Sign-in sheet: Meaning in Film Production

Sign-in sheet

Definition

A sign-in sheet is a daily log where people on set write their name, department or role, arrival time, meal times, and departure time, then sign. Productions use it for background actors, day players, and crew who don't fill out individual time cards, and the times feed payroll and the daily production report.

What the columns look like

A basic sign-in sheet for background on a diner scene:

#	Name	Role / scene	In	Wardrobe OK	Meal out	Meal in	Out	Signature
1	Luis Ortega	Diner patron, sc. 14	6:52 AM	Yes	12:30 PM	1:00 PM	5:15 PM	L. Ortega
2	Pam Keller	Waitress, sc. 14, 15	6:58 AM	Change #2	12:30 PM	1:00 PM	6:40 PM	P. Keller
3	Jae Kim	Diner patron, sc. 14	7:21 AM	Yes	12:30 PM	1:00 PM	5:15 PM	J. Kim

Jae arrived 21 minutes after the 7:00 AM report time on the call sheet. The PA writes the real time, not 7:00, because the AD may need to explain a late start and payroll pays from the time on the page.

Crew sign-in sheets swap "role / scene" for department and position, and often add a column for mileage or a note like "kit rental" so accounting knows who to pay extra.

How it's run on the day

The sheet goes out at the first call time, usually at a folding table in the holding area for background actors or near crew check-in. A PA watches it. At lunch the PA calls the meal and writes one time for the whole group if everyone broke together. At wrap, background line up to sign out, hand back any wardrobe or props, and the PA checks each line against wardrobe and vouchers before releasing them.

Where things go wrong

Blank "out" times are the headache. If people leave without signing out, somebody has to reconstruct the time from memory, and that argument ends up in payroll. The other trouble is writing the call sheet time into the "in" column for everyone. That makes the sheet useless as a record, and on a union show it can put the sign-in sheet in conflict with the vouchers and Exhibit G.

Keep the sheet readable. Photographs of wet, coffee-stained pages are a regular part of production accounting.

Where the sheet goes

At wrap the 2nd 2nd AD pulls totals (how many background worked, first in, last out, meal times) for the daily production report. Accounting uses individual lines to check time cards and payment for day-rate crew. For more on who counts as background and how counts get planned, see the extras breakdown guide.

Frequently asked questions

Who keeps the sign-in sheet on set?

For background, a set PA or the 2nd 2nd AD runs it in holding. For crew on smaller shoots, it usually sits with the production office PA or at the craft services table under the eye of a PA.

Is a sign-in sheet the same as a background voucher?

No. On union shows each background actor gets an individual voucher that records their times, rate, and adjustments. A sign-in sheet is the group list that confirms who showed up and when, and ADs use it to check vouchers at wrap.

Can someone else sign in for a crew member?

They shouldn't. The times go to payroll, so each person writes and signs their own line. If someone arrives before the sheet is out, a PA notes the time and the person initials it when they get there.