How to send a call sheet

Storiara builds a call sheet for each shoot day from the stripboard, cast and crew, and locations, and you edit it in place before it goes out. Everyone gets their own link rather than a shared one, so you can see who opened it and who confirmed.

Get the sheet right first

The Callsheets page opens once the production schedule has dates. Pick the day, then work down the sheet. Times, notes, contacts, and the logistics block are all editable, and each value says whether it came from the schedule, your template, or your own typing.

When a location has an address, the time zone, sun times, and nearby hospitals are looked up for you. Pick the emergency room that's actually right for that location. The forecast is pulled once a day and only changes when you click Refresh, so it can't move under a sheet you already sent.

Warnings above the sheet flag a location with no address, a late lunch, a short turnaround, or a character with no actor. They never print.

Steps

1. On Callsheets, choose the shoot day.
2. Click Send.
3. Pick people. Working cast are preselected the first time, and the previous recipients after that. Add any email address or phone number that isn't on the list.
4. Choose each person's channel. Email is the standard way and needs no setup. Text and WhatsApp can only be chosen where a production has texting enabled.
5. Send now, or schedule it for the day before at the hour you normally send.
6. Optionally turn on a reminder for anyone who hasn't confirmed a set number of hours before their own call.
7. Watch the Recipients table. It updates live as people are delivered, open the sheet, and confirm or decline.

What recipients see

The email comes from Storiara, not from your own mail account, so there is nothing to connect first. It leads with their own call, a Confirm button, and the day's essentials. Where texting is enabled, the text is one line with the link, and a reply of C confirms. Their page shows their call in large type, their scenes, directions, an add-to-calendar file, the PDF, and the full sheet with their row highlighted. It works with no signal.

After the board moves

Any edit after a send makes the header say edits not sent. Use Send update, which lists the change lines and preselects only the people those changes affect. A plain resend never publishes, so an unfinished edit can't reach the crew by accident. Every publish is kept in History with what changed.

If it doesn't work

• Send greyed out means the story has no cast or crew yet, or the day's sheet hasn't loaded.
• Someone missing from the list needs an entry on Cast & Crew first. A caterer or a location contact can also go in as a typed-in address.
• Text or WhatsApp showing as off means texting is not enabled for your production. Send by email.
• A scheduled send that has not gone out yet: scheduled sends are checked every few minutes, so give it five minutes past the set time, then look at the recipients table.
• Nothing arrived for one person: check the address on their card, then ask them to look in spam. The recipients table shows bounced and failed separately from sent.

To send later instead, see how to schedule call sheet emails. The Callsheets guide covers the sheet's sections, and On set picks up where the sheet leaves off.