Description
One purchase. Every production.
Call Sheet Pro is a professional Google Sheets template built for film and video production professionals. It handles the tedious research so you can focus on your creativity—the weather, nearest hospital, and drive times that used to cost you 20 minutes of manual lookups are just there, every time. No subscription. No platform fee. No recurring charge. You pay once and own it outright. Use it on every production, for every client, for as long as you want.
If you’re running a $2M commercial with a full production office, you’ve already got a system. This isn’t for you. If you’re running everything else, this call sheet template is a no-brainer.
Key Features
- Project Setup Wizard — enter project title, client, agency, production company, shoot days, dates, call time, shoot hours, meal settings, and job number in one guided modal; auto-fills all relevant cells.
- Add Crew — add or edit crew in any department without scrolling the sheet, with a live editor that shows the whole department at once. Name-first entry autofills role, phone, and email from your Crew Library as you type.
- Crew Library — save crew once and reuse them on every shoot. Check “Save new people to my Crew Library” in Add Crew and each person’s name, role, phone, and email is stored in a private spreadsheet in your own Google Drive. On future sheets, start typing a name and the rest autofills. Suggestions are scoped to the department you’re editing, and the library is never shared or sent anywhere.
- Email Call Sheet to Crew — emails the PDF call sheet and an ICS calendar invite to selected departments from your Google account. Each crew member’s own call time appears in their email subject line, body, and calendar invite. Pick the email signature and the calendar organizer, and a formatted recap lands in your inbox after every send.
- Confirm Call Time — every crew email includes a one-tap “Confirm call time” button, and the Confirmation Status window shows who’s confirmed and who hasn’t — by department — and copies the unconfirmed addresses so you can follow up. Your crew’s names and emails are never stored on our servers. Optional, on by default, and you can turn it off per send.
- Export as PDF — generates a single-page letter-landscape PDF with a pre-flight weather refresh; choose to hide or show client contact info; downloads with a clean filename for chronological sorting.
- Export Calendar Invite — standalone ICS export; the event organizer defaults to your Google account, but any production department contact can be chosen.
- Copy Email Addresses — collects email addresses by department so you can paste them into your own mail app and send manually.
- Bulk Adjust Call Times — shift call times for selected departments in 30-minute increments, up to ±12 hours; useful when a shoot start gets pushed or pulled.
- Refresh Location & Weather — pulls live weather for your shoot date, finds the nearest hospital from the centroid of all entered locations, adds Google Maps links to location cells, and calculates drive times between locations.
- Schedule 6 AM Weather Refresh — sets a daily 6 AM trigger that auto-refreshes the forecast for every shoot day as the dates approach.
- Sync Crew to Other Days — copies the full crew roster from the active day tab to all other shoot day tabs in one click; locations, dates, weather, and notes stay untouched.
- Update Crew Budget — builds a private budget tab from your roster and the day rates saved in your Crew Library. It stays in your project and never appears on the printed call sheet or in any email.
Call Sheet Pro lives in Google Sheets, and allows you to share your call sheet in standard formats like PDF and ICS (calendar invite). No app downloads, no account creation, no per-seat pricing. Just a well-built, professional call sheet that works the way you do.
After completing your purchase you’ll receive an email with your license key, link to the sheet, and a short setup guide. A few minutes of first-time authorization and Call Sheet Pro is yours—on every production, forever.
Use Case
Small thoughtful features that you may have never known you needed. For example…
Imagine you’re ready to send out your call sheet. You navigate to the custom menu item, “Call Sheet Tools” and click “Email Call Sheet to Crew…” The Email Call Sheet modal pulls data from your call sheet and lets you select exactly who gets the email on a per-department level. If someone listed on the call sheet is missing a call time or email address the modal warns you.
Each recipient gets a single email containing two attachments: a PDF of the call sheet and an ICS calendar invite. The ICS file works in any calendar app—Google Calendar, Apple Calendar, Outlook. No Google account required on the recipient’s end. The email subject line is pulled from the call sheet and is formatted to include the project title, call time, and shoot date. The body of the email prioritizes the most important information—shoot date, call time, and location (sent as Google Maps link). Plus, before the PDF is generated, Call Sheet Pro automatically fetches the latest weather data for your shoot location, so the version your crew receives always reflects current conditions. No manual refresh needed before you hit send. A timestamp is written to the sheet so your crew can see exactly when the data was last fetched
Rather send the email using another mail app? Simple. Included in the Call Sheet Tools are a basic Export PDF/Calendar Invite function and Copy Email Addresses. The generated PDF is clearly named, pulling the data from the Call Sheet. Email Addresses can be copied in bulk on a per-department level, allowing you to paste them into another app.
