Working with crew scheduling

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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)

 

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