Step 6: Publish a call sheet
Create a call sheet from your timeline, publish it, and share it with exactly the right people.
A call sheet is the daily plan you send to cast and crew — who's needed, when, and where. In CrewGrid a call sheet is built from sections you arrange, and shared by link with exactly the people who should see it. In this final step you'll create one from your timeline, publish it, and share it.
Create the sheet
In the project sidebar, open Call Sheets and click + New. In the New call sheet dialog, fill in:
- Date — the date of the sheet.
- Day # — which shoot day it is (for example "1").
- Title (optional) — a name like "Shoot day 1 · Berlin".
- Source — choose From timeline so CrewGrid fills the schedule and crew sections from your plan. You can build from the Live timeline or a Snapshot (like the one from step 3); leave Range start and Range end blank to use the call-sheet date for both.
Click Create.
📷 Screenshot:
/images/docs/tutorial-producer/new-call-sheet.pngThe new call sheet dialog with day number, title, and source options. Alt: A dialog to create a call sheet with day number, title, and a Manual / From timeline source choice.
Arrange the sections
The sheet opens in the editor, where you add and arrange sections — header, schedule, location, talent, crew, and custom notes. Sections built from the timeline can be refreshed as your plan changes; sections you write by hand stay as you left them.
Note the Timezone: shown in the editor — each sheet carries a time zone, picked up automatically, so call times read correctly for everyone wherever they open it.
Publish
While you're building, the sheet is a Draft. When it's ready, Publish it — or Publish + Notify to publish and email everyone on your personalised shares at once. The badge changes to Published. Publishing isn't one-way: Unpublish takes it back to a draft while you make changes, then publish again.
Share it
Publishing makes a sheet ready; shares decide who actually gets it and what they see. In the Shares panel, click + New share, give it a name, and choose its Kind:
- Personalised — each recipient gets their own link with a Your call highlight. Add the Recipients (name and email) and tick Email recipients now to send straight away.
- Anonymous — one link anyone can open, handy for a client or vendor. Use Copy URL to send it.
Set the share's Visibility — hand-pick sections, or apply a Template such as a "Client view" that hides the crew list — then click Create share. Recipients open the link with no account or sign-in, and the recipient table shows who's been Sent and Viewed the sheet.
That's the full loop: project, plan, snapshot, booking, budget, call sheet. From here, production life is mostly refining the plan and deciding when changes go out to people.
Where to go next
- Back to the track: Tutorial: your first production
- Keep going: the For producers section covers every tool in depth.
- Go deeper: Call sheet basics and Sharing a call sheet