Built for how productions actually work
The advanced features are all already inside. No setup required beyond a one-time script authorization after entering your license key. Crew and talent call times, department structure, production details, and safety information are organized and accessible through a custom menu and modal inputs, right inside the template. Nothing to install. No new interface to learn.
What’s New — Call Sheet Tools
v2.0.1 — July 2026
A polish release — small fixes and clearer wording from real-world use, with no change to how your call sheets look or send.
Bulk Adjust now moves the master call times too. Bulk Adjust Call Times has a new “Master call times” section at the top — General, Production, and Client call times plus First Shot — checked by default. Shifting a master time also moves every crew row that’s linked to it, automatically. Department selections only affect call times typed directly into those rows, so a linked time is never shifted twice (e.g. selecting both “General call time” and a department no longer double-shifts that department).
A simpler Reset Call Sheet. The project-data checkboxes are now laid out in two columns so the whole window fits at a glance, and a single button handles the reset (and any crew clearing you’ve selected) in one step — then the window closes itself when it’s done.
Clearer wording in a few places. Time estimates while the tool is working are now realistic (“Project Setup usually takes 30–60 seconds”), the License Status window explains your terms and status in plain English instead of internal codes, and the post-send confirmation stays on screen a few seconds longer so you can read it.
A friendlier “no data” message. If you run Refresh Location and Weather before there’s a location to work from, you now get a clear pop-up explaining what to add — instead of a small notice in the corner that’s easy to miss.
New: Check Permissions. A new menu item runs a quick self-test of the access the tool needs and tells you how to fix anything that’s missing — including the common “PERMISSION_DENIED” error, which happens when more than one Google account is signed into your browser.
Cleaner crew-facing pages. The confirmation page your crew lands on after tapping “Confirm call time” no longer carries any studio branding — it’s a clean, neutral confirmation.
Crew emails now look the part. The call sheet email your crew receives has a polished, boxed layout with a blue header showing the project title and shoot date — matching the confirmation you get after sending. Their call time sits in a clear highlighted callout.
Copy Email Addresses actually copies now. Fixed a bug where the button reported success but left your clipboard empty. Addresses are now reliably copied.
Add Crew tidies up after a removal. When you remove someone from a department and click Update, the remaining crew close the gap automatically — no empty rows left behind.
Quicker reset confirmation. The “are you sure?” step before a reset is now a simple confirmation instead of re-listing everything you already selected.
Demo data stays out of your Crew Library. Loading the sample project can never add the demo people to your saved Crew Library, even if you open Add Crew on a demo-filled sheet.
v2.0.0 — June 2026
The biggest update yet: a reusable crew library, personalized call times, and one-tap call-time confirmations.
Crew Library. Save crew once and reuse them on every shoot. When you add someone in Add Crew with “Save new people to my Crew Library” checked, their name, role, phone, and email are kept in a private spreadsheet in your own Google Drive. Next time, start typing a name and the rest autofills. The library is yours alone — it’s never shared or sent anywhere.
Personalized call times. Each crew member’s email, subject line, and calendar invite now show their call time from the sheet, not just the general crew call. Anyone without an individual time falls back to the general call, clearly labeled.
Confirm call time, one tap. Crew emails now include a “Confirm call time” button, and the new Confirmation Status window shows who’s confirmed and who hasn’t — by department — and copies the unconfirmed addresses so you can follow up. Your crew’s names and emails are never stored on our servers; only you can see who’s who. It’s optional, on by default, and you can turn it off per send.
Crew Budget. A new Tools item builds a private budget tab from your roster and the day rates you keep in your Crew Library. It stays in your project and never appears on the printed call sheet or in any email.
A cleaner recap email. The summary you receive after each send is easier to scan and now matches the look of the crew emails.
Smoother Add Crew. Name is the first field, name suggestions are limited to people from the department you’re editing, and picking someone fills in their role, phone, and email.
Update notifications. Your copy now lets you know when a newer version is available, with a link to what’s changed.
More secure licensing. Behind the scenes, your copy now authenticates with a revocable token instead of sending your license key on every request.
v1.6.2 — June 2026
A reliability release — calendar invites and the 6 AM weather refresh both got sturdier.
Calendar invites now open correctly everywhere — including Outlook. The .ics files attached to crew emails and created by Export Calendar Invite now use a universally-supported time format. Previously, some Outlook for Windows users could see a shifted event time or a failed import.
