Cast and Crew

The Cast and Crew page manages everyone on a production: on-screen cast and behind the camera crew, with availability, confirmation status, rates, and callsheet tracking.

How to reach it

Open a project and click Cast and Crew in the sidebar.

Layout

One table holds everyone. The dropdown next to the view switcher filters it to Cast, Crew, or All. Views: Table, Cards, List.

Default columns: Type, Name, Character / Role, Status, Shoot Days, Availability. The Columns popover can add Email, Phone, Rate, Notes, and Callsheet confirmations. Display options offers Sort by (Name, Shoot days, Recently added) and toggles for Unassigned and Archived.

The new Table view

The redesigned table that the shot list’s Table view gained is reaching people gradually, and when you have it there you have it here too. If the column header row ends in a + button, you have the new table and this section describes what you see. If it does not, the rest of this page describes your Table view, and nothing in this section applies to you yet.

The order starts differently. Name comes first here, ahead of Type, because it is the column that stays put while you scroll sideways. On the older Table view Type is first. The same six columns are on by default either way.
Cast is grouped by role type. On the Cast filter each role type is its own card with a heading, and the heading stays pinned at the top while you scroll that group’s rows until the next one pushes it out. They appear in billing order: Lead, Supporting, Featured, Featured Extra, then Background. Anyone you have not given a role type sits together under Unassigned, which is always the last card, and nothing is guessed for them. Set a role type from Add Cast or by editing a cast member. Role type is not union status, which is a separate field. The checkbox in a heading selects that group; to select everyone, tick one group and then use Select all in the bar that appears.
Crew is grouped by department. On the Crew filter each department is its own card with a heading, and the heading stays pinned at the top while you scroll that department’s rows, until the next department’s heading pushes it out, the way a scene heading does on the shot list. The department comes from the Role you gave the person, read the same way call sheets read it, so a crew list and a call sheet always agree. Departments appear in call sheet order: Production, Camera, Lighting, Grip, Sound, Art, Wardrobe, Make-up & Hair, Props, Set Dressing, Transport, Catering, then Other for anything the roles do not name. The checkbox in a department heading selects that department; to select everyone, tick one department and then use Select all in the bar that appears. All is one list, because a cast member has no department and a crew member has no role type.
Sort from a column header. Click Name or Shoot days to sort by it, and a small marker appears beside the label. It is the same sort the Display options popover sets, so whichever one you use the other shows it. Recently added has no column of its own and stays in the popover. Sorting changes the order you see and nothing that is saved.
Columns. Every column label carries an icon, and each cell lines up with its label. Name stays put while you scroll sideways. The + at the end of the header row opens the same Visible columns panel as the toolbar’s Columns button, where you can turn columns on and off, drag them into a new order, or Reset column layout. On the Cast filter the second column reads Character; on Crew it reads Role; on All it reads Character / Role.
Widths. Drag the line at the right edge of a column label to resize it. Clicking the label sorts; the line at the edge resizes; the two never overlap. Each column has a minimum width it will not shrink below and stops there, and Name will not grow so wide that it covers the columns to its right. When the columns are narrower than the window the table fills it; when they are wider it scrolls sideways.
Your layout is remembered per project. The columns you show, their order and any width you drag are saved for you, for this project, and are the same on Cast, Crew and All. A different project starts from the defaults.
Nothing else changes. The same cells edit inline, the same row menu and right click menu apply, and selecting rows works the same way.

Add people

Add Cast opens Add Cast Member: Character Name (required), Full Name, Role Type (Unassigned, Lead, Supporting, Featured, Featured Extra, Background), Email, Phone, per shoot day availability, and accordions for Compensation (Rate Type hour/day/flat, Rate Amount, Currency, Payment Terms Net 7/Net 14/Net 30/Net 60/On Wrap, overrides, Deal Memo), Notes, and Social links (Instagram, LinkedIn, IMDb, Website).
Add Crew opens Add Crew Member: Name (required), Role (autocomplete over 55 standard film roles, free text allowed), Email, Phone, Confirmation Status (pending, confirmed, declined), and the same Compensation, Notes, and Social links sections.
From contacts: when creating, pick an existing contact to prefill the form and link the person to your contact book. Saving a new person also files them into your contacts automatically.
Photos: after saving, edit the person to upload a photo (JPEG, PNG, or WebP, up to 5 MB). Without a photo, CineFlow falls back to their Instagram picture, Gravatar, or initials.

