Crew

Overview

Crew manages the roster of people assigned to a specific shoot — their roles, fees, call times, and model releases.

Can be used in association with a Call Sheet, or used standalone.

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

Crew

Accessing Crew

Planning tab → Crew & Models, or from a booking’s Team tab — tap the crew card

Creating a Roster

A roster is the group of people on one shoot. Make the roster first, then put people in it.

  1. Planning tab → Crew & Models → +
  2. Enter a Roster Title (required) and the Shoot date
  3. Under Link to Booking, choose the booking it is for, or leave it on None — standalone roster
  4. Tap Save

On a Mac, Planning → New Crew Roster (⌃O) opens the same form in its own window.

Adding People to a Roster

  1. Open the roster and tap Add Crew Member (on a Mac, Planning → Add Crew Member…)
  2. Choose Select from Contacts, or Manual Entry for someone not in your directory
  3. Set:
    • Role — Lead Model, Alternate Model, Talent / Subject, Child Subject, Hair & Makeup, Stylist, Second Shooter, Photo Assistant, Art Director, Producer, Videographer, or Custom
    • Payment type — Day Rate, Half Day Rate, Fixed Fee, TFP (Time for Prints) or Expenses Only
    • Agreed fee, and any Agency fee
  4. Tap Save

Roster Detail Screen (Three Tabs)

Opening a roster shows Crew, Releases and Fees:

Across the top: how many are Confirmed, how many are Awaiting Reply, and — when someone’s role needs a model release — how many Releases Pending.

Crew Tab

  • Everyone on the roster, with their contact details and role on this shoot
  • Payment type and rate
  • Whether they have confirmed — tap a crew member to update it

Releases Tab

  • Everyone whose role needs a model release, with its status: Pending Signature, Signed, Paper Signed, Refused or Not Required
  • Tap a release to fill it in and sign it. Once signed, tapping it opens the signed copy
  • Touch and hold (right-click on a Mac) for Edit Release or View Draft — Open Release and View Signed Copy once it’s signed

Signing a Model Release

A release can be signed there and then, on the device, which is usually how it happens — talent is standing in front of you and the shoot is about to start.

  1. Open the roster’s Releases tab and tap the person
  2. Enter the Signer’s full legal name
  3. Tap Sign and sign in the panel

Sign with a finger, a stylus or an Apple Pencil — anything that draws on the screen works. Re-sign replaces a signature that did not come out well.

The signature is stored with the release and printed on the PDF from then on.

Where the model is under 18, switch on Guardian signature required and the panel asks for the guardian’s name and their signature instead. The guardian’s name has to be entered before you can sign.

Where a release was signed on paper, switch on Paper form signed (not digital) to record that instead.

A release can’t be saved as signed until it has the signer’s name — and the guardian’s, where needed — and, if signed on the device, the signature itself. The form says what’s missing.

Once a release is signed

A signed release opens read-only: who signed and when, then the terms they agreed to. The PDF is kept exactly as it was at signing — View Signed Copy shows that copy.

To change the terms, tap Change Terms…. The release goes back to Pending Signature and has to be signed again.

A model release is a legal document. Apex Lucis records the signature and the name; whether the wording covers the use you intend is between you and your own advice.

Fees Tab

  • Leads with what’s still to pay — “£650 still to pay”, or All paid — and what’s been paid so far, agency fees included
  • Each crew member’s fee follows. Swipe a row from the left, or touch and hold it, to Mark as Paid or Mark as Unpaid

Deleting a Roster or a Crew Member

Swipe and tap Delete. Apex Lucis asks first and says what goes with it — signed model releases are deleted with the roster, so export them before you do.