Sharing a call sheet

Publishing a call sheet makes it ready; sharing is how it reaches people — and how you control what each of them sees. A call sheet can have several shares at once, each aimed at a different audience. Manage them in the Shares panel on the call sheet.

Two kinds of share

• Personalised — each recipient gets their own link, with a Your call highlight showing their personal call and pickup details. Because each link is personal, recipients shouldn't forward them.
• Anonymous — a single link that anyone can open, with no per-person highlight. Handy for a client or a vendor, where one shared link is simpler.

📷 Screenshot: /images/docs/call-sheets/share-manager.png The share manager listing shares and their recipients. Alt: A share manager showing shares with recipient lists, sent/viewed status, and copy-URL actions.

Choosing what each share shows

When you create a share, you choose its Visibility — which sections it reveals. You can:

• Pick sections directly for this one share (Custom (pick sections below)), or
• Apply a Template — a saved, named set of sections you reuse across call sheets (for example a "Client view" that shows the schedule and location but hides the crew list).

Missing section types default to visible, so adding a new section type later won't accidentally hide it from an old template.

Creating a share

In the Shares panel, click + New share. In the New share dialog, give it a name (for example "Crew", "Client view", or "Vendor X"), choose Personalised or Anonymous under Kind, set its Visibility (a template or hand-picked sections), and — for a personalised share — add the Recipients (name and email). Tick Email recipients now to send straight away, then click Create share. CrewGrid generates the links.

Sending and tracking

For an anonymous share, use Copy URL to send its single link. For personalised shares, the recipient table shows each person's link and whether the sheet has been Sent and Viewed, so you can see who's seen the latest version. Use Re-send to all to email everyone on a share again.

Time zones

Call times are shown in the call sheet's time zone, so everyone reads the same numbers regardless of where they are. CrewGrid sets the time zone automatically when the sheet is created. See Call sheet basics.

What recipients see

People open the link with no account and no sign-in. What they see is covered from their side in Viewing a call sheet. Freelancers you've booked also find the call sheets shared with them listed on their booking.

Where to go next

• Call sheet sections
• Re-seeding a call sheet
• Viewing a call sheet — the recipient's view.