04:00 4:00 a.m.
05:00 5:00 a.m.
06:00 6:00 a.m.
07:00 7:00 a.m.
08:00 8:00 a.m.
09:00 9:00 a.m.
10:00 10:00 a.m.
11:00 11:00 a.m.
12:00 12:00 p.m.
13:00 1:00 p.m.
14:00 2:00 p.m.
15:00 3:00 p.m.
16:00 4:00 p.m.
17:00 5:00 p.m.
18:00 6:00 p.m.
19:00 7:00 p.m.
20:00 8:00 p.m.
21:00 9:00 p.m.
22:00 10:00 p.m.
23:00 11:00 p.m.
24:00 (midnight)*
(end of the day)

STEP 4: Adding radio channels

Adding radio channels

While you are still in Settings, you should also add any radio channels that you will use on set. Simply click “Add radio channel
and fill out channel number and which users it’s for. Radio channels will now appear automatically in your call sheet.

Add radio channels

STEP 5: Start creating call sheets

Start creating call sheets

Just click on the day and team for which you want add a new call sheet.

The call sheet headline shows you production day, team and call sheet type. Should you want to change that headline, click on the edit menu in the upper right corner and select “Edit call sheet”.

Edit call sheet

This is an example of a simplified call sheet template.

Here you can now add a new headline in the box market “Title / Flag”. You can also add the unit base so your crew now where to show up, and if you’d like a medical emergency location. If you haven’t already added these locations, please learn more on how to work with locations.

Edit call sheet

STEP 6: Adding non-standard working hours

Adding non-standard working hours

Add non-standard working hours

If you need to change the working hours to non standard working hours, click the edit icon to the right in the working hours box, and edit the working hours. Non-standard working hours will be displayed in red in the published call sheet to draw attention to them.

STEP 7: Adding unit notes

Adding unit notes

Adding unit notes

To add unit notes, click on the add icon. Unit notes are always open when your team read your call sheet, so here you should put any very important information that shouldn’t be missed.

STEP 8: Adding unit base and medical emergency location

Adding unit base and medical emergency location

Unit base location & Medical Emergency Location

The two settings for locations, unit base and medical emergency, lead to the same edit form that we previously changed the headline in.
This is to make it easy for you to add locations without having to remember to go to the toolbar editing menu. If you haven’t already added locations, please learn more on how to work with locations.

STEP 9: Adding scenes

Adding scenes

Edit existing scenes in a call shee

There are two ways of adding scenes to a call sheet in Dramatify.

Scenes added during scheduling

First, if you have used our scheduling, the scenes and banners you have added to this shooting day will already be present when you open the call sheet for the first time.

In the call sheet, you can use the cross at the beginning of the scene slugs to change the scene order by simply dragging and dropping.

Click the arrow on the slug header pointing downwards to open the scene and see which information you have linked to the scene during breakdown. If you want to change or add to any of this information, you do that in the breakdown. If you want to remove a scene from the call sheet, simply click on the trash can.

You can also add more banners if you lik by clicking on + Banner.

As you see to the right, you can edit and delete banners. When it comes to scenes, you can remove them from the call sheet by clicking the trashcan.

Adding scenes in the breakdown

If you have not used the scheduling, you click on the add scenes icon (+ in the upper right corner of the “Scenes” headline) to add scenes. You can add scenes one at a time, or multiple scenes at once if they are in sequence. Drag and drop them in the right order, and add banners as you need.

A note on times in the production schedule

If you have added segment and production times to your scenes, Dramatify will automatically start counting the time from the first work hour you have set, and add production time of each scene as well as any activity time you set on banners.

STEP 10: Adding transportation

Adding transportation

Under the transportation headline, you can add who is picking up whom when and where. Team members that are designated drivers are at the top of the driver list, and then the rest of the team.

Add transportation to call sheet

STEP 11: Adding cast calls

Adding cast calls

Underneath Transportation you add cast calls when cast members should be on set, in makeup, at wardrobe and at rehearsal.Add cast calls to call sheets

STEP 12: Adding department requirements & notes

Add Department requirements and notes

In the Department requirements and notes, you can add and organise what each department should be doing
and what they should bring and remember during the day.