Availability

Each row shows a pill per shoot day. Click a pill to cycle Available, Tentative, Unavailable, and not needed. If a change affects an existing callsheet for that day, CineFlow asks before updating it. Availability feeds the Schedule page’s roster picker.

Edit, archive, delete

Edit: the row’s three-dot menu, or click a card. In Table view, name, character or role, email, phone, and notes cells edit inline.
People linked to a contact prompt on save: Update this project only or Also update contact.
Archive hides a person without deleting history. Delete is blocked while a cast member is linked to shots or a crew member is assigned to shoot days; archive instead or unlink first.
Bulk actions: select rows for Status (crew), Availability, Archive, and Delete.

Move a person between cast and crew

Cast and crew are stored separately, so a move creates the person on the other side and removes the old entry. Open the row’s three-dot menu or right-click the row and choose Move to crew or Move to cast (editors, while online).

The dialog first checks what the person is linked to, then either says Nothing will be cleared or lists every detail that will be cleared with its current value. Read that list before confirming: cleared details cannot be recovered.

Cast to crew clears the Character name (unless it simply repeats the actor’s name), Agent, Union status, Role type, Shot list assignments (the shots they are linked to), and per day Talent call details (HMU, pickup, status). The dialog asks for a Role (prefilled from the linked contact’s default role when there is one) and for a Name only when the cast entry has no actor name yet. The new crew member starts with status pending.
Crew to cast clears the Role, the confirmation Status, and per day Wrap times. The dialog asks for a Character name, which must not already exist in the project.
Either direction clears the person’s custom field values, because custom fields belong to one side.

Everything else follows the person unchanged: email, phone, notes, photo, social links, deal memo, rate, currency and payment terms, day and hour overrides, archived state, and the contact link. Shoot day availability moves one to one, and day roster placements keep their call time, role override and notes. Finance rates and cost lines move with them. On call sheets, a cast member’s talent call becomes a crew call at the same time. A crew member who was on a call sheet gets a talent call: at the call time set for them on that sheet where one was set, otherwise at the sheet’s general call. A crew member who had been left off a sheet stays off it. A cast member who was not on a call sheet appears on it once they are crew, because call sheets include every crew member by default. A crew member moved to cast keeps their place on every shoot day they were on: the days they were available or tentative on, plus any day they had been added to by hand. A day they had been removed from by hand stays removed.

If the move fails, what happens depends on how far it got. A failure while creating the new entry changes nothing. A failure after that leaves the person under both cast and crew, and the error says how to recover. While availability or the day roster is being copied, delete the new entry to undo the move or the old one to finish it. Once finance records or call sheets have started moving, keep the new entry, check those records, then delete the old one. If everything moved and only the old entry could not be removed, delete it by hand. If only the old custom field values could not be cleaned up, the move is complete and nothing visible is affected. Nothing is lost silently. In the Preset Sandbox, moving is preview only.

Contacts sheet

The Contacts toolbar button opens your workspace contact book in a side sheet. Click the add icon on a contact to drop them into the project as cast or crew; contacts already in the project show an In project badge. See the Contacts guide.

Insights

The People insights button opens a drawer of availability widgets for the production.

Export

Export PDF lives in the top bar Share popover, with options to include All, Cast, or Crew, an availability toggle, and orientation. See Exports and PDFs.

Permissions and offline

Viewers get a read-only page.
Offline, adding and editing people is unavailable (“Editing unavailable offline”); availability changes still save offline and sync later.