Calendar invite times now always match your call sheet’s time zone. If your shoot was in a different time zone than the template’s default, the Export Calendar Invite file could show the event at the wrong hour. Fixed — invites now honor the time zone you picked in Project Setup.
Email and invite text now matches your call sheet too. For shoots in a time zone west of the template’s default, the call time written inside the crew email and the calendar invite notes could read a couple of hours early (e.g., “Call: 4:30 AM” for a 6:30 AM call), and the shoot date could even show the previous day. All of those now read exactly what’s on your call sheet.
6 AM Weather Refresh covers every shoot day. On multi-day projects, scheduling the morning refresh now sets up a refresh for each shoot date and updates every day tab — not just the day you happened to have open. It also no longer quietly stops if it runs into a problem; issues are logged so support can see what happened.
Crew rows keep their styling. Demo data and Add Crew could occasionally land someone in a row that had lost its cell formatting — squeezed, wrapped text instead of the clean layout the rest of the roster has. Crew rows now repair their own formatting automatically when that happens.
v1.6.1 — June 2026
Clearer activation, plus a tidier menu.
Reorganized menu. Menu items are grouped more logically — Quick Start, Delivery, Tools, Cleanup — with a few clearer names (for example, “Email Call Sheet to Crew”). The Help / About window was updated to match.
See which account you’re activating. The activation window now shows the Google account your license will be tied to, and the confirmation names it too. If you’re signed into more than one Google account and the sheet is actually running under a different one, activation now stops and tells you how to fix it — instead of quietly licensing the wrong account.
No more misleading “activated.” If you enter a new license key on an account that’s already activated under a different key, Call Sheet Tools now tells you to remove the existing license first — instead of showing a success message that didn’t actually switch keys.
v1.6.0 — May 2026
Smoother first-time activation, plus a round of menu and modal polish.
Activation. If Google didn’t request all the permissions Call Sheet Tools needs during your initial setup, the script previously failed with a generic “could not reach the license server” error and no path forward. Activation now detects that case and shows clear instructions for getting Google to ask for the missing permission. Once you complete the one-time re-authorization, every future activation, license check, and feature works normally. If you’ve already activated successfully, nothing changes for you.
One combined “Reset Call Sheet…” item. The separate “Clear Crew Data…” and “Reset Call Sheet Data…” menu items are now a single “Reset Call Sheet…” dialog with two clearly labeled sections — reset project, schedule, location, and weather data on top; clear crew name/phone/email/call time by department below. Each section has its own confirmation and progress indicator.
Custom calendar organizer. Both “Send Call Sheet to Crew…” and “Export Calendar Invite…” now offer a “Custom…” option for the calendar event organizer, so you can route invite replies to any email address — not just yourself or a crew member already on the sheet.
Far-out shoot warning. If your shoot date is more than 16 days away (beyond the weather forecast window), Project Setup, Export PDF, and Send Call Sheet now tell you up front that weather will fill in once you refresh closer to the date — instead of leaving a confusing “no forecast” note on the sheet.
Phone auto-formatting. When you type a plain 10-digit US number in Add Crew, it’s tidied to 555-555-5555 automatically. Numbers you’ve already formatted, extensions, and international numbers are left exactly as you typed them.
Smaller fixes. Copying email addresses now works reliably in Safari (it previously showed a “copied” message without actually copying), with a progress indicator while addresses are gathered. The menu now lists Send Call Sheet above Export as PDF. Various modal labels and instructions were clarified.
v1.5.0 — May 2026
A focused release on the parts of the template you touch most often — crew lists, demo data, the exported PDF, location handling — plus a new Help menu and a more reliable license system underneath.
New features
- Help / About menu item. A 30-second orientation modal listing every menu item grouped by purpose — Quick start, Multi-day shoots, Cleanup & maintenance, Trying it out. Useful for handing the sheet off to a producer or AC who hasn’t used it before.
- Refresh Header Contacts menu item. Manually re-syncs the Director, Producer, 1st AD, and Craft Services Lead name + phone fields in the call sheet header to match your current crew roster. (This also happens automatically after every Add Crew, Tidy, or Clear Crew action.)
- Location Contact fields in Project Setup. New name + phone inputs for the primary location’s on-site contact. Both appear in the call sheet header and on the exported PDF.
- Version stamp in License Status. Your current script version is now visible in the License Status modal — handy for support questions.
Better PDFs
- Exported PDFs are now horizontally centered on the page instead of jammed against the left margin.
