Who creates the call sheet?
On most film and TV sets, the 2nd AD is responsible for building and distributing the call sheet, often in close collaboration with the 1st AD and production office. The 1st AD sets the plan for the day, the 2nd AD translates that plan into a detailed document, and production ensures all contact, location, and logistics information are accurate.
What information does a call sheet include?
While every show has its own template, most call sheets include the same core sections:
- Production details — project title, shoot day number, date, weather, and sunrise/sunset.
- Call times — when each department, crew member, and cast member is expected to arrive at basecamp or set.
- Locations — exact address, parking notes, maps, and any access instructions for basecamp and set.
- Scene breakdown — what pages and scenes are scheduled, with brief descriptions, locations, and cast needed.
- Department notes — special requirements for camera, grip, electric, HMU, costumes, stunts, SFX, and more.
- Contacts — phone numbers and emails for key production staff, including ADs, production office, locations, and transport.
Why call sheets still matter in a digital world
Even as productions adopt new tools, the call sheet remains the single source of truth for the shooting day. It aligns departments, sets expectations, and gives everyone a shared mental model of how the day will flow.
The real shift is not away from call sheets, but away from static PDFs and email chains. Digital call sheets keep the familiar structure that crews trust, while adding real-time updates, analytics, and mobile access that paper can not match.
From prep to wrap: how call sheets evolve through a shoot
During prep, call sheets are fairly simple: smaller units, fewer locations, and more flexibility. As principal photography ramps up, days become more complex, with company moves, split units, stunt work, and intricate cast schedules.
A good call sheet system helps the AD team adjust quickly when weather shifts, talent availability changes, or a location falls through. Instead of rebuilding a PDF from scratch, they can tweak the plan and push live updates to every crew member's pocket.
How CallSheetX modernizes the call sheet
CallSheetX keeps the core of the call sheet intact, but makes it dynamic, trackable, and personalized:
- Personalized views so each crew member sees only their own call time, location, and department notes.
- Real-time updates with push notifications when call times or locations shift.
- View tracking so production knows who has seen the latest version.
- A connected admin dashboard and mobile app, so information flows cleanly from the AD team to every department.
For production teams, that means fewer last-minute phone calls, less WhatsApp chaos, and more time spent protecting the schedule instead of chasing down confirmations.