Drawing a Stay
Every person who needs a bed gets a row on Crew Lodging or Cast Lodging. Every day the show covers gets a column. Pick a property from Chart accommodation in the toolbar, then drag across a row. The first day you touch is check-in, the last is check-out, and the nights are the gaps between them. A bar from Monday to Friday is four nights. Click a bar to open the booking itself: dates, check-in and check-out times, room type, a rate override, notes, the shared-room settings and the Booked box.
| Name | Nts | PREP WK 1 | WEEK 1 | WEEK 2 | |||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
P2Sun9/6 | P1Mon9/7 | D1Tue9/8 | D2Wed9/9 | D3Thu9/10 | D4Fri9/11 | OffSat9/12 | OffSun9/13 | D5Mon9/14 | D6Tue9/15 | D7Wed9/16 | D8Thu9/17 | ||
Production | |||||||||||||
Dana Okafor Unit Production Manager | 11 | KIM | KIM | ||||||||||
Luis Ortega Production Coordinator | 11 | KIM | KIM | ||||||||||
Camera | |||||||||||||
Mike Rodriguez Director of Photography | 10 | HMP | HMP | ||||||||||
Sarah Chen 1st AC | 9 | HMP | HMP | WF | |||||||||
Grip & Electric | |||||||||||||
Tom Walsh Gaffer | 11 | HMP | CRW | ||||||||||
Ana Rivera Key Grip | SW | W | W | W | W | W | W | WF | |||||
Rooms per night | |||||||||||||
Kimpton Riverside | 22 | 2 | 2 | 2 | 2 | 2 | 2 | 2 | 2 | 2 | 2 | 2 | · |
Hampton Inn North | 24 | 1 | 3 | 3 | 3 | 3 | 2 | 2 | 2 | 2 | 2 | 1 | · |
Crew House | 6 | · | · | · | · | · | 1 | 1 | 1 | 1 | 1 | 1 | · |
The Days the Board Covers
The grid opens a number of prep days before D1 and runs a number of wrap days past the last shoot day. Both counts are set in Globals under Transpo. The defaults are 7 days of prep and 3 of wrap.
- Prep days are labelled P1, P2, P3, counting backwards from D1
- Off days sit in the run at their real date and are drawable like any other day
- Wrap days are labelled W1, W2 after the last shoot day
- Any date a stay already touches is pulled into the grid even if it falls outside those windows
The Accommodations List
A new show starts with six placeholder accommodations: Hotel 1, Hotel 2, two AirBnBs, a Crew House and a Cast House. Rename them to the real properties once you have them. If you cleared the list, Add Starter List puts them back, and Import reads a hotel list from a spreadsheet.
| Column | What it does |
|---|---|
| Name | Full property name. Appears in the toolbar, on cards and on exports |
| Abbrev. | Three or four characters printed inside the bar |
| Address | Pins the hotel on the Lodging map and prints on itineraries |
| Contact, Phone, Email | The person at the hotel who answers for your block |
| Check-in, Check-out | The hotel's standard times, offered as the default on every booking there |
| $/Night | Default nightly rate. A booking can override it. Producer tier only |
Accommodation Details
The key icon in the Details column opens the arrival details for a property. Fields save when you click out of them.
- Check-in time and check-out time
- Group confirmation number, for the block or master booking. Each stay keeps its own number as well
- Check-in instructions: desk hours, whose name the block is under, the key box code
- Parking and Wi-Fi
- Other notes: breakfast hours, laundry, anything the crew asks about
- Confirmations and documents: the confirmation PDF, the rate agreement, a photo of the key box
Room Types and Shared Rooms
Room Type on a booking is a grouped menu: standard rooms (Single to Quad), suites, apartments and houses, and shared and other. Add custom room type saves a new one under This production, so a Bungalow typed once is offered on every later booking. A room type typed before the menu existed still reads back as itself. Tick Shared room when two people take one room. Each is costed at half the room rate, unless a rate override says otherwise. Pick the other guest under Sharing with. Saving marks the room-mate's booking over the same nights as shared, and gives them a booking if they have none there yet. Room counts treat the pair as one room.
Work Days, Flights and Flags
Cells where the person actually works are shaded, with their DOOD code ghosted into the days no bar covers. The shading comes from the DOOD and the call sheets, so it follows schedule changes. Hover a bar for its dates, cost and any problem with it. A red outline marks the stretch of days that is wrong. The booking dialog offers Trim to work days when a stay runs past the work. Flights are entered in the Flights view and marked on the grid: a leg in on the day it lands, a leg home on the day it leaves. A landing marker with no bar under it means that person has no room that night. See Flights, Travel Imports and Itinerary Emails for the detail.
Rooms Per Night
Click any day header on the grid. The day card lists every property with rooms that night, how many rooms each holds and how many guests are in them, and a total across all properties. A check-out day adds no night, so it is not counted. For a single hotel across the whole run, open its card from its name. The Itinerary overview there groups the rooms by type and dates, and Copy puts the request and the rooming list on your clipboard.
When the Schedule Moves Under a Booking
A stay stores real dates. The schedule stores day numbers. When a re-import moves D12 from a Thursday to the following Monday, a bar drawn for D12 would otherwise stay on the Thursday. The re-import re-anchors each unbooked stay to the day numbers it was covering and follows the work to the new dates.
- Gaps of up to 4 days between work days are bridged, so a weekend inside a stay stays inside it
- A booked stay is never moved. The import reports it for re-booking with the dates the hotel holds and the dates the new schedule wants
- Anything the pass could not place cleanly is listed for you to check by hand before anything goes out
Who Sees What It Costs
Rates, nightly costs and committed totals sit behind the Producer grant. Anyone invited onto the show can draw the board, move a stay and read the calendar. Costs follow the same split as the DOOD pay columns.