Working with daily cast scheduling

Working with daily cast scheduling

Creating a daily cast schedule with cast calls is a breeze in Dramatify. All information will be shown in the call sheet under Cast calls and each cast member’s name. Transport orders, i.e. transport that is organised by the production, will be shown under Transport in the call sheet. It also synchs with Working hours.

WHERE: Planning

You’ll find the Cast scheduler under the “Planning” section in the sidebar menu. Then click on “Cast”.

Smartest way of working

Since Dramatify lives in your browser, the smartest way of working is to have the Daily Cast Scheduler in one browser tab, and the scene schedule or call sheet edit form in another. That way you will work smarter, and don’t have to constantly save and navigate to another page while looking up information for your cast schedule.

Who appears in the daily schedule?

The cast list in the daily cast scheduler consists of two main sections, those who are scheduled to shoot that day, and those who are not. Dramatify automatically adds shooting cast based on three factors:

  1. Is the character added to the scene in the Breakdown?
  2. Has the character been linked to a cast member on the character’s page?
  3. Is the scene scheduled to be shot that day in the Scheduler?

If a cast member isn’t showing up a day when he or she should, go back and check these three factors. Note that for non-fiction productions, the process works the same, but you add the cast member’s real name as Character name.

A note on atmosphere cast

Note that atmosphere cast is NOT handled in the scheduler and do NOT appear under cast calls in the call sheet. If you want these cast members to appear in the scheduler, in the call sheets and in the working hours recorder, make them Extras instead of an Atmosphere group.

What can I schedule with the Daily Cast Scheduler

The Daily Cast Scheduler contains a number of scheduling options:

  • Cast call
  • Transport to location, either the cast member’s own transport or transport organised by the production.
  • Make-up, F/X make-up and hair
  • Wardrobe
  • Finishing time
  • Rehearsal
  • Transport from location
  • Notes

Scroll sideways to see them all!

Show and hide sections

In the top you can select which sections should be shown, and which you want to hide, for easier scheduling and overview.

Schedule per cast member, or for most – or all – cast

In the top of each column, you can click on the edit (pen) icon and choose to set the same value for all scheduled cast members. Note that this will only affect cast members that are shooting that day.  If you want to set different values for certain individual cast members, you can edit them separately.

Daily cast scheduler top controls

Use the controls in the top to select day, time format and to turn off columns for easier scheduling.

Set scheduling option for all cast.

STEP 1: Cast calls

The Cast call sets when a cast member should be present on set to start working. The cast call not only shows up in the call sheet but is also integrated into Working hours.

To set the same cast call for all cast members, click the edit icon at the top of the column.

STEP 2: Transport to and from location

To only schedule transport, turn off all other sections at the top of the page.

The “Transport to location” and “Transport from location” have two main settings:

  • The cast member gets there by themselves – check “Own transport”.
  • The cast member’s transport is organised by the production, fill out all other fields in this section.

To add the same value to all or any of the different information fields, click the edit icon on top of each column.

A note on locations

The selected list of locations are automatically added depending on the shooting locations and unit bases linked to the scenes being shot that day.

If you do not get the correct locations, check the Set list to see:

  1. Are the scenes being shot that day linked to the correct sets?  If not, correct in Breakdown.
  2. Are the sets linked to the correct locations and unit bases? If not, correct the set’s settings (for locations) and the location’s settings (for unit base).

A note on drivers 

The driver list has designated drivers on top, then the rest of the team.

If you instead use a company; cabs, limousines, bus, boats, airplanes etc; you can add the company as a team members with contact information, and link the company as a driver. If you want to inform a cast member of the name of a specific driver for that company, you can to that in the Notes at the far right of the scheduler.

Cast members not going to or from location

To add transport for cast members going to and from other places than location, add them straight into the call sheet. The same goes for any other kind of transport, including couriers and production transports of scene items and equipment.

Go to Planning > Days and click on the call sheet to which you want to add the transport order. Below the Schedule you’ll find Transport. Just click on the blue button “Add Transport”.

STEP 3: Make.up & Hair

To only schedule make-up & hair, turn off all other sections at the top of the page.

Simply add the time and select the make-up artist or hair stylist you want to schedule for the cast member. To add the same for all cast members, click the edit icons on top of the columns.

If a make-up artist or hair stylist isn’t in the select list, it’s because

  • They have not been added to Dramatify as team members
  • They have been added to the wrong department. All members of the Make-up & Hair department will show up in the lists.

STEP 4: Wardrobe

To only schedule wardrobe, turn off all other sections at the top of the page.

Simply add the time and select the wardrobe person you want to schedule for the cast member. To add the same for all cast members, click the edit icons on top of the columns.

If a wardrobe team member isn’t in the select list, it’s because

  • They have not been added to Dramatify as team members
  • They have been added to the wrong department. All members of the Wardrobe department will show up in the list.

STEP 5: Rehearsals - for both shooting and non-shooting cast

To only schedule rehearsals, turn off all other sections at the top of the page.

Reheasals are the reason non-shooting cast members have been added at the bottom of the cast list. You might want to schedule rehearsals with cast that is not shooting that day – and you can!

Rehearsing the current day’s scenes

Dramatify automatically adds the scenes that are to be shot the day you are scheduling for per cast member, and will automatically update if you change the scene scheduling (Planning > Scheduling).

 

  • If you want the current day’s scenes to be rehearsed that day, just add a time.
  • If you want to change the scenes rehearsed, just add which scenes to be rehearsed instead.
  • If you want the same scenes to be rehearsed for everybody. click the edit icon on top of the column and add the scenes you want to rehearse.

STEP 6: Finished for the day

To schedule when a cast member is finished for the day, which might or might not coincide with wrap. Note that just like cast calls, Finished time not only shows up in the call sheet but is also integrated into Working hours.

To set the same cast call for all cast members, click the edit icon at the top of the column.

 

STEP 7: Notes

Any notes you add to a cast member’s schedule, will show up in that person’s cast call in the call sheet.

STEP 8: Scheduling non-shooting cast members

There are all sorts of reasons, you might want to schedule non-shooting cast; rehearsals, fittings, test makeup and meetings. You can schedule them the same way as any shooting cast member.

There are two differences:

  1. You schedule them on an individual basis. The settings for all shooting cast at the top of each column, do not affect non-shooting cast.
  2. They will not show up on a specific team’s call sheet nor in the cast calls, but in a section at the bottom, which is the same for all teams: “Rehearsals or other activites (not shooting with the team).
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Top image by Sean MacEntee / Flickr (CC BY 2.0)

 

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