How to Create a Call Sheet and Manage Daily Production Reports
Call sheets and daily production reports are industry standards. If you have the means, defer to an experienced AD or production office coordinator to build and manage them. When that is not possible, you can handle it yourself, but only if you follow established frameworks.
Start With a Real Call Sheet Template
If you have never seen one, do not build a call sheet from scratch. Use a standard framework like G-Casper or rebuild your own version using that layout as a guide. These templates include the essential information studios, crews, and vendors expect: weather, parking, safety notes, scene numbers, department calls, locations, and contact information.
Align With Your Department Heads
A schedule only works when your department heads stand behind it. Connect with the DP, Director, Production Designer, and AD team to confirm scene counts, setups, location changes, and realistic timing. If you do not have all those roles on an indie set, you must be prepared to handle their responsibilities yourself. Dictating time without input will break the schedule before the day even starts.
Understand What Reports You Actually Need
Indie productions rarely need verbose reports, but some documents are essential. If you are SAG, you must understand Exhibit Gs since they function as actor timecards. Even if your project is non union, a simple hot cost report helps prevent financial surprises and keeps you aware of burn rate. These reports can be minimal, but they cannot be skipped.
Track Key Production Milestones
Always log the basics: crew call, first shot, lunch break, first shot after lunch, wrap, crew wrap, and last man. This data allows you to build accurate schedules across multiple days and gives you a consistent record for location reps, payroll, and internal notes.
Use Tools That Support Clean Accounting
A dedicated production card like Dolly or Divvy helps track spending as it happens. Even if your project is not tax credit qualifying, someone is responsible for reimbursements, filing, and end-of-year reporting. Clean financial documentation is part of running a responsible set.
Lean on Department Frameworks
Camera and script supervision departments already have standards for their paperwork and daily logs. Use their frameworks to maintain consistency and reduce guesswork. The more you follow existing industry structures, the smoother your set will run.
Key Takeaway
A strong call sheet and clean daily report structure communicate respect, professionalism, and control. Whether you have a full AD team or you are wearing multiple hats, following industry frameworks keeps your production organized and helps your crew deliver their best work.