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Managing extras

The Extras category in the breakdown is where you track background talent for your production. Each entry on an extras board represents a type of extra needed in a scene, along with optional contact details for the actor filling that role.

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Where to find extras

In the project nav, click Breakdown, then Elements, then Extras. The list shows each extras item, which scenes it appears in, and a link to its board. Extras are added the same way as other breakdown elements: by tagging script text in a scene’s breakdown page or by using Add Element and choosing the Extras category. See Tagging elements in a script breakdown for how to tag from the script.

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Adding an Extra card

Each extras item has a board. The board is where you break down the background talent needed for that entry: how many, what type, and who is cast.

1. Open an extras item’s board from the Extras list (click the item name).
2. Click Add Card and choose Extra.
3. Fill in the card:
   • Title — Describe the extra as if giving direction (e.g. “2 waiters”, “Person gesturing in background”, “Crowd of onlookers”). Be specific enough that your AD knows exactly what you need.
   • Actor / Name — The actor’s name, if cast.
   • Email — The actor’s email.
   • Phone — The actor’s phone number.
   • Notes — Any other detail (union status, special instructions, costume notes).
4. Save the card.

Add one Extra card per type of background talent needed. If a scene needs two waiters and three bystanders, use two separate Extra cards on the same board.

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Extras and project contacts

When you save an Extra card with a name, email, or phone, that contact is automatically added to the project’s Address Book under the Extras category. This means you do not have to enter the same contact information twice. Changes on the Extra card update the Address Book record, and vice versa. To view all extras contacts, go to Address Book in the project nav. Filter by Extras to see only background talent. See Address Book for more.

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Extras on call sheets

Background talent from the breakdown appears in the Background Talent section of the call sheet for any day their scenes are scheduled. The section lists the extras items with contact information from the Extra cards. Extras appear in a separate section from principal cast. They do not have the same Call / On Set / Wrap time columns as talent, but if they have email addresses, they can be included in call sheet distribution. For managing principal cast and call times, see Managing cast. More: Tagging elements in a script breakdown, Managing cast, Address Book, Boards and cards.