Working with crew scheduling

Get started with Dramatify in a snap!
Sign up if you haven't already!

Working with crew scheduling

Crew scheduling is easy in Dramatify, just a few clicks and you’re done! Crew scheduling integrates with both call sheets and working hours. Here’s how!

 

Where do I find Crew Scheduling & Booking?

You’ll find crew scheduling in the sidebar menu under Crew, then click on Booking in the orange toolbar.

 

What can I schedule with Crew Booking?

In the Crew Booking, you can book a crew member for part of a day, a full day, a period or the entire production, as well as all crew members in one go for the same periods. It’s also easy to add planned absences or sudden illnesses to the schedule.

 
Who appears in Crew Booking?

Everyone in the production invited to Dramatify appears in the crew list, save cast members. You can see who they are under Crew.

Understanding crew schedule terms, colours and icons

The difference between availability and booking

  • Availability means that the crew member is available to work and that the production may book them.
  • Booking implies that the production wants to schedule them and the crew member (or their agent) has confirmed the engagement.

Visual overview

In the visual schedule, you can immediately see where you have problems, which teams are working and what they are doing that day. Hover over the info icon to see details and notes for each day’s booking.

Available for work - crew scheduling for TV, film and videoAvailable to work, either all day or part of the day, but no booking is confirmed
Available for work but no confirmation - crew scheduling for TV, film and videoAvailable, and scheduled to work, but no booking is confirmed.
Confirmed for work but no confirmation - crew scheduling for TV, film and videoConfirmed booking to work, either all day or part of the day.
Confirmed for work and absence - crew scheduling for TV, film and videoBoth booked to work, and has a planned absence, on the same day.
Absence - crew scheduling for TV, film and videoPlanned absence. Vacation, sick leave, child care, working on other projects etc.
Warning - crew scheduling for TV, film and videoThe team is scheduled to work, but the member has no availability nor a booking.
Information - crew and cast scheduling for TV, film and videoHover to see one or more bookings, and which scenes the cast member is shooting.
Warning - crew and cast scheduling for TV, film and videoWork is scheduled, but there is no booking!
How to add, edit and delete bookings

Add, edit and delete bookings

  1. Each square in the view represents a day for a crew member. Hover over the square to prompt a menu where you can select the desired feature. You can add or delete availability or a booking for just that day or several days at once.Crew scheduling - adding, editing and deleting bookings
  2. You can also click on the + icon beside a crew member’s name to add bookings for that individualCrew scheduling - add availability
  3. Hover on a date header at the top of the list to add bookings for all of the crew for that day or a range of days.Crew scheduling - bulk edit day-range

Edit and delete double-bookings

Sometimes it can be useful to be able to book several things in one day, e.g. working 08:00 to 13:00 and then absent from 13:00 to 17:00.

This option, however, also makes it possible to add several bookings by mistake. If you have made several bookings for a team member and want to edit or delete one or more, Dramatify will ask you how to proceed – remove all or just selected bookings.

  1. Multiple booking information
    If you have made several bookings, the information icon will turn into a number, corresponding with the number of bookings made.
    Crew scheduling - edit multiple bookings
  2. Select booking to edit
    If you have made several bookings and need to edit one or more, you can simply select which booking to edit.
    Crew scheduling - select booking to edit
  3. Select booking to delete
    If you have made several bookings and need to edit one or more, you can simply select which booking to delete – or all of them.
    Crew scheduling - delete multiple bookings
Teams
In Dramatify you can add up to 5 different teams, each with their own call sheet; purple, red, green, 2nd unit and 3rd unit. You select which teams your production should have in Production > Edit production.

In the crew scheduler you see which team or teams every person belongs to by the colours next to their names. You add a person to one or more teams on their production setting page. Go to People and click on the edit menu in the lower right corner on the team member’s profile card.

To make it easier to schedule per team, you can filter on teams in the top.

Crew scheduling for teams

Call sheet integration - crew list
The crew scheduler is directly integrated with the call sheets. Each team member are shown in the crew list of the team they belong to. If they belong to more than one team, their name will be seen in two or more call sheets. If they do not belong to any team, their name WILL NOT be shown at all in the call sheets.
Integrating with Time Sheets & Food Management
ll crew members checked to work a certain day will appear in the Time Sheet list for that day and also be counted for meals if you haven’t shut that off in the individual settings. You find the list under On set > Check In/Out.

Unlike the call sheets, team members who are NOT members of a team, will also be shown if they are checked to work. The working hours can then be exported and imported to a spreadsheet application of your choice.

Top image byTimothyJ / Flickr (CC BY 2.0)

 

Try Dramatify today - if you haven't already!

30 days free trial! No credit card required.

WORKFLOWS

Drama

From screenplay import to semi-automatic call sheets and DPRs!

Entertainment

Enjoy our innovative rundown suite with tons of smart integrations.

Sports

Game on! Cover sports in the field with a premier mobile solution!

Talk Shows & Current Affairs

Easily collaborate from wherever your cast and crew are!

