Design and creative production: Scheduling software for video production companies
Scheduling software for video production companies that brings crew, equipment and location availability together per shoot day, so a shoot is only fixed once everyone and everything can be there.
What makes scheduling hard for video production companies.
Scheduling a shoot day at video production companies means getting three calendars to line up at once: the crew's, the location's and the client's, including the people who need to be on camera. The camera operator is free, but the sound recordist is on another job. The location is only available after closing time, and the managing director being interviewed has just one hour. An extra location on the same day needs travel time, set-up and sometimes a second lighting kit. After the shoot, the edit is already pencilled in with an editor still finishing another project. Without an overview, shoot days slip and delivery dates come under pressure.
Scheduling software for video production companies
Example- 1
Put the shoot day together
DoneEach shoot day records which roles are needed, such as director, camera, sound and lighting, which equipment, which locations in which order and which of the client's people appear when.
- 2
Align crew, location and kit
In progressThe schedule shows for each moment which crew members are available, whether equipment is already out on another job and when the location can be accessed.
- 3
Call sheet and confirmation
NextOn confirmation each crew member receives an overview with locations, times, contacts, parking information and the shot list.
From job to confirmed appointment.
Put the shoot day together
Each shoot day records which roles are needed, such as director, camera, sound and lighting, which equipment, which locations in which order and which of the client's people appear when. Travel between locations and set-up count as blocks of time, so a tight schedule cannot work on paper and fail in practice.
Align crew, location and kit
The schedule shows for each moment which crew members are available, whether equipment is already out on another job and when the location can be accessed. The producer also sees when the editor can start after the shoot. A shoot day that does not work on one point stays provisional until that point is resolved.
Call sheet and confirmation
On confirmation each crew member receives an overview with locations, times, contacts, parking information and the shot list. The client gets their own version showing when each person needs to be present. If something moves, everyone involved receives the updated version and the old one is marked as superseded.
Alongside your calendar and your team.
Video production companies often schedule in a shared calendar, with crew availability through group chats or email and call sheets as separate documents. The schedule connects to the calendars crew members already use: a confirmed shoot day appears there with the call sheet. Freelancers only see their own shoot days. The company owns the schedule; location owners and clients only receive what is relevant to them.
Regular crew or per project
A regular crew works well together and knows how the company operates. Putting a crew together per project gives flexibility and brings in specialists where needed. The schedule supports both, but keeps notes on the way of working with the project, so a new crew member knows what is expected of them.
One long day or spread out
Clients often want everything shot in one day to save costs. With several locations that day becomes long and tight, with no room for overruns. Two shorter days cost more crew time but reduce the risk of losing a scene. The schedule shows how much time is really left per location after travel and set-up.
Book the edit now or later
Booking the edit straight after the shoot day protects the delivery date, but ties up an editor while the shoot could still move. Booking only after the shoot gives flexibility, but the editor may then be busy. The schedule holds a provisional edit block that moves along if the shoot day moves.
Clients in other industries.
No customer story from this industry yet. This is how the software works for businesses elsewhere.
All customer stories
Hotel Aadam Wilhelmina
Online check-in, even at two in the morning.
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L'Artiste Barbershop
A full calendar starts with easy booking.
Read the storyNovaw Pilates
Focus on the class. Let the booking take care of itself.
Read the storyWhat we set up in the schedule.
Shoot days are planned with crew, equipment and locations, with travel time and setup counted and call sheets that follow on their own. We plan an ordinary shoot day at one location together, and a day with two locations where the second only becomes available an hour later. Connecting crew members' personal calendars and letting editing blocks shift automatically are switched on once the schedule runs well.
View pricingSupport and updatesGood to know.
Explore pricing and optionsCan freelance crew enter their own availability?
Yes. A crew member marks in their own view when they are available and for which roles. The producer sees that when scheduling. A hold on a shoot day is shown differently from a confirmation, so a freelancer knows whether they can still give that day away.
What happens if the weather rules out an outdoor shoot?
The producer can record a backup date for each shoot day. If the shoot moves, the schedule shows which crew and which location are available on the backup date. Everyone involved gets a new call sheet and the old one lapses.
Does the schedule track where equipment is?
Yes. Equipment is reserved per shoot day. If a kit is still out on another job, the producer sees that when scheduling. After the shoot day the equipment is released again, unless it stays booked for a following day on the same production.
Can clients see the schedule?
They get their own version of the call sheet with times, locations and who appears on camera when. They do not see the internal schedule with crew and equipment. If something changes for them, they receive a new version with the change clearly shown.
What often connects to this.
- Digital job cards for video production companiesDigital job cards for video production companies: a shot list per shoot day that records shots, takes, media and notes, so the editor knows exactly what was filmed.
- Website for video production companiesA website for video production companies that presents formats, production services and the way you work, so a client understands upfront what a corporate film, campaign or series of short videos involves.
- Enquiry form for video production companiesAn enquiry form for video production companies that captures the brief, locations, audience and delivery formats, so the producer can judge how many shoot days and edit versions a project needs.
A schedule that works in practice.
Start with a short intake. Then we schedule a call to show the software with your services, team and way of working.
WhatsAppinfo@vorlyo.com Scheduling software for video production companies: crew, equipment and locations planned per shoot day, with the edit afterwards in view.
- Put the shoot day together
- Align crew, location and kit
- Call sheet and confirmation