RosterdecK
How it works

How RosterDeck works: one job, start to finish

Follow a single shoot day from the moment production calls to the moment the invoice and artist bills land in Xero or QuickBooks. Every step below matches what happens in the app, using the same Harbour Lights shoot day (Friday 16 October, 150 supporting artists on the PACT / FAA rate card) shown in the film above.

Get a free demo accountWatch the screen recording4 min 1 sec
Who does what

One job, three parties, every answer in one place

Your team works in RosterDeck. Production and artists answer from secure links in their own browser, and every reply, approval and sign-in lands back on the job.

  • Your agency

    Builds the job, casts it, sends the emails and locks the timesheet.

  • Production

    Approves the cast before the shoot, then signs the crowd in and out on the day.

  • Artists

    Reply to availability checks, then approve their own chit after wrap.

The eight stages of a shoot day

Click any stage to jump to its details and feature links

  1. 01

    Created

  2. 02

    Add Cast

  3. 03

    Check Availability

  4. 04Optional

    Request Approval

  5. 05

    Book Cast · Set Call Times · Send Callsheet

  6. 06

    Complete

  7. 07

    Artist chits

  8. 08

    Your accounts

01Step 01 · Job setup & rate card

Create the job, attach your rate card once, and add the shoot dates

Every booking starts on the job page. You set the production details, attach a rate card, set your agency commission, and add one or more shoot dates.

When a brief lands from production, you create the job in RosterDeck and attach the rate card that governs it, such as PACT / FAA, BECTU, commercial buyouts or your own custom card. Your standard day hours, overtime multipliers, supplement rates, holiday pay percentage and agency commission are stored on that card so you never key them in date by date.

You then add the shoot dates under the job. Each date inherits the job’s rate card, default supplements and commission automatically, while carrying its own eight-step workflow stepper so a multi-day shoot can have Thursday wrapped, Friday on set and Saturday still checking availability.

How the workflow stepper tracks each dateBooking the same artist across several dates

Agency workspace · Job page

rosterdeck.com/agent/job

Harbour Lights · Fri 16 OctCreated

PACT / FAA 2026 · 17.5% commission

3 shoot dates created · Fri 16 Oct (Harbour scene) ready for casting

  • Attach union or custom rate cards once at job level; every shoot date inherits them.
  • Pre-select default supplements (such as Wet Down or travel zones) so they are ready on the day.
  • Each shoot date gets its own independent eight-step workflow stepper.
02Step 02 · Casting & shortlisting

Build the shortlist from your roster, or ask the assistant to cast across roles

Filter your roster by availability, measurements, skills and wardrobe, or ask the RosterDeck assistant to propose a multi-role shortlist in one turn.

On the cast page for the shoot date, you can filter your roster by gender, age, height, chest, waist, shoe size, skills, wardrobe and location, while excluding anyone already booked on another job that day. As you add artists to each role, the Add Cast step on the date’s stepper updates its count.

For larger crowd days, you can tell the RosterDeck assistant what you need in plain English, for example “Cast 150 for Friday: 90 diners, 40 waiters, 20 fishermen”. It checks availability and measurements across your roster and returns a reviewable proposal card broken down by role. Nothing is committed until you click Confirm.

See the AI assistant for castingGrow your roster with Networking Mode

Agency workspace · Cast page & Assistant

rosterdeck.com/agent/cast

Harbour Lights · Fri 16 OctAdd Cast

150 artists shortlisted across 3 roles

90 Diners · 40 Waiters · 20 Fishermen (including James Mercer)

  • Cast role by role with measurement, skill, wardrobe and date-conflict filters.
  • Use the AI assistant to draft multi-role shortlists from a single instruction.
  • Need specialist looks beyond your own books? Switch on Networking Mode to invite artists from partner agencies.
03Step 03 · Availability checks & artist replies

Send availability checks to everyone at once and collect every reply in one place

Batch emails go to the whole shortlist with one-tap response links. Artists confirm dates and travel preferences in their browser, and SMS reminders nudge anyone yet to reply.

From the email sheet, you send the Availability Check template to everyone shortlisted on the date. Every artist on your roster has a RosterDeck account, and their email also carries direct Available and Unavailable links so they can reply on their phone in seconds without typing a password.

