# Call Sheets A call sheet in PAI isn't built from scratch — it emerges from work you've already done. When you assign vendors to budget expense lines and give those lines a day assignment, the call sheet for that day populates automatically. The budget and call sheet are two views of the same data: the budget is the financial lens, the call sheet is the logistical one. Call sheets are generated for **Shoot**-type days. Navigate to them via **Call Sheet** in the project's left navigation, then select the day. --- ## Day Header Actions At the top of any call sheet, a set of actions controls the day itself: **Status** — track whether the call sheet has been staffed, readied, or sent. Status updates are reflected in the project calendar. **Print** — export or distribute the call sheet (see [Distributing a Call Sheet](#distributing-a-call-sheet) below). **Rename** — use the edit icon to the left of the day name to rename the day. **Copy Day** — creates a copy of the day including all overview details, contacts, and expense lines with their vendor assignments and rates. Copied expense lines are set to Draft status. > [!warning] > **Delete Day** removes the call sheet, all overview information, and every expense line currently assigned to the day, including vendor assignments. This is irreversible. --- ## Call Sheet Sections ### Overview Core logistics for the production day: - **Calendar Date** — the scheduled date; may already be set from the estimate - **Start Time / End Time** — general call time and expected wrap; format 00:00 AM/PM - **Time Zone** — select the appropriate zone for the day's location Changing the day type here (e.g., from Shoot to Prep) removes the call sheet. Prep, Travel, and Wrap days do not generate call sheets. ### Location - **Address** — type to activate autocomplete; the resolved address generates a Google Maps link in the externalized call sheet - **Unit Number** — optional field for suite, apartment, or office number - **Location Details** — rich text area for arrival instructions, parking, access codes, and any other guidance relevant to crew ### Technical Details Free-form area for capture formats, camera specifications, audio requirements, and other technical specs for the day. ### Media Delivery Defines post-shoot data handling — where to deliver footage, backup procedures, upload instructions. URLs entered here become clickable links in the externalized call sheet. ### Project Details General production context for the day: capture goals, shoot schedule, script notes, and any guidance the crew needs to understand what the day is for. --- ## Crew The Crew section is the heart of the call sheet. It displays all Labor and Equipment expense lines assigned to this day, pulled directly from the budget. ### How crew appears - Expense lines with a day assignment and a vendor assigned appear in the crew section with the vendor's contact information pulled from their record - Expense lines with a day assignment but no vendor appear as unfilled positions — a placeholder that shows the role exists but hasn't been staffed yet ### Adding a position Click **Add Position** to create a new crew role directly from the call sheet. Enter the position name, department, and rate. PAI automatically creates the corresponding expense line in the budget. ### Assigning a vendor Double-click the vendor cell on any crew row to search by name. If the vendor doesn't exist in your organization's records, you'll be prompted to create a new vendor record on the spot. ### Overriding the contact Each crew row also has a **Contact** field. By default the vendor's own contact information appears on the call sheet. If you need a different person listed — for example, the vendor is a talent agent but the actual talent should appear on the call sheet — set the Contact field to override what's displayed on logistical documents. The vendor assignment (and payee) is unaffected; only the call sheet contact changes. The Contact can be any person in PAI: another vendor, a client contact, or a workspace user. ### Bidirectional sync Any change made in the crew section reflects immediately in the budget, and vice versa: - Assigning a vendor in the call sheet updates the expense line in the budget - Changing a rate in the call sheet updates the rate on the expense line - Assigning a vendor to an expense line in the budget populates them in the call sheet ### Per-vendor settings - **Custom Start Time** — set a different call time for a specific vendor; appears on the externalized call sheet - **Booking Status** — track whether the vendor has been confirmed; useful for large productions with multiple people managing logistics --- ## Contacts Each call sheet day has a **Contacts** sub-section listing the contacts included on that day — pulled from the assignments made on the Staff page. If a contact is toggled on for this day there, they appear here. Within the call sheet Contacts section you can edit each contact's details for that day: name, email, phone, company, role, notes, and **Call Time** — the time that specific person is expected on set. > [!note] > The **Staff** page is where you manage the project-wide roster and control which days each person appears on. The **Contacts** section within a call sheet day is where you edit per-day details like call time. The two surfaces are connected — changes in one are reflected in the other. --- ## Distributing a Call Sheet The print button at the top right of the call sheet offers three options: **Print** — downloads a PDF of the call sheet for sharing as a file attachment. **Copy HTML** — copies an HTML-rendered version of the call sheet to your clipboard, intended to be pasted directly into an email body. The call sheet renders inline in the email without needing an attachment. **Email** — combines both actions: the HTML version is copied to your clipboard and your email client opens with a new draft pre-filled with the subject line and recipients. Contacts are CC'd; crew are BCC'd. > [!important] > The Email option requires your browser's email handler to be configured. If clicking Email opens nothing, check your browser's handler settings.