How CallTym runs a production

CallTym connects production teams and artists in one workspace for casting, call sheets, scheduling, attendance, logistics, payments, and messaging. AI helps with budget forecasts, department notes, and summaries so you spend less time on manual paperwork.

• Production houses run projects; artists and crew use CallTym free.
• Import rosters, scripts, or call sheet PDFs to build your schedule faster.
• Publish once — crew get email, SMS, WhatsApp, push, and in-app alerts.

Before your first project, invite the people who will run the show day to day.

• Add production admins, executive producers (EPs), line producers (LPs), and assistant directors (ADs).
• Each role gets access based on what they need to manage call sheets, crew, and shoot-day ops.

Create a project, bring in your roster, and optionally import a script or existing call sheet.

• Enter basic project details to open a workspace for that shoot.
• Import your crew roster from Excel using CallTym's template — include email, phone, and character names.
• When artists are assigned to the project, they are notified by email, SMS, and WhatsApp.

Skip manual data entry by uploading what you already have.

• Call sheet PDF: scenes are created, actors mapped, and a draft call sheet appears with details pulled from the file.
• Scenes link to the call sheet and cast are added based on selected scenes.
• AI can suggest a draft budget and department notes — your team edits before publishing.
• Script PDF: scenes are created and actors linked to each scene automatically.
• You can then add those scenes to a new call sheet with cast auto-assigned.
• Scanned PDFs are supported for call sheet import.

Build a call sheet manually or start from an import, then publish when ready.

• Set name, date, start/end time, and pick the shoot location on the map — weather fills in automatically.
• Select scenes for the day; associated actors are selected for you.
• Set each artist's call time and location (defaults to the sheet times; adjust as needed).
• Technical crew are auto-selected for the full call window.
• Add department notes manually or use AI suggestions, then save as Draft.
• Assign the draft to an EP, LP, or AD; use Generate Budget for an AI line-by-line forecast (editable).
• Log expenses against budget lines manually or attach a receipt — AI reads the receipt for you.
• Publish to notify everyone via email, SMS, WhatsApp, app, and push. One credit is used per publish.
• Edit and republish anytime — crew are notified again instantly.
• Importing a call sheet PDF follows the same automated flow as in project setup.

Scenes can come from imports or be added by hand.

• Script or call sheet import creates scenes and links cast automatically.
• Use Create Scene to add one manually with full details.
• When creating a scene, you can attach it to an existing call sheet.

Artists request what they need; production confirms from the call sheet.

• On a published call sheet, artists can submit transport and meal preferences.
• Production acknowledges and confirms requests from the call sheet page.

Add cast and crew individually or in bulk.

• Bulk-import during project onboarding or from the Artists screen.
• Add one artist at a time with Add Artist.
• Assign project, payment terms, and characters when adding someone.
• Artists are notified when they join CallTym and when they are assigned to a project.

Track who is on set and when they leave.

• Artists check in and out according to their call times.
• Production sees live activity on Team Attendance.
• View the full roster for a shoot day in one place.
• Review historical attendance records when you need a paper trail.

CallTym does not move money — it keeps a clear record of what was paid.

• Log payments to artists from the Payments screen.
• Track by BATTA (per shoot day) or by invoice.
• Artists are notified when a payment is marked as processing.
• Artists confirm in the app when they have received payment.

Production reaches crew through controlled channels.

• Production can start messages to artists.
• System messages go out when someone is assigned to a project or a call sheet is published.
• Artists can reply to production or system messages only — they cannot start a thread.
• Artists cannot message other artists or production first.
• Production gets alerts for call sheet acknowledgements, logistics requests, and payment confirmations.

See project health and next actions at a glance.

• Home dashboard summarizes the selected project for your role.
• Project Health (production admins) includes an AI project summary.
• Call sheet Summary shows an AI overview and action items for the production team.
• Expense dashboard helps production admins track budget vs actual spend.

Every user manages their account; artists can upload onboarding files.

• Update profile photo, phone, email, language, password, and notification preferences in Settings.
• Set country, timezone, and locale for dates and currency.
• Artists upload onboarding documents in Documents — visible only to production.