When an artist taps Available, the response page opens with their date pre-selected so they can pick their travel preference and submit. Their status flips to Available on your cast list and increments the stepper’s response count when you open or refresh the page. If a handful of artists have not answered as your deadline approaches, send an SMS reminder solely to the non-responders.

See how reply counts appear on the stepperDigiFit measurements and wardrobeBuilt-in NDA and release signing

Agency email sheet & Artist reply link

rosterdeck.com/agent/email · /respond/[token]

Harbour Lights · Fri 16 OctCheck Availability

152 available · 8 unavailable

James Mercer replies Available (Public Transport) · Check Availability ticked

  • One batch email checks the entire shortlist, personalised with role, date and location.
  • SMS is used strictly for reminders to artists who have not yet replied to the email.
  • Send DigiFit costume requests or NDA signing links alongside the check when a job needs them.
04Step 04 · Production sign-off (optional)Optional step

Send one secure link for production to approve the cast in their browser

When costume or the 2nd AD wants to review the shortlist, send a tokenised approval link. Production reviews photos and measurements and approves cast with no account required.

Not every job needs production sign-off, so Request Approval is optional on the stepper. When a production does want to choose, you generate a white-labelled approval link for the date or for specific roles and send it from the email sheet.

Production opens the link in any browser with no login or password. They see each artist’s headshots, full-length photos and key measurements, can filter by role, approve or decline individuals, or click Approve All to approve everyone in the currently filtered role. When they submit, their decisions land back on your job page.

How RosterDeck works for productions

Production approval link

rosterdeck.com/approve/[token]

Harbour Lights · Fri 16 OctRequest Approval

20/20 Fishermen approved · 150 total approved

Production clicks Approve All (20) on Fishermen and submits back to the agency

  • Browser-based token link for production with your agency’s name and colours; no login required.
  • Filter by role and use Approve All to sign off a filtered role in one click.
  • Production can also export lookbooks and comp cards as PDFs from the same link.
05Step 05 · Booking confirmations & call sheets

Book the approved cast, set call times, and send the call sheets

Confirm the cast for a flat fee per booking, enter call times by role or artist, and send call sheets with per-artist attendance confirmation.

Once your cast list is settled, you send Booking Confirmations from the email sheet. RosterDeck charges a flat booking fee per artist per shoot date when the booking confirmation goes out, and automatically refunds the credit if a booking is cancelled before the shoot day.

As soon as production shares the schedule, you (or production via their link) set call times in bulk by role or per artist, ticking Set Call Times on the stepper. Sending the Call Sheet email then gives each artist their personal call time, location, wardrobe notes and a Confirm Attendance button so you can see who has opened and confirmed their call before 6am.

See booking fees and what is includedTrack call sheet dependability across your roster

Agency email sheet & Artist call sheet

rosterdeck.com/agent/email

Harbour Lights · Fri 16 OctBook Cast · Set Call Times · Send Callsheet

150/150 booked · Call times set · Call sheets confirmed

James Mercer booked on Fisherman · Call time 06:00 · Attendance confirmed

  • Covers three stepper milestones in sequence: Book Cast, Set Call Times and Send Callsheet.
  • Flat fee per booking, with automatic credit refunds on pre-shoot cancellations.
  • Every artist’s call sheet confirmation is tracked individually on the date.
06Step 06 · On the shoot day

Production signs cast in and out on the digital timesheet, and every chit is priced

On set, the 2nd AD opens the date’s timesheet link in their browser, signs cast in and out, ticks supplements, and submits at wrap.

Production uses a secure token link for the shoot day’s timesheet, again with no login required. They can filter by role, sign whole groups in at their call time, record meal breaks and wrap times, and tick rate-card supplements such as Wet Down or travel zones in bulk or on individual rows.

As times and supplements are entered, RosterDeck calculates every artist’s chit directly from the rate card you attached in Step 01: basic pay, overtime in the card’s increments, supplements and holiday pay. When production submits the timesheet at wrap, the date ticks Complete on your stepper and each artist is emailed their chit.

