The SALT FLATS crew list is on its fourth version by the end of prep. The header says so, with the date and what changed, because by Day 1 there are old copies in inboxes and group texts, and people will call whoever is on the one they happen to open.
For what a crew list is and how productions handle privacy, see the glossary entry on crew list. The production coordinator usually owns the document, and the assistant production coordinator often maintains it day to day.
How the list is organized
Header
Put the production office number and email first, since that's the number people call when they don't know who to call. The version line reads "v4, Wed 9/30/2026 (added Day 11 B-cam operator)." Writing the change into the version line means nobody has to compare two spreadsheets to find it.
The distribution line is a privacy rule. A crew list has personal cell numbers on it and shouldn't reach vendors, background performers, or a public group chat. Home addresses don't belong on the distributed version at all.
Crew, by department
Departments go in the same order as crew calls on the call sheet: producers and production, ADs, camera, grip, electric, sound, script, art, props, costume, hair and makeup, locations, transportation, medical, catering. Someone who knows where the gaffer sits on the call sheet will look in the same place here.
Each row has the position as it's written on the deal memo, then name, mobile, email, and start date. The start date column settles a common question during prep ("Is the key grip on yet?") and lets the coordinator see who still needs start paperwork. The notes column is short: what someone handles, or a limit like "Day 11 only."
The director's row says "Through producer." That's a choice some productions make to keep the director's phone quiet during prep, and if you