Crew and invites
On this page
The Crew tab is the production’s crew list: who is booked, for which days, on what terms, and whether they can sign in to Pictures Up. It is also where crew get their invitation.
The crew list
People are grouped by department in a fixed order: Production, Camera, Lighting, Grip, Electric, Sound, Art, Hair & makeup, Wardrobe, Post, Talent, Other. Everyone sees the name, role, dates and access. Admins also see the day rate, the kit fee and the agreement status, and a line at the top with the day total.
Access has three states:
- No access: booked, but not invited to Pictures Up.
- Invited: an invitation is out and has not been used.
- Signed in: they have an account and can open this production.
When a production uses more than one department, “All departments” filters the list.
Booking someone
Admins and editors can book people.
- Choose “Add person”.
- Pick “From your team” to choose someone already in People, or “Someone new” and enter their name, with an email and phone if you have them. New people are added to People under Team as well, so you can book them again.
- Enter the role and department. Choosing someone from the team fills these in from their usual role.
- Set their first and last day if they are only on for part of the shoot. With no dates they are on every shoot day. Call times are set on the call sheet, not here.
- Choose “Add to crew”.
Their sheet opens straight away.
The crew sheet
Click anyone in the list to open their sheet.
Deal memo (admins only). Set the rate as a day rate, an hourly rate or a flat fee, plus the kit fee per day, the overtime terms and notes. The sheet works out the days from the booking dates and shows the total: day rate times days, or hourly rate times a 10-hour day times days, or the flat fee, plus the kit fee for each day. Move the agreement along with “Mark as sent” and “Mark as signed”, or set it in “Edit deal memo”. The statuses are Draft, Sent and Signed.
Booking. The role, department, dates, email and phone. “Edit” changes any of them. Dates are optional: none means every shoot day.
Kit. The gear this person brings. “Edit kit” opens their page in People, where kit and its daily fee are set.
Pictures Up access. This is where crew are invited.
Inviting crew to Pictures Up
Crew do not need an account to be on the call sheet. They need one to open Shoot day, see their call times and check gear on their phone. Admins invite them from the crew sheet.
- Open the person’s sheet. Under Pictures Up access, choose what they can do: “Crew · this production only” is the default. Editor and Viewer are the other options.
- If no email is on file, enter one.
- Choose “Invite to Pictures Up”. With no email, choose “Make invite link” and send the link yourself.
- The link works once and expires in 7 days. Copy it from the sheet if you need to send it another way. “Resend invite” sends the email again.
What they see when they open the link: a page in your studio’s branding, their name and email already filled in, a password field, and a box to share their Pictures Up profile with the studio, which is ticked by default. A 6-digit code confirms their email, then they are in.
If they already use Pictures Up with another studio, they join with that account’s password, and one sign-in opens every studio they belong to. See Your account for profiles.
What crew can see once they are in: their call times, Shoot day, the schedule and their own kit, on the productions they are booked on. They don’t see money.
Taking someone off
“Take off this crew” at the foot of the sheet removes the booking and the deal memo. The person stays in People, and a crew member loses access to the production once they have no booking left on it.
Good to know
- Being on a production’s crew list is what opens that production to crew. Booking someone who already signs in adds it to their list straight away.
- Roles and seats for everyone with a sign-in are managed in Studio settings under Members. Crew on a single production do not use a seat.
- Deal memos, rates and totals are for admins only. “View as Crew” in the production header hides them on your own screen.