Cast

Team management & team list

Team management & team list

Team management& team list

with one-click calling, texting and emailing
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Team management and team list with one-click calling, texting and emailing

On location with 200 people of which you only know ten. And you need to find Andy. Whom you never met. With Dramatify, it’s easy. The team list got pictures!

Dramatify’s team list is not only a simple list of the people working on the production, but also everyone that have access to the production on Dramatify with titles, contact details, bios, qualifications and more.

Every team member updates their own information

You no longer need an address book or an excel sheet with all the team contacts. You can either set up a new Dramatify profile for your team members (if they don’t already have one) or just invite them and let them do it themselves. The only thing you absolutely need to invite somebody to your production is their email address.

Call, text or email straight from your device

You only need to click a link to call a team member, text them or send an email. In the full profile there is room for addresses, representation – both union and agent – a bio, social media, qualifications including driving licenses and professional qualifications like first aid, rigging, electricity or pyrotechnics. Users can also – strictly voluntary – add any medical condition they want the team to know about, and how they like to be supported. Also, for children we flag for minors as they need special consideration and have special working regulations.

Food preferences

Food handling can be a major headache on set. With Dramatify it’s a breeze. In the profile, each team member can indicate if they have any special food preferences, dietary or religious, as well as any food allergies. These are compiled into smart food and catering lists!

Handle production information, permissions and releases

You can now add production notes, manage permissions and upload contract and personal release so you get everything in one place.

The team report

We neatly collect everything important in a team report that you can filter on crew and cast. Here you’ll get all contact information as well as if you have a contract and/or release on everybody that should have signed one.

The character & cast report

Under the “Character” menu, you also find a report on all characters and their casted members with working days, work period, pages, scenes, sets, locations and unit bases. This is a complement to the Day out of Day report you’ll find in the Scheduling section.

HIGHLIGHTS!

Cast & crew profiles - add once, use forever

Printable team list

Cast & character report + Cast Day out of Day report

One click calling, messaging, texting & emailing

Driving licenses & professional qualifications

Food preferences & allergies

Production notes

Upload & check contracts & releases

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Top image by Garry Knight / Flickr (CC BY 2.0).
People in image have nothing to do with Dramatify.

 

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Time sheets & working hours

Time sheets & working hours

Time sheets

Easy check in/out of crew and cast. Export a spreadsheet to payroll.
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Time sheets & working hours

Check in and out your crew and cast. Record their working hours. Note sick days and other absent days. Export records to a .csv file to import to the spreadsheet application of your choice. All in an easy-to-use interface!

Time sheets and the check in / out of working hours are integrated with our production teams, the scene scheduling, crew scheduling, the daily cast scheduler, call sheets and food management.

It lets you check in your cast and crew on set as well as record sick days and absence. You can check in/out your team members both on the set call times as well as customised times so you can adapt the time recording to your specific production needs.

After wrap, you can export the day’s time sheets to payroll as a .csv file to import into the spreadsheet program of your choice. This export can also include meal times and plate count from our food management feature. Nifty, right?

HIGHLIGHTS!

Easy check in/out of crew and cast

Export daily time sheets as .csv file to a spreadsheet

Time sheets also include union affliation and flags minors

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Top image by Peter Burka / Flickr (CC BY).

 

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Food preferences, catering lists & plate count

Food preferences, catering lists & plate count

Managing food on set

Food preferences, catering lists, plate count and meal costs. Automagically!
Try it today!

Food preferences, catering lists & plate count

Managing food for cast & crew can be resource intensive. No longer! Here’s one of Dramatify’s most “asked for” features: Food preferences, catering lists, plate count and meal costs. Automagically!

As if it’s not enough to keep track of how many meals to order, plate count and break times, now you also need to keep track of who is vegan, low carb, kosher or halal, or have an allergy. And if that’s not enough, how should meal costs be handled? Is breakfast free, but 1st and 2nd meals deducted? Or taxed? And what if some cast members have different negotiated meal costs than the rest of the cast and crew? And what if we suddenly have twenty visitors on set? Phew!

