# 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 exist for **Production** days. Open them from **Call Sheet** in the project's left navigation. The left panel lists the project's Production days in date order; expand a day to reach its **Overview**, **Crew**, **Equipment & Services**, and **Contacts** sections. --- ## Header Actions At the top of the call sheet: **Status** — track where the call sheet stands: **Draft**, **Staffed**, **Ready**, **Sent**, **In Progress**, **Completed**, or **Cancelled**. The day's entry on the project calendar picks up the status as the color of its edge. **Copy Day** — the copy icon next to the status duplicates the day after you confirm. The copy is the next-numbered Production day, on the same date, with its own copies of the day's expense lines, vendor assignments, and rates. Copied expense lines are set to Draft status. **Generate Call Sheet** — opens the finished call sheet for distribution (see [Distributing a Call Sheet](#distributing-a-call-sheet) below). To rename a day, use the edit icon next to its name on the Overview. > [!warning] > **Delete Day** (on the Overview) removes the call sheet, all overview information, and every expense line currently assigned to the day, including vendor assignments. This is irreversible. --- ## Overview Core logistics for the production day. ### Date & Time - **Date** — the scheduled date; may already be set from the estimate - **Start Time / End Time** — general call time and expected wrap - **Timezone** — the zone for the day's location - **Day Type** — Prep, Travel, Production, Wrap, or Post. Changing a Production day to another type takes it off the Call Sheet page; its expense lines stay in the budget. Prep, Travel, Wrap, and Post days don't have call sheets. ### Location - **Address** — type to search; 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** — arrival instructions, parking, access codes, and any other guidance for the crew ### Technical Details Capture settings for the day, chosen from lists: **FPS**, **Resolution**, and **Picture Profile**. ### Media Delivery 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 lists the day's labor lines, pulled directly from the budget, with each person's **Assignee**, **Contact**, **Email**, **Phone**, **Min Hrs**, **Rate**, **Start Time**, and **Booking Status**. ### How crew appears - Expense lines with a day assignment and a vendor assigned appear with the vendor's contact information pulled from their record - Expense lines with a day assignment but no vendor appear with an empty Assignee — a placeholder that shows the role exists but hasn't been staffed yet ### Adding a position Click **Add Item** and search for the role to add it directly from the call sheet. It comes in at the item's rate, and PAI creates the corresponding Draft expense line in the budget on that day. ### Assigning a vendor Double-click the Assignee cell on any crew row to search by name. If the vendor doesn't exist in your organization's records, you can 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 - **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 --- ## Equipment & Services The day's equipment and service lines, with **Item**, **Assignee**, and **Rate**. Add one with **Add Item**. --- ## Contacts Each day's **Contacts** section lists the people included on that day — set from the project's [Contacts](./Contacts.md) page. Add someone directly with **Add Contact...**. Here you can edit each contact's details for that day: name, email, phone, company, role, notes, and **Call Time** — the time that person is expected on set. > [!note] > The project **Contacts** page is where you manage the project-wide roster and choose which days each person appears on. A day's **Contacts** section is where you edit per-day details like call time. The two are connected — changes in one are reflected in the other. --- ## Distributing a Call Sheet **Generate Call Sheet** opens a preview of the day's call sheet with three ways to send it: **Download PDF** — 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. The subject reads **CALL SHEET | project number | client | date | location**; the day's contacts are CC'd and the crew are BCC'd, with the To line left for you. > [!important] > The Email option requires your browser's email handler to be configured. If clicking Email opens nothing, check your browser's handler settings.