Call sheets in PAI provide a central hub for managing all logistical information for production days. They automatically connect to your budget, allowing seamless coordination between financial planning and production execution. ## Call Sheet Overview When you select a production day, you'll see several sections that allow you to build and manage your call sheet. ## Key Components ### Overview Section This section contains the core logistical information for your production day: - **Calendar Date**: Set or modify the specific date for this production day - This may already be populated if it was defined during estimation - **Time Settings**: - **Start Time**: Set the general call time (format: 00:00 AM/PM) - **End Time**: Define when the production day is expected to conclude - **Time Zone**: Select the appropriate time zone for accurate scheduling - **Day Type Selection**: Choose the appropriate type for this day - **Important Note**: Changing a day type from "Shoot" to any other type affects the document generation: - "Prep," "Travel," and "Wrap" day types do not generate call sheets - "Post" day type moves the day to the Post-Production section > [!tip] Top Level Actions > >[!note] Call Sheet Status Tracking > >Track whether the call sheet has been staffed, readied, or sent. This updates the calendar event as well > > >[!note] Print Function > >Generates an externalized call sheet for distribution > > >[!note] Rename The Day > Use the edit button left of the day name to rename the day > > > [!note] Copy the Day > Use the copy button next to the day name header to create a copy of the day. This will copy all call sheet overview details, contacts, and expense lines assigned to the day. Any vendors assignments to those expense lines will also be copied, inclusive of the rates. Copied expense lines will be set to "Draft Status" > > > [!warning] Delete Day > Delete the day to remove it from your project. This will remove the call sheet, overview information, and ALL expense lines currently assigned to the day, inclusive of vendor assignments. ### Location Management - **Location Field**: Type an address to activate auto-completion - The completed address generates a Google Maps link in externalized call sheets - **Unit Number**: Optional field for apartment, suite, or office numbers - **Location Details**: Rich text area for: - Arrival instructions - Parking information - Access codes or special entry requirements - Any other location-specific guidance ### Technical Details - **Purpose**: Centralized area for technical specifications - **Content Examples**: - Capture formats - Camera specifications - Audio requirements ### Media Delivery - **Purpose**: Defines post-shoot data handling procedures - **Content Examples**: - Where and how to deliver footage - Backup procedures - Upload instructions - **Hyperlink Support**: URLs entered in this section become clickable links in externalized call sheets ### Project Details - **Purpose**: General information about the production day - **Content Examples**: - Capture goals - Shoot schedule - Script notes - General production guidance ### Crew Assignment Process 1. **Access Crew Section**: Select a production day to view its call sheet, then navigate to the Crew section 2. **View Assignments**: See existing crew assignments pulled from budget expense lines 3. **Add New Position**: - Click "Add Position" to create a new crew role - Enter position name, department, and rate - This automatically creates a corresponding expense line in the budget 4. **Assign Vendor**: - Double-click in the vendor cell to bring up a search bar - Type to search by vendor's first AND last name - If the vendor doesn't exist, you'll see an option to create a new vendor record - The system automatically pulls contact information from the vendor record ### Automatic Population - **Budget-to-Call Sheet**: If vendors are assigned to expense lines in the budget with day assignments, they automatically appear in the call sheet's crew section - **Unassigned Expenses**: If an expense line has a day assignment but no vendor, the expense line itself appears in the call sheet ### Bidirectional Updates - **Call Sheet-to-Budget**: Assigning a vendor in the call sheet automatically updates the associated expense line in the budget - **Budget-to-Call Sheet**: Assigning a vendor to an expense line in the budget and giving it a day assignment automatically populates the call sheet - **Rate Field**: The crew section includes a rate field showing the day rate for each vendor - Rates can be modified directly in the call sheet, which will automatically update the corresponding expense line in the budget - Similarly, rate changes made in the budget will reflect in the call sheet ### Additional Crew Settings - **Custom Start Times**: Set different start times for specific vendors - These custom times appear in the externalized call sheet - **Booking Status**: Track the booking progress for each vendor - Particularly useful for large productions with multiple team members managing logistics ## Call Sheet Print Functions PAI provides a few ways to externalize your call sheet and share with others. #### Print Function 1) Navigate to Production > Call Sheet 2) Look for the print button at the top right of page > [!note] Print Options > > > [!tip] "Print" > > Use this option to download a PDF of the call sheet to share as file > > > [!tip] "Copy HTML" > > Use the "Copy HTML" option to copy an HTML version of the call sheet to your clip board. This is intened to be pasted in an email body so as to render the call sheet format in an email without the need to attach a PDF > > > [!tip] "Email" > > The "Email" option will perform two actions: > > - The HTML call sheet will be copied to your clip board > > - Your Email client will be opened, and a new email drafted (using handlers) with the subject line and receipts pre-filled. > > - Contacts will be CC'd on the email. Crew will be BCC'd > > > > > [!attention] Email Handler Setup > > > Ensure your email handler is setup on your browser for this feature to function correctly ## Related Topics - [[Project Calendar|Project Calendar]] - [[Budgets|Budgets]] - [[Days In PAI]] © 2025 PAI Tech, Inc. [paihq.com](https://www.paihq.com/)