> ## Documentation Index
> Fetch the complete documentation index at: https://docs.cineflow.cloud/llms.txt
> Use this file to discover all available pages before exploring further.
# Create and send callsheets in CineFlow
> Build, publish, and distribute professional callsheets, with crew schedules, location maps, weather, and email tracking, all in one place.
A callsheet in CineFlow is a living document. You build it around your shoot day's scenes and schedule, add crew call times, location details, and department notes, then publish and email it directly to your team, all without leaving the project. CineFlow also tracks who's opened the email, so you know when the crew has their paperwork.
## Creating a callsheet
Navigate to your project and select **Callsheets** from the sidebar. The callsheet list shows all callsheets for the project, grouped by status.
Click **New Callsheet** in the toolbar. Give it a name, typically the shoot day date or a brief description, and select the shoot day it corresponds to.
The callsheet wizard lets you select which scenes from your shoot day schedule to include. These become the scene blocks in the Schedule tab.
## Filling in the callsheet
The callsheet editor is divided into tabs. Each tab covers a different aspect of the shoot day.
The header is the first thing your crew sees. Fill in:
* **General call time**: the overall crew call for the day.
* **Shoot day title**: typically the date or a short label like "Day 3 – Studio Shoot".
* **Location name**: a human-readable name for the primary location.
* **Address**: the street address. CineFlow geocodes this and embeds a map automatically.
* **Announcements**: important reminders visible to all recipients at the top of the callsheet.
A live **map embed** appears below the address once it's geocoded. A **weather card** is also displayed, showing forecast conditions for the shoot day and location. You can show temperatures in Celsius, Fahrenheit, or both.
Add multiple locations for the day, for example, a primary shoot location and a holding area.
For each location you can record:
* **Name** and **address** (with geocode autocomplete)
* **Description**: access instructions and what to expect on arrival
* **Parking**: lot name, gate instructions, crew parking rules
* **Parking address**: a separate address for the crew parking area
* **Nearest hospital**: name, address, and phone number for safety compliance
Toggle **Show map** on any location to embed a map in the distributed callsheet.
The Schedule tab is a timeline of everything happening on the shoot day. CineFlow seeds it with the scenes you selected during creation, and you can add, remove, and reorder blocks freely.
Block types include scenes, crew call, cast call, lunch, dinner, company move, bump-in, bump-out, wrap, and custom. Each block has a label, duration, and optional notes.
For scene blocks, CineFlow can display the individual shots nested underneath, with configurable shot detail fields (shot number, description, lens, movement, angle, cast members, camera). Toggle this with the **Show shots in schedule** switch.
Enable **Share schedule as scenes only** to hide shot-level detail from the version sent to talent and external crew, keeping your internal breakdown private.
The Crew tab lists every crew member assigned to the project. For each person you can:
* Set an individual **call time** that overrides the general call time
* **Exclude** them from this particular callsheet (useful when a crew member isn't needed on a specific day)
CineFlow pulls crew data from your project's People page and keeps the two in sync.
The Talent tab shows all cast members scheduled for the day. For each cast member you can set:
* **Call time**: when they need to arrive on set
* **Pickup time**: when their transportation picks them up
* **H\&MU time**: hair and makeup start time
* **Status**: S (Shoot), W (Wet), H (Hold), F (Forced), or SW (Shoot/Wet)
Cast data is pulled from your project's People page.
The Dept Notes tab gives each department (Camera, Grip, Electric, Art, Sound, and others) its own free-text notes field. These appear in the department-specific section of the distributed callsheet.
You can also manage **walkie-talkie channel assignments** here, add a row for each department with the channel number.
## Sending callsheets by email
When your callsheet is ready, send it directly to your crew from within CineFlow.
Click **Publish** in the toolbar. This locks a version of the callsheet and makes it ready to distribute.
Click **Send email** in the toolbar.
CineFlow pre-fills the recipient list with all crew members who have email addresses on file. Add or remove addresses as needed.
Click **Send**. Each recipient gets a personalised email with a link to view the callsheet in their browser.
### Tracking who's received it
CineFlow tracks whether each crew member has opened their callsheet email. Return to the Crew tab after sending to see receipt status alongside each crew member's record. This makes it easy to follow up with anyone who hasn't confirmed they have their call time.
## Versioning
Every time you publish, CineFlow saves a version automatically. Open the **Versions** panel from the toolbar to browse past versions and see exactly what was sent to crew on each publish. This gives you a clear audit trail if questions come up later.
## Exporting as PDF
Click **Export PDF** in the toolbar to download a print-ready callsheet. The export dialog lets you choose layout options before generating the file.
PDF exports count against your plan's monthly limit. Free plans include 10 PDF exports per month; Solo plans include 100. Team and Pro plans have unlimited PDF exports. Purchase a PDF add-on pack or upgrade in **Settings → Billing** if you reach your limit.
## Sharing via link
Share a read-only callsheet with anyone, even without a CineFlow account.
Click **Share** in the toolbar.
Click **Create link**. CineFlow produces a unique URL for this callsheet.
Copy the link and send it to your recipients. They can view the formatted callsheet in their browser without logging in. The link always shows the most recently published version.
Return to the share dialog and toggle the link off or delete it to deactivate access.