Call Sheets

Overview

A call sheet is a day-of-shoot schedule. It lists who needs to be where, when, and what they’ll be doing — broken into time slots, each with a crew list, location, and attached shot list.

Call sheets are part of Crew & Call Sheets, which needs an active Apex Lucis Pro subscription — the same one that covers Crew and model releases. Without it, the Call Sheet card still appears on the Planning screen, and opening it — or the Mac’s Planning → New Call Sheet — shows the upgrade screen.

Call Sheets

Accessing Call Sheets

Planning tab → Call Sheets

Creating a Call Sheet

  1. Planning tab → Call Sheets → +
  2. Enter a Title (required) and the Shoot Date
  3. Add the Meeting Point and an Emergency Contact for the day — a name and phone number
  4. Under Booking, choose the booking this day belongs to, or leave it on None. Bookings within a month of the shoot date are offered, and you can change it later from Edit Call Sheet
  5. Tap Save

A call sheet can also be attached to a booking later: edit the booking and pick it from the Call Sheet list. Either way it then shows on the booking’s detail screen.

On a Mac, Planning → New Call Sheet (⌃C) opens the same form in its own window.

Adding Time Slots

A call sheet is divided into time slots (e.g., 06:00 Crew arrives, 06:30 Golden hour shoot begins):

  1. From the call sheet detail, tap Add Slot
  2. Set:
    • Type e.g. Shoot, Setup, Break
    • Name — filled in from the type until you type your own
    • Start time
    • End time
    • Location — Which location or area
    • Shot List — Attach the relevant shot list for this slot
    • Gear Kit — Attach a defined Kit for the slot.
  3. Tap Save

Assigning Crew to Slots

Each slot can have different crew members:

  1. Tap a slot to open it — or, while creating one, use Crew for This Slot straight away; adding someone saves the slot first
  2. Tap Add Crew Member
  3. Select from your Contacts list, or use Manual Entry for a one-off person
  4. Set their role and call time for this slot, and switch on Confirmed once they have confirmed
  5. Tap Save

The Call Sheet Detail

The top of each tab gives the date, the first call time (“Call 06:30”) and how long the day runs, then Meet: — tap it to find the meeting point in Maps — and Emergency: with a button to call them.

It has three tabs:

Timeline A strip across the top shows the whole day to scale, gaps included, and each slot follows as a card: its time, title, how long it runs, where, and how many people are called. On the shoot day, the slot under way is marked Now. Tap a card to edit the slot. Swipe it for Mark Done.

Crew Everyone called across the day.

Notes Notes for the day, and the booking it belongs to — tap it to open the booking. With nothing here yet, the tab offers Edit Call Sheet.

Sharing a Call Sheet

From the More menu (⋯):

Preview Call Sheet produces the PDF, using your own template if you have imported one.

Share as HTML produces a single self-contained page instead — the same day, laid out to be read on a phone. It opens in a preview first, then Share sends it however you would send a photograph: Messages, Mail, AirDrop, or saved to Files.

The page is one file with nothing to log into and nothing to install, so a second shooter or a hair and make-up artist can open it on whatever they carry. It is read-only — changes you make afterwards do not reach a copy already sent, so send a fresh one if the day moves.

On a Mac, both are also under File → Export Call Sheet (PDF… and HTML…).

Sharing as HTML is part of HTML Documents, which needs an active Apex Lucis Pro subscription. The PDF is free.

Field Mode

Tap Field Mode in the toolbar for a cut-down screen that shows what should be happening now, and lets you record when a slot has been completed.

At the top: how far through the day you are (“3 of 12 done”), where to meet and who to call in an emergency. Below that, the slot under way, with a Due Now list of the people whose call time is within half an hour — each with their role, whether they’ve confirmed, and a button to call them. Then the rest of the day, each slot with a switch to mark it done.

It also raises a Live Activity — the current and next slot on your Lock Screen, and in the Dynamic Island on iPhone, without unlocking the device. Switching back to Plan ends it. See Live Activities.

Turn Field Mode on as you arrive rather than when the first slot starts. The Lock Screen then carries the running order for the whole day.