Cast & crew

Cast & Crew

Keep the names, positions, work dates, travel, food notes, documents, walkies, and project access that production needs from prep through wrap.

Start with a clear contact list, then use the same people for the roster, DooDs, call sheets, production reports, travel itineraries, and department work.

CAST & CREW LIST
84 PEOPLE
POSITIONNAMEPHONETRAVEL
1st ADJordan Ellis(310) 555-0142
Key GripSam Rivera(323) 555-0188
Costume DesignerRae Morgan(213) 555-0171
Cast - MayaAlex Chen(424) 555-0129
ROSTERTRAVELDOODFOODWALKIESACCESS

One working crew record

Give every person a place in the production

Add the person, assign the job, mark the dates, and keep the practical details beside the name. When the schedule changes or a new crew member comes aboard, production can make the change in the crew record and keep moving.

01

Build the list

Add contacts by hand, bring them in from your saved contacts, or import an XLSX crew list.

02

Assign the work

Give each person one or more positions and add labels where the assignment needs more detail.

03

Plan the dates

Mark starts, finishes, prep, shoot, wrap, hold, and travel days for the production.

04

Run the day

Carry the crew into call sheets, production reports, travel pages, walkie lists, and other working paperwork.

Cast & crew features

The details production actually has to keep straight

Use the view that matches the job in front of you, while every view works from the same cast and crew list.

Contact list

Keep names, phone numbers, email addresses, gender, pronouns, dates of birth, notes, and the contact details production needs.

Positions and labels

Assign one or more positions to the same person and add a label when the crew assignment needs to be more specific.

Fast crew-list setup

Add a new contact, find someone in your saved contacts, or bring in an existing crew list from XLSX.

Roster and work dates

Track start and finish dates, prep, shoot and wrap day counts, travel status, union, and start paperwork.

Day-out-of-Days

Mark work, hold, and travel across the production calendar and read each person's work, hold, travel, and total day counts.

Travel and lodging

Keep flights, ground transportation, rental cars, housing, confirmation numbers, schedules, trip notes, and travel costs by person.

Food notes

Record vegetarian, vegan and pescatarian needs, food restrictions, allergies, and catering remarks with the contact.

Cast details for Costume & HMU

Keep cast roles, representatives, minor and guardian details, measurements, and continuity work connected to the performer.

Walkie assignments

Assign a walkie number to each person and prepare a walkie list for check-out, swaps, and returns.

Crew documents

Attach deal memos, forms, certificates, or other working documents to the person they belong to.

Invites and project access

Invite collaborators and decide which production areas they can edit, view, or stay out of.

Sensitive information

Mark a contact as sensitive and control who can see protected details separately from ordinary project access.

Search and sort

Find people by name, position, or notes, then sort the working list for the department or conversation at hand.

Call sheets and reports

Use the crew list for daily calls, key crew on production reports, and phone or email visibility on issued paperwork.

Production printouts

Prepare crew, dietary, walkie, travel, and DooD pages with the people and columns needed for that copy.

Roster planner and DooDs

See who works, holds, or travels on every production day

Lay the cast and crew against the production calendar. A quick pass shows when each person starts, works, holds, travels, and finishes—and the totals are already there when production needs them.

  • Work, hold, and travel markings by date.
  • Work, hold, travel, and total day counts.
  • Start work, end work, prep, shoot, and wrap totals.
  • Production dates and calendar notes in the same view.
  • Day-out-of-Days pages for cast and departments.
CAST / CREW12131415161718WHTR
Alex Chen - MayaWWHW310
Jordan Ellis - 1st ADTRWWWW401
Sam Rivera - Key GripWWWWW500
W - WORKH - HOLDTR - TRAVEL
Jordan EllisTRIP 01

LAX to ABQ - SWA 214Aug 11, 8:20 AM - Seat 7A

CONF. K4LM2P

Sunport Rental CarPickup Aug 11 - Mid-size SUV

CONF. 80641

Hotel ChacoAug 11-22 - King room

11 NIGHTS

Crew travel

Keep the full trip beside the traveler

Build each traveler's itinerary from door to door. Flights, cars, drivers, lodging, housing allowances, confirmations, costs, and trip notes stay together so production can answer the practical questions quickly.

  • Multi-leg flights with departure, arrival, seat, layover, and confirmation details.
  • Car rentals and other ground transportation with pickup and drop-off.
  • Hotels, short-term rentals, corporate housing, production houses, and allowances.
  • Check-in, check-out, room, address, phone, and confirmation details.
  • Travel totals and individual itinerary print or email.

Crew access

Give each department the access it needs

Invite a crew member from the list and set their access by production area. A department head can edit their work, another crew member can view what they need, and private contact details can remain protected.

  • View, edit, or no access for each production area.
  • Invite, update, resend, or revoke a collaborator invitation.
  • Separate protection for sensitive contact information.
  • Access choices shown clearly before the invitation goes out.
  • Permissions tied to the person's project contact.
COLLABORATORCREWSCHEDULECALL SHEETART
Jordan EllisEDITEDITEDIT-
Rae MorganVIEWVIEWVIEW-
Chris BellVIEWVIEW-EDIT
Sensitive details: access limited to production office

Crew ListPositions and contacts

Dietary NeedsCatering counts and notes

Walkie ListAssignments and returns

Travel ItineraryFlights, cars, and rooms

Day-out-of-DaysWork, hold, and travel

Email PDFSend the working copy

Production paperwork

Print the list needed for the conversation

The office may need phone numbers, catering needs a food count, the sound utility needs walkie assignments, and transportation needs itineraries. Choose the people and fields that belong on each copy.

  • Custom title and subtitle.
  • Choose whether talent is included.
  • Select the columns needed for the printout.
  • Letter, Legal, or A4 page size.
  • Print directly or email the finished PDF.

Cast & crew FAQ

Questions from the production office

Can one person hold more than one position?

Yes. Add more than one position to the contact and use labels when the assignments need to be distinguished.

Can I bring in an existing crew list?

Yes. Import contacts from an XLSX file, add a new person, or pull someone from your saved contacts.

Does the crew list connect to shoot-day paperwork?

Yes. Crew contacts feed daily call sheets, and key crew and signatories can appear on production reports.

Can the office prepare travel itineraries?

Yes. Keep flights, ground transportation, lodging, confirmations, and notes together, then print or email the itinerary.

Can private contact details be restricted?

Yes. Mark a person as sensitive and control access to their protected details separately.

What crew pages can be prepared?

Crew lists, dietary-needs lists, walkie lists, travel itineraries, and Day-out-of-Days pages can be printed or emailed as PDFs.

Know who is on the job, when they work, and what they need.

Build the cast and crew list, plan the dates, prepare the travel, and carry the right details into the working day.

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