Food preferences & food allergies

No worries! Dramatify links each team member’s food preferences together with cast and crew scheduling to present you with a daily food list with the number of meals and all food preferences and allergies catering needs to be on top of.

Meal costs

Additionally, you can add general meal cost settings for cast and crew respectively, then add individual meal cost settings for the persons that require it.

Export break times, plate count and meal costs

Check meal times and consumed meals with a click. Then export complete working hours, break times, plate counts and individual meal cost instructions to your payroll department as a .csv file to import into a spreadsheet.

Add meals for visitors on set as well as snacks

Not all plates can be ordered by using information from crew and cast scheduling. Threfore, you can add extra plates, remove standard meals as well as add snacks and drinks with a few clicks. Easy!

Bon appétit!

 

HIGHLIGHTS!

Individual food preferences and any allergies in the personal profile

Meal cost handling - both production-wide and for specific individuals

Daily automatic catering lists with option to add snacks

Plate count and meal break time check

Export meal times and plate count as .csv to payroll

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Working with daily cast scheduling

Working with daily cast scheduling

Working with daily cast scheduling

Smart scheduling from transport to rehearsals!
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Working with daily cast scheduling

Smart scheduling from transport to rehearsals!

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 do I find the Daily Cast Scheduler?
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 scheduling, working with

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

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.

Bulk add daily cast scheduling information

Set scheduling option for all cast.

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: Dismissed for the day

To schedule when a cast member is dismissed 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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Working with characters and cast

Working with characters and cast

Working withcharacters & cast

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Working with characters and cast

Characters are central to a production. Here we show how to add information to a character page, but also what useful information is added and displayed automatically.

 

Where do I find Characters & Cast?
You find Cast & Characters in the sidebar menu under that name.
Before you start

You have three ways of adding characters to Dramatify:

  1. Adding them manually through the character page
  2. Adding them during breakdown
  3. Importing a drama screenplay

The latter method is the easiest and most common when you work with fiction screenplays. Here is an article of how to import a screenplay.

Adding new characters through the character page

Dramatify supports characters for both fiction productions as well as non-fiction. You can add main character, supporting character, extra, stunt and voice actor, but also reporters, anchors, hosts, participants, interviewees, judges, dancers, musicians and more. For atmosphere cast, please look in the section below.

Adding a new character

To add a new character, click on Characters in the right hand sidebar menu, then on the blue button with “Add character”.  As you see below, you only need to add a character name and select a character type. However, you can also flesh out the character with a concept image or an test makeup picture of the casted actor. You can also add a bio, description or other info about the character.
Add character

Adding atmosphere cast

To add atmosphere cast, click on the atmosphere tab and then on “Add atmosphere”.

Note that unlike other cast members, atmosphere cast is never invited to Dramatify. You can add how many is needed and then add numbers as you book. You can then also add who is booked, contact information and upload a release. This information will then be added automatically to the Daily Production Report on the correct day/s.

Atmosphere cast list

 

Atmosphere cast & releases

Connecting a character to the cast member

To get cast information and cast calls correct, you need to connect the cast member to the character. On the character editing page, you select the correct cast member in the dropdown menu in the Cast box as you see below. You can do that at any time during the pre-production.

For the cast member to appear in the dropdown menu, they need to have been added to the team list under People, but not necessarily invited yet to the production.

Add cast to character

Adding real people as characters

Adding real people as characters

In the case of documentaries, factuals, talkshows and entertainment where people appear under their real names as themselves or a speaker voice, you just add “Amy Smith” as the character and check the box “This character is played by Herself/Himself/Itself”.

As with other character types, you need to invite Amy Smith to the production and then connect the character page to the personal information by selecting Amy Smith in the “Select Cast member” dropdown shown in the image above.