How digital timesheets work on setWhat the 2nd AD sees on the day

Production shoot-day timesheet

rosterdeck.com/timesheet/[token]

Harbour Lights · Fri 16 OctComplete

150 signed in & out · £33,568.61 day gross

James Mercer (07:00 to 19:30, 12h 30m): £111.21 basic + £73.01 OT + £20.52 Wet Down + £17.09 travel + £24.71 holiday = £246.54 gross

  • Bulk sign-in at call times, role filtering and one-click supplement tagging for the 2nd AD.
  • Every chit is calculated from your rate card: basic day, overtime, supplements and holiday pay.
  • Submitting the timesheet ticks Complete on the stepper and dispatches artist chits.
07Step 07 · Artist chit review & 0% platform fee

Artists review and approve their chits on their phone, with 0% taken by RosterDeck

Each artist receives an itemised breakdown of their hours, supplements, gross pay, agency commission and net pay, and approves or queries it in one tap.

After wrap, every artist receives a link to their digital chit showing their call time, sign-in, wrap time, itemised basic pay, overtime, supplements, holiday pay, gross total, your agency commission and their net pay. If everything looks right, they tap Approve; if a supplement or wrap time was missed, they tap Query so your team can resolve it before billing.

RosterDeck takes 0% from artist chits. There is no platform deduction on the artist’s side and no percentage fee skimmed from the production invoice. The only deduction on an artist’s chit is your agency’s own commission from the rate card.

See how artist chits and queries workWhy RosterDeck charges a flat booking fee instead of a %What supporting artists see in RosterDeck

Artist chit approval page

rosterdeck.com/chit/[token]

Harbour Lights · Fri 16 OctArtist chits

0% platform fee · £249.32 gross → £205.69 net

James Mercer’s chit: £249.32 gross minus £43.63 agency commission (17.5%) = £205.69 net pay

  • Full line-by-line pay breakdown on the artist’s phone, with one-tap Approve or Query.
  • 0% platform fee on every chit: artists keep their gross pay minus your agency commission.
  • Approved chits are stored permanently in both your workspace and the artist’s account.
08Step 08 · Xero & QuickBooks export

Send the locked shoot day straight to Xero or QuickBooks

Once chits are approved, export the shoot date to your accounting software as one production sales invoice at gross and individual artist bills at net.

Billing sits after Complete on the Timesheets page, because agencies often review queries and send one or more locked dates to accounts together. When you click Send to Xero or Send to QuickBooks, RosterDeck creates the sales invoice for the production company at the day’s gross total alongside an individual bill for every artist at their net pay (gross minus your commission).

In Xero, both the sales invoice and the artist bills are created as drafts so your accounts team can review and approve them in Xero as usual. QuickBooks Online has no draft stage for bills and invoices, so there they are created unsent for you to review before sending. RosterDeck never holds or moves client or artist money.

Watch the Xero and QuickBooks invoicing walkthroughRead more about timesheet locking and billing

Agency workspace · Timesheets & Billing export

rosterdeck.com/agent/timesheets

Harbour Lights · Fri 16 OctYour accounts

1 invoice (£33,568.61) · 150 bills (£27,694.05)

Agency commission retained: £5,874.56 · Sent to Xero (drafts) or QuickBooks (unsent)

  • One sales invoice for production at gross (£33,568.61) plus 150 individual artist bills at net (£27,694.05).
  • Created as drafts in Xero, or created unsent in QuickBooks Online.
  • You pay artists and collect from production through your own bank account, on your own schedule.
Watch it for real

Watch the complete screen-recorded walkthrough

The hero film at the top of this page teaches the sequence in 66 seconds. Below is the unedited 4 min 1 sec screen recording of the real RosterDeck interface running a job from creation to artist chits. Click any chapter to jump straight to that moment.

One Job End-to-End: Casting, Call Sheets & Timesheets

4 min 1 sec

Jump to a chapter in the screen recording

Open full walkthrough pageWatch the Xero & QuickBooks walkthrough
Built-in guidance

Every shoot date shows what is done and what is next

You never have to remember which step a shoot date has reached. The eight-step workflow stepper sits on the job page, cast page, email sheet and timesheet, and updates its counts from the emails your team sends and the replies that come back.

Ask the assistant what is next

Ask “what’s next on Harbour Lights?” from any page and the assistant checks every shoot date’s stepper and gives you a direct link to the next action.

Explore the AI assistant
Free demo account

Run a sample job from first brief to Xero in your own browser

Every demo account comes pre-loaded with a sample roster, rate cards and jobs so your team can test casting, availability checks, production approval links, digital timesheets and artist chits without emailing a real artist.

Get a free demo accountSee pricing
Questions & answers

How RosterDeck works FAQs

Common questions from agency owners about running a job end to end.

Every step included in every RosterDeck agency account.