What you need before you start
Gather these before you open any call sheet software or template:
- The shooting schedule for the day (scenes, cast numbers, page counts)
- The crew list with departments, positions, and contact numbers
- The cast list with actor names and character names
- Location addresses for every set and base camp
- The 1st AD's general crew call time
- Any advance scheduling notes from the 1st AD
Step 1: Set the production header
Start with the basics: production title, director, UPM, 1st AD, 2nd AD, and the date and day number. Add the nearest hospital and emergency contact number. These fields stay the same across most call sheets, so a template or production profile saves time.
Step 2: Enter the shooting schedule
List every scene shooting that day in order. For each scene, include:
- Scene number
- INT or EXT, the set name, and DAY or NIGHT
- A brief scene description
- The cast numbers appearing in the scene
- The estimated page count
Page counts are the standard unit for estimating how long a scene will take. One page is roughly one minute of screen time, though actual shooting time varies widely.
Step 3: Set call times
The 1st AD sets the general crew call. From there, each department and individual may have a different time based on their prep needs.
| Who | Call Time Logic |
|---|---|
| Hair & Makeup | Early call: first cast member in chair needs time before crew call |
| Wardrobe | Often matches Hair & Makeup for first scene cast |
| Camera & Grip | Frequently match general crew call or 15-30 min earlier for prep |
| Background (BG) | Usually later than general crew call |
| Cast | Based on when they are needed in Hair, Makeup, and Wardrobe |
G-Casper Pro supports relative call times. Set 'Call-1:00' for Hair & Makeup and it adjusts automatically if general crew call changes.
Step 4: Build the crew list back
The back of the call sheet lists every working crew member organized by department. Each entry includes name, position, and call time. Check your crew list against the scene's requirements: are all the departments you need scheduled?
Step 5: Add locations and weather
Every shooting location needs a full address, including suite or stage number if applicable. Base camp, parking, and restroom trailer locations also go on the call sheet. Weather pulls in automatically when you have the address set.
Step 6: Add general notes and advance
The general notes section is where special information goes: meals, safety meetings, COVID protocols if applicable, or anything the 1st AD wants every crew member to see. The advance section shows what is scheduled for the next day so departments can plan.
Step 7: Get approval and distribute
Send the draft call sheet to the 1st AD for approval before distribution. Once approved, send it to the full crew. Confirm delivery for key department heads. In G-Casper Pro, SMS distribution handles the send and tracks who has opened their message.
The full workflow
This diagram shows the complete call sheet process from gathering inputs through distribution and revision.
- Gather inputs — Shooting schedule, crew list, cast list, locations, general crew call from 1st AD
- Step 1: Set production header — Title, director, UPM, 1st AD, 2nd AD, date, nearest hospital
- Step 2: Enter shooting schedule — Scenes in order with INT/EXT, cast numbers, and page counts
- Step 3: Set call times — General crew call → department offsets → individual overrides
- Step 4: Build crew list back — Every working crew member by department with call times
- Step 5: Add locations and weather — Full addresses for all sets, base camp, and parking
- Step 6: Add general notes and advance — Safety meetings, meals, special instructions, next day preview
- Step 7: Send to 1st AD for approval
- Decision: 1st AD approves?
- Path: Yes
- Distribute to full crew — Night before the shoot day — via SMS, email, or both
- Path: No
- Revise and resubmit to 1st AD
- Decision: Schedule changes after distribution?
- Path: Yes
- Send revision — mark as REV, note what changed
- Path: No
- Done for this shoot day