How to schedule call sheet emails

Most productions want the call sheet out the evening before, after the day's wrap report is in. Scheduling does that without someone remembering to hit send from set.

Steps

1. On Callsheets, choose the shoot day and click Send.
2. Pick the cast and crew who should get it. Email is selected for anyone with an address.
3. Under When, choose to schedule and pick The day before or Shoot day, then a time, for example 6:00 PM. The line under it reads back exactly when it will send.
4. Optionally turn on the reminder for anyone who hasn't confirmed, set a number of hours before their own call.
5. Click Schedule send. The recipients table fills in straight away with who is scheduled, so you can check the list before the send runs.

The time is read in the production's time zone, which is set from the first location lookup or in the send dialog, and converted so daylight saving can't shift it.

As a worked example, Day 4 shoots on Thursday, October 9 and the production time zone is Los Angeles. Scheduled for the day before at 6:00 PM, it goes out Wednesday, October 8 at 6:00 PM Pacific. Due jobs are checked every five minutes, so it can land a few minutes after the set time. A job that crashes mid-run is picked up again without sending anyone twice.

Changes after you schedule

The scheduled send publishes whatever the sheet says when it runs, so edits you save before then are what goes out. The recipient list is fixed when you schedule, so someone added to the crew afterwards needs a separate send.

If plans change, cancel the scheduled send from the recipients table on the call sheet itself, then schedule a new one.

If it doesn't work

• The schedule option greyed out means no recipients are picked.
• "That time has passed" under the time means the moment you picked is already gone in the production's time zone. Pick a later time or send now.
• A note in the dialog that scheduled sends may not go out means scheduling is not running for your workspace. Send now instead and contact support.
• A send that never arrived: check the recipients table. If it still shows as scheduled, the time hasn't passed in the production's time zone.
• People with no email or phone can't be included. Add the address on Cast & Crew, then schedule again.
• Text and WhatsApp are only offered where a production has texting enabled. Scheduled sends go by email otherwise.

The call time entry covers how crews read the times on the sheet, and the Callsheets guide covers the page.