Factuals & Documentaries

3 different script formats, made for remote co-productions!

Children's programmes & Kid's shows

Produce any kind of kid's content with specific features for children on set!

Social media, commercials & corporate video

Image-based scripts to easily express your vision!

Key features

Production dashboard

Everything at a glance across productions!

Budgeting

Smart, integrated easy-to-use budgeting for any kind of production!

Automatic production updates

Automatic updates when critical details change, with the option of manual comments!

Cast & Crew Management

From interactive team lists to integrations with scheduling!

Rundowns for multi-camera

Integrated with cue cards, CuePilot, teleprompters and all our features!

Drama screenplays

Import/synch with Final Draft/.fdx, automatic script sides and automatic watermarking!

Image-based AV scripts

The perfect format for commercials, social media and storyboards!

Story shelf

Plan, store & bounce scenes - super useful from drama to big sports events!

Script breakdown

Smart script breakdown, including optional partial access for creative departments.

Shooting scheduling

Powerful scheduling integrated with cast DooD and all other scheduling features.

Crew Scheduling

Easy to use crew scheduling integrated with call sheets.

Cast scheduling

Smart integration with Daily Cast Schedule, DooD, stylists' scheduling & call sheets!

Daily Production Schedules

Ditch Excel and work smarter! Smart, integrated daily production schedules with powerful features. 

Semi-automatic call sheets

Integrated call sheets that writes themselves as details are added elsewhere. For print and mobile!

Catering lists - automagically!

Automatic catering lists per shooting day - including special diets & allergies!

Set design & Scenography

From auto set lists, images and breakdown to 3D files and set details!

Locations

With images, maps & automatic weather reports and much more!

Character management

Auto-lists with automatic statistics, booking sheets, stripboards and more!

Wardrobe

Inspo images, measurements, breakdown, wardrobe lists and more!

Makeup & Hair

Integrated makeup & hair functionality with looks, cleanface, makeup charts and more!

WHY DRAMATIFY?

Overview

A production tool for all your company's productions.

Saving time & money

How Dramatify minimise risk and saves your production time and money every day.

For Producers & Production Managers

Plan and track productions, the content, cast & crew.

For creatives

Smart, integrated tools for the creative crew, from ADs to wardrobe designers, set designers and makeup artists.

For crew

Find tools and information according to your role and access level in the production.

For cast members

How to use Dramatify for cast members, including actors, anchors and hosts.

WORKFLOWS

Drama

From screenplay import to semi-automatic call sheets - Dramatify helps you run a tight production.

Entertainment

Enjoy Dramatify's innovative rundown suite with a plethora of smart integrations.

Sports

Integrated features for both large event planning, and scripted and semi-scripted shows.

Talk Shows & Current Affairs

Plan, write and produce talk shows & current affairs shows.

Factuals & Documentaries

With 3 different script formats, start with the one fitting your project's particular needs.

Social media, commercials & corporate video

Use the same tools as the industry professionals for your productions.

Broadcasting & live streaming

Productions powered by Dramatify reaches millions of viewers a week. Join our growing list of broadcasters!

Graphic audio

From script breakdown to recording scheduling and cast and crew booking, we handle enhanced audio productions.

PLANS

Free plan

3 active users for basic drama & documentary pre-production.

Bronze plan

Starter plan for small productions & production companies

Silver plan

for up to 25 active users + unlimited productions, cast & crew.

Gold plan

MOST POPULAR with up to 50 active users + unlimited productions, cast & crew.

Platinum plan

for companies & broadcasters with up to 100 active users + unlimited productions, cast & crew.

Enterprise

Contact us for a custom deal that suits your needs!

Education

Free plans for professional industry schools & educations!

Resources

Quick Start Guide

Quickly get started with your production!

Add & manage team members

Add crew and cast members, set permissions & allow access.

Add episodes & work with series

The episode functionality is super useful - even for features!

Working with rundowns

How to create rundowns for multi-camera live & studio productions.

How to work with screenplays

How to import/synch with Final Draft/.fdx, write natively and work with updates.

Working with image-based AV scripts

How to make the most out of the AV scripts.

Working with script breakdown

How to breakdown your script regardless of script format.

Working with scene items

From props to vehicles - here is how to work with scene items!

How to schedule your production

Powerful scheduling integrated with call sheets and other features.

How to schedule crew

How to work with crew scheduling, integrated with call sheets, time sheets and DPR.

Working with cast scheduling

Smart integration with scene scheduling, Daily Cast Schedule, DooD, stylists' scheduling & call sheets and more!

Creating call sheets

Call sheets almost write themselves - for mobile and print!

Working with sets & scenography

Breakdown, link to locations, share images, 3D files, add props, scene items and continuity.

Adding & working with locations

With images, releases, maps & automatic weather reports and much more!

Working with cast, characters, wardrobe, makeup & hair

A walk-through of character lists & pages, scheduling, details, linking to cast and more.

Translate »