Real people playing themselves

Managing imported characters

When you import a script, you will be presented with a list of all characters with dialogue in the script. You can either skip and not import any characters, or do a “mini-breakdown” and go through the characters which then will be auto-linked to the correct scenes.

If you do the latter, please do the following:

  1. Decide if the character should be imported or not. (i.e. you don’t import duplicate misspelled characters or characters that actually aren’t characters such as when two characters speak as one or an answering machine.).
  2. Add correct character type, is the character a main character, supporting character, extra etc?

Note! Dramatify DO NOT make any script changes. If you decide not to import a character, it simply means it does not show up in the character list.

Importing characters

Re-importing and synching characters

If you import a rewritten screenplay, many characters already exists. Dramatify is smart and will find the new characters and not import existing characters. However, if the screenwriter have misspelled characters or kept characters that you didn’t import the first time, these may be labelled as new characters. Therefore, go through the character list and click ignore on the characters that shouldn’t be imported and designate the correct character types to new characters that should be imported.

Adding characters & atmosphere during breakdown

Here is how to add characters and atmosphere during breakdown: 

Adding existing characters

Just start writing the first letters of an existing character and Dramatify will suggest alternatives. Just click on the right one.

Adding characters during breakdown

Adding a new character during breakdown

Adding new characters

To add a new character, just click the link “Create new character” (hidden under the name dropdown in the image above) and you’ll get a popup window.

Adding atmosphere

To add atmosphere groups, you proceed in the same way. Start typing in the box underneath “Add atmosphere” to add an existing atmosphere group, or click the link “Create new atmosphere group” to create a new group.

Editing and deleting characters

You can edit the information about a character at any time, as well as connect it with a cast member so that he or she gets access to team messages, scripts and call sheets.

Just click on the character you want to edit.

On the character page you’ll find all information we have about the character. Some is auto-generated through the breakdown, such as episode and scene information.

To edit any core information; name, character type, picture, bio/description and connected cast member; click on Edit character in the toolbar. To delete a character, select “Delete character”.

Edit character

Adding and editing scene items outside of the breakdown

Scene items

Scene items are any items like props, wardrobe, special effects etc. that is mentioned in the script. Anything specifically mentioned in the script is usually added during breakdown. In the middle of the page you find all the scene items that’s been added and you can filter them on department. At the bottom of the page, you find the items added during breakdown listed per scene.

Adding scene items to character pages

However, a character needs a wardrobe, props and perhaps special hair & makeup. Any admin and anyone belonging to the wardrobe, props and hair & makeup teams can add to scene items.

Persistent and non-persistent items

For characters, there are two different kinds of scene items, persistent items and non-persistent. A persistent item is something that a character always appears with, like glasses or a scar, and once added, this scene item is automatically added to every scene the character appears in.

Scene item options

In the space under the core character information, you’ll find any scene items already added. To those you can add scene item options. That is any alternatives you want to list. If the scene item is a jacket, you can use the scene item options to add jackets in different colors, different brands or models. The list makes it easy to remember what should be fitted or returned. Just click the menu beside each scene item to add an option.

Add scene item options

You can also add new scene items and scene item options. This mean that you can build each character’s wardrobe and props outside of the breakdown.

 

Removing or changing a casted actor or participant

Removing a cast member who are not yet a member of the production

Removing a cast member who is not yet a member of the production is easy. This person might not yet been invited, haven’t yet accepted the invitation or have refused the invitation.

Go to People in the side menu.  Above the production team card, click on Cast.

Any member whose card that have a colored top border, is not yet a member with access.

These members you can just remove by clicking in the lower right corner of the card and select “delete invitation” or “revoke invitation”.

Delete invitation

Removing a cast member who are a member of the production

There are three ways of removing a cast member who already is a member of the production.

1) Remove the cast member from the character but not the production

Let’s say that you have re-casted the cast member in another role, or do not want the cast member connected with the character for some other reason. Just go to the character’s page and select edit character in the toolbar.  At the bottom of the edit character page you will see the text “Played by: [insert cast member’s name]“. Just click on the trashcan to remove the cast member.  As a safety measure, you will get a popup asking you if really want to remove the cast member. Confirm that you do.