- The print range trims to the last row that has actual crew on it, so empty role slots at the bottom of a section don’t leave blank space at the bottom of the PDF.
- Empty role slots inside a section stay blank instead of showing phantom call times. Add a name to the row and the call time appears automatically.
- The Export PDF modal simplified to two buttons plus a single checkbox for whether to include client phone numbers and emails on the exported PDF. Default is to hide them — safer for sheets going outside the immediate production team.
- Per-department call-time defaults: Talent stays blank (principal performers negotiate their own times), Craft Services anchors to Production Call, Vanities to General Call Time. Equipment & Services shows “NA” since vendors don’t usually have a call time.
Demo data, overhauled
- Loads a more realistic, representative crew across every department.
- Single shoot day instead of multi-day, with a cleaner intro and clearer caveats about which sheet the data will write to.
- Auto-fills the buyer name field from your Google account.
- Automatically runs Tidy after loading so the sheet ends in a clean state with no orphan rows or formula glitches.
- Buyer contact fields (name, role, email, phone) default to blank — fill them in if you want yourself in the Production section, leave blank to skip.
Crew list improvements
- Tidy Crew Roster now strict. Any row that has a role label is preserved, even if the name and contact fields are blank. Only fully-empty rows get cleaned up. You can keep your slot templates and Tidy won’t eat them.
- Grip and Electric merged into a single “Grip & Electric” section, matching how most commercial and doc crews are staffed.
- “Sync Cast & Crew” renamed to “Sync Crew to Other Days” — same feature, clearer name. Also fixes the “number of rows must be at least 1” error some buyers were hitting.
- Header contact fields auto-sync to match your crew roster. Director, Producer, 1st AD, and Craft Services Lead name + phone now derive from the actual crew rows, so they don’t break when rows shift from inserts, deletes, or Tidy passes.
- Expanded default roles across most departments (Production, Camera, Still Photography, Grip & Electric, Art, Talent) — tuned for commercial, doc, food, and boudoir workflows. Use Add Crew with a custom role for anything not in the defaults.
Send Call Sheet
- The Send modal now shows a live countdown while emails go out, estimated from your selected recipients and shoot days. If the actual send finishes faster, the completion view appears early. If it runs longer, the countdown shows “Wrapping up…” until the send lands.
- Cleaner completion view with a 5-second auto-close.
Reliability under the hood
- License system tightened. Re-validation now strictly verifies the response and the license key, so malformed server responses can’t accidentally pass through as “valid.”
- “Random numbers” issue fixed. Time cells (call times, schedule, meal times) are healed back to time format on every Project Setup save, so decimals don’t sneak in via Google’s “Automatic” format detection.
- Meal duration shows “30 minutes” instead of “30,” while the underlying value stays a clean integer so wrap and second-meal formulas keep working.
- Export Calendar Invite modal now explains that the .ics covers one shared event using General Call Time, not a personalized invite per recipient. Helps set expectations alongside the per-person PDF email.
v1.4 — May 6, 2026
A polish-and-correctness release. The big new feature is severe weather alerts. Everything else is rough-edge smoothing.
New
- Severe weather alerts in Q10. Refreshing weather now also pulls active severe-weather alerts (storms, tornado watches, flooding) from the National Weather Service for your shoot location. Filtered to Severe and Extreme severity so minor advisories don’t clutter the cell. Free, no setup, no API key.
- 12-hour timestamp with timezone on the weather refresh. Instead of “Wed May 06 2026 06:00:00 GMT-0500” you now see “Updated: 5/6/2026 6:00 AM CDT” — the trailing zone abbreviation makes it obvious whether the time matches local.
Fixes & improvements
- “Schedule 6 AM Weather Refresh” — fixed a bug where the trigger setup threw an error and never scheduled.
- Export PDF modal — clearer buttons (“Export – Show Client Contacts” / “Export – Hide Client Contacts”) with Hide as the default. Client names stay visible either way; only phones and emails get blanked on the exported PDF.
- Reset Call Sheet Data — renamed from “Reset Key Project Details,” with checkbox defaults that wipe everything tied to a shoot day (more useful than the previous partial default). Truly clears the schedule fields instead of writing default values back in.
- Project Setup — Locations section — help text now explains that you can type either a place name OR a street address, then press Tab to validate. Tab was the missing instruction that was tripping buyers up.
- Consistent button styling across every modal in the suite — same padding, same disabled-state behavior, no more “this button feels mid-action when it’s actually inert.”
Older versions predate this changelog. Bug reports, feature requests, and questions: support@saliga.studio.
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