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Call Sheets

Call sheets are the daily production document: crew call, talent, locations, schedule summary, weather, and notes. Spell Slate generates them from the schedule and lets you edit, export PDF, and send them by email. Crew call uses one shared value across the page. The header Crew Call row and the Crew section universal call time stay in sync automatically. Production → Call Sheets. If the project has no schedule, you see an empty state and a link to create a schedule. Once a schedule exists, open or create a call sheet for a day from the call sheets index or the schedule sidebar. To create a call sheet from the index, use New Call Sheet and choose a production day from the list. Only days that already have a day break on the schedule and do not yet have a call sheet appear. Add day breaks on the Schedule stripboard if you need another day. On the call sheets list, Resync (when you can edit the project) rebuilds talent and set locations from the schedule for that sheet, same as on the call sheet page. After you have sent a sheet, Resend jumps to that call sheet so you can use Send Call Sheet again.
  • First call sheet: Create your first call sheet: schedule, send, and what recipients see.
  • View link, opened, confirmations: View link, opened, and confirmations: view link, opened tracking, confirm button, and View Emails & Confirmations (filters: All / Pending Open / Pending Confirm). You can also send to one person from this page to fix a wrong email or add someone after the main send.
  • Managing crews: Managing crews: Crew Grid, add from contacts, departments, call times, universal crew call, customizable Crew Call times box (add Dinner, Talent Call, remove unused rows).
  • Managing cast: Managing cast: talent from schedule, Click to add cast, arrival location override, call/on set/wrap times, character board link, background talent.
  • Weather and locations: Weather and locations: set location, parking, hospital, production office, basecamp, Refresh Weather, Resync Call Sheet.
When ready, click Send Call Sheet. The button is disabled until requirements are met (shoot date, crew call time, at least one location with an address, at least one recipient with an email). The send state updates live while you edit those fields, so you do not need to reload the page to see the latest error state. In the Send modal you can optionally Include link to Day Bible for this day (in-app; recipients with accounts sign in) and Include view-only Day Bible link (no login required) so recipients without app access can open that day’s board in read-only form. If a Day Bible link no longer works (for example the schedule or day was updated after the link was sent), use the call sheet and Day Packet you received for the latest information; contact your production for the current schedule if needed. After sending, use View Emails & Confirmations to see who opened and who confirmed. In Background Talent, each extras group uses click-to-edit cells (like Talent) for Count, Description, Arrival, Call, On set, Report to, and Notes. Arrival uses the same dropdown pattern as Talent: Default (Basecamp), First scene extra appears in, or Other (choose location) from scheduled locations. These values also appear in the call sheet PDF. If extras cards on the linked extras board have email addresses, those people are included in distribution and each person receives the call sheet with their background group call details. If one email appears in multiple roles (crew, talent, background), one recipient is chosen for delivery (Talent first, then Crew, then Background) and the email includes a heads-up listing each matched role so the person knows they are on the call sheet in more than one place. Production office and basecamp addresses can be set in Project Settings → Production Addresses so new call sheets pre-fill. Day Sides and Character Sides are available from the call sheet or the schedule sidebar per day. For first-location behavior, the Locations section shows this clearly: first location follows day schedule order. Use Edit day schedule on the call sheet to open the same schedule used by that call sheet, with the day preselected in the URL (?day=<day number>), then reorder as needed. In the Talent table, use ARRIVAL for each cast member:
  • Default (Basecamp)
  • First location actor appears in (from schedule)
  • Other - [location] for a specific manual location
Only locations that can produce a real destination are selectable for Other. Spell Slate uses the location address when present, and if that is blank it automatically uses the linked parking address for that location. If ARRIVAL is left on default, email arrival uses Basecamp first, then first scheduled set location, then Production Office. For parking maps, paste a map URL first and optionally add an annotated image. In call sheet location editing, use the same Save button for address and parking map changes. The call sheet and public view show a View Parking Map link when a URL exists. The PDF shows the URL as plain text. Uploaded map images appear inline.

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Reliability commitment

Call sheets affect real-world movement. Spell Slate is designed to avoid wrong-destination instructions by only allowing selectable arrival overrides that can resolve to a real address (or linked parking address fallback), and by keeping recipient-specific arrival output consistent across the app and email. The call sheet and the guidance email are one core reliability suite. They are built to pull from the same source of truth so crew, cast, and all recipients receive up-to-date instructions.