Remove cast member

2) Remove the cast member from the character and select another cast member

If you for some reason want to change cast member to another, already existing cast member, just click on the edit (pen) icon to the right of the text  Played by: [insert cast member’s name]“. Beneath, more content roll out. Use the dropdown menu to select another cast member and click save.

Change cast member

3) Remove a cast member both from the character AND from the production

Go to People in the side menu.  Above the production team card, click on Cast.

Find the cast member you want to remove, and click in the lower right corner of the card. Select “remove from production”. This person will now be removed both from the production and the character.

The character list

As you add characters and cast, you get a complete character list with credits. Just click on “Characters” in the sidebar menu. You’ll see character, cast member and episode. Click “Report” in the orange toolbar to get a detailed list.

Note! Character permissions

Only users with Production Admin permission as well as teams belonging to wardrobe, props and hair & makeup will be able to see the Character nav tab and add, edit, administrate and delete Characters. Learn how in the Roles and Permissions article.

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Top image by gnuckx / Flickr (CC BY).

 

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Working with time sheets & working hours

Working with time sheets & working hours

Working hours &
time sheets

Check in & out crew & cast
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Working hours & time sheets

With Dramatify’s Check in/Out feature you can record and keep track of your cast’s and crew’s working hours. The feature integrates automatically with cast calls and unit calls in the call sheets, and also records sick days and absent days. You can export each day as a .csv file to import to your spreadsheet application of choice.

Where?

You’ll find the Check In / Out under the On Set menu in the sidebar.

Check in & out

 

STEP 1: Basic set up

Dramatify will automatically add a new form for cast and crew check  in and out for each working day added under Planning > Days.

The check in and out forms will be visible and selectable in the dropdown as the date is reached for each working day. That means you can view today and past days, but there will be no days visible for future days.

STEP 2: Who is in the team list?

Presence in the team list depends on one of two settings;

  • Crew members are checked to work that working day in the Crew scheduler
  • Cast members are attached to scenes shooting that day as per the scene schedule.
  • Cast members who are not shooting today, but have a cast call set in the Daily Cast Scheduler. This might be used for cast that are rehearsing, called in for fittings or other meetings.

To check in and out certain departments, use the dropdown department list at the top of the page.

To check in a certain person, search for their name in the search box if the team list is long.

STEP 3: What does the different check in buttons mean?'

You have five different choices when checkin in a team member:

  1. Check in NOW. Get a time stamp indication the moment you click the button.
  2. Check in according to unit call or cast call. These times are depend on the call times you have set in the call sheet for unit calls and early/late unit calls, and on the cast calls you have set in the daily cast scheduler. If a crew member is not part of a team, the unit call button will not appear, but you can use any of the other four buttons. The various colours on the call buttons indicates the team colour.
  3. Check in a manual time. Add any time manually.
  4. Sick day.
  5. Absent. If a team member are absent for any other reason and illness.
STEP 4: What does the different check out buttons mean?

You can only check out team members that have been checked in. When you have checked in a team member, you can check them out in three different ways:

  1. Check out NOW. Get a time stamp indication the moment you click the button.
  2. Check out according to wrap. These times are depend on the wrap time you have set in the call sheet. It will NOT appear for cast members and for crew members who are not part of a team.
  3. Check out a manual time. Add any time manually.
  4. Sick – a team member with a button indicating a sick day do not need to check out. Clicking the button will remove the record of a sick day.
  5. Absent – a team member with a button indicating a day in absentia do not need to check out. Clicking the button will remove the record of a day in absentia.
STEP 5: Downloading / exporting information to a .csv file

To download a file to import into a spreadsheet application of your choice, just click Export in the edit menu and follow the instructions. Note that you can download a record of working hours per day.

Export working hours

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Top image by Adam Greig / Flickr (CC BY SA).

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