Adding requirements to call sheets

If you want to, you can delegate the adding of department requirements and notes so each department adds their own. This requires that you make the team members who should be doing the writing, into admins. Learn more how to do that in the article on Administering Team Members.

There you can also learn how to make a team member Head of Department. In the call sheets, that means that we automatically add their name and phone number to the department requirements. If the user is on mobile, that means one-click calling, texting, messaging and emailing.

STEP 13: Weather

Weather

The weather forecast is automatically added to your call sheet based on your shooting location. It displays general weather conditions, temperature, wind speed, sunrise and sunset.

It offers a forecast 10 days ahead so if you publish your call sheets in advance, you will automatically have a weather forecast of the shooting day up to ten days ahead.

The weather forecast is automatically updated every third hour.

Troubleshooting

Should your published call sheet NOT include a weather forecast, please click and check the link/s to your shooting locations. Sometimes Google maps don’t have a street address in their database and you need to go to Locations > your location > edit location and add it through the map interface of your location, i.e. find your location on the map and click to make certain you get the correct GPS coordinates at the bottom of the edit location page.

STEP 14: Publish and unpublish a call sheet

Publish and un-publish a call sheet

When you have added the information you need, you have two choices: Either keep this unpublished to the team, visible only to admins under the Planning menu or publish it to the team.

Leaving the call sheet unpublished, is great if you want to pre-produce call sheets and later add any last minute details and publish it closer to the production day.

If you want to publish your call sheet,  just click the link at the top of the edit call sheet page. If you haven’t added a date, you will be asked to. You can not publish a call sheet without a date.

Publish call sheet

As you see , you can also un-published the call sheet should you need to.

Unpublish call sheet

In the day overview, the little radar icon show you which call sheets are published. Published call sheets remain published five days after the production day. After that the automatically become un-published and you as an Admin can access them on the Planning Day overview page.

Day overview of call sheets

STEP 15: Adding and editing dates

Adding and editing dates

If you have not yet added dates to your call sheet, and prefer to pre-produce your call sheets before publishing, you can add dated in a variety of ways.

  • You can click on the edit production day menu (in the grey field to the right of the production day number) in the overview and add a date to each production day.
  • You can click on  Calendar  in the orange toolbar and get a great calendar overview. Use the Add to Calendar at the top to assign dates to production days. Here you can also move production days by drag and drop on desktop, and click and edit on any device, including tablets and smartphones.
  • You cal also bulk-add dates as described below.

STEP 15: Bulk adding dates

Bulk adding dates

If your production will shoot in one sequence, one day after another, you can use the Re-number days function. Click in the edit menu in the toolbar and select Re-number days.

Re-number days

Check the first checkbox you encounter and you’ll get to the form below.

Re-number days form

Add  the first day of your production. If you will shoot on Saturdays and/or Sundays, you check those boxes as well. Click OK.

Dramatify now adds dates in sequence to all your production days.

STEP 16: Announcing published call sheets

Announcing published call sheets

To announce to your team that you have published a call sheet, click on Messages at the top and then on the Add Message icon.

Add message

Write your message, and note that you do not need to link to the call sheet, it will show up in the call sheet menu automatically. Select your production in the drop down menu, then click submit.

Add message form

Your message will now be shown to everybody in your production who are logged on to Dramatify,
but will also be forwarded to the email inbox of everyone in your team list, including team members that have been invited but who haven’t yet logged on.

STEP 17: Printing a call sheet

Printing a call sheet

If you like to print your call sheet, either as a pdf to email or to print on paper, just hit the print icon in the toolbar. Your printed call sheet will look like a traditional call sheet (but nicer) and not like a printout from the online version. Read more about printed call sheets.

STEP 18: Call sheets in your team's devices

Call sheets in your team’s devices

Please watch the tutorial video for a look at how Dramatify’s call sheets look in smart phones, tablets and desktops.

NOTE! Set permissions

Only users with Production Admin permission will be able to access the Admin mode in Call sheets and create and edit Call sheets. Learn how in the Roles and Permissions article.

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