Cast approval and crowd timesheets for productions
When your supporting artist agency books through RosterDeck, you work from two secure links: one to approve the cast, one to run the shoot day. They open in any browser on a phone, tablet or laptop, with no account, no password and nothing to install.
Before the shoot
The approval link
- Every photo and measurement
- Approve, decline, give a reason
- Comp cards, PDFs and Excel
On the day
The timesheet link
- Call times, sign-in and wrap
- Supplements and signed documents
- Catering numbers, submitted at wrap
Approve your cast from one secure link
No email chains of headshots and no version six of the cast list. The agency sends one link and your decisions go straight back to them.
Every photo and measurement
One card per person, grouped by role, with their shoot dates on the card. Open a profile for every photo they have uploaded and their measurements in imperial, as UK wardrobe works.
Approve or decline in seconds
Decide card by card, approve or decline a whole filtered list at once, or tick several and press A or D. Filter by date, role, gender or status, or search by name.
Say why, not just no
Add a reason to any decline so the agency knows what to look for in a replacement, plus a note for the whole list. Submit sends it all back in one go.
One link for the whole approval
The link stays open after you submit. When the agency adds more cast, they arrive as pending: decide on just those and send an update.
Comp cards, PDFs and spreadsheets for every department
Send the director a comp card, costume the measurements and the office a spreadsheet, all from the approval page.
Photo PDFs
Four quick layouts (main photo or selfie, with names or with measurements) open ready to print or save as a PDF.
Comp cards
The multi-photo PDF takes up to 4 photos per person: the first large, the rest as thumbnails. Choose a grid of names and photos, add the measurements, or the comp card layout with characteristics and full measurements, two people to a page.
Excel
Download the cast list as a spreadsheet. Tick cast or filter the page first and every export covers just those.
Connect your tools
Pull the cast list or the timesheet into Microsoft Excel (Data, From Web) or Google Sheets (a ready-made IMPORTDATA formula). Sheets refreshes itself about every hour; Excel whenever you press Refresh.
One live timesheet for the whole crowd
One timesheet link per shoot date, open on the phones and tablets of whoever is running the crowd. Several of you can work from it at once.
- 1
Say who you are
Enter your name once, for example “Sarah, 2nd AD”. Every change is recorded against it, so the agency can see who updated each line.
- 2
Set call times
For everyone, a role or a selection. Tell the agency with one click and they are emailed that the call sheets are ready to send. Change a time after the call sheet has gone and the sheet offers to flag it to them.
- 3
Sign the crowd in and out
Row by row, by role, or everyone at once, at the current time, a time you type, or each person’s own call time. Mark anyone who did not attend.
- 4
Add supplements as you go
Pick from the agency’s own list (travel, early calls, meal penalties, the agreement’s categories) for one person, a role or the whole crowd, with a note.
- 5
Checks before you submit
The sheet flags a broken turnaround, and before you submit it warns of missing sign-ins or wraps, attendees with no travel supplement, and days of 14 hours or more.
- 6
Submit at wrap
Once everyone is signed out, submit. The agency gets the timesheet, the production contact a copy, and every artist their own chit to approve within 48 hours. A query comes back to you on the same link to correct or confirm.
Signed documents and catering numbers on the same link
Answer “have they all signed the NDA?” and “how many vegetarians?” without phoning the agency.
Signed documents
Where the agency sends NDAs, releases or contracts to sign, a column shows who has signed and who has not. Download one person’s documents, or the whole date as a zip with the audit trail.
Catering summary
Dietary counts and allergens for the date at a glance, and a catering sheet in Excel sorted by call time. Diet and allergies show only for artists who agreed to share them.
Digi-fit status
When a digi-fit (remote costume fitting) was sent for the date, each artist shows whether their outfit photos are in yet.
Exports for the day
A call list with times, travel preferences or contact details (where the agency shares them), or the completed timesheet with hours, in Excel.
Just ask the assistant
Both links have an assistant that understands the cast and the day. Type what you need in plain English. Every change comes back as a card with Confirm and Cancel, and nothing changes until you confirm.
The assistant only sees the link it is on, and the agency can switch it off.
Timesheet
“Set everyone’s call to 06:00, and the waiters to 05:30”
Timesheet
“Sign the fishermen out at 18:15”
Timesheet
“Add a wet down supplement to the fishermen”
Timesheet
“Who hasn’t signed their NDA?”
Approval
“Approve all the diners and decline Robert”
Approval
“Who is on both Thursday and Friday?”
The cast’s details stay where they belong
Links that expire
Each link stops working a set time after its shoot date: 1 to 7 days, chosen by the agency (5 by default). Any spreadsheet connection stops with it.
Only what the agency shares
Contact details and pay appear only where the agency chooses to show them. Artists’ ID documents and DBS certificates never appear on a production link.
A name on every change
Sign-ins, wraps, supplements and approvals are recorded with the name of whoever made them, so the agency can see who changed what.
What your productions see when you book through RosterDeck
Everything on this page is what your production contacts get from the links you send, under your agency’s name. Their approvals land in your account as they decide, the call times they set feed your call sheets, and the timesheet they submit becomes every artist’s chit.
Production FAQs
What ADs and coordinators ask about the links.
Some features are switched on or off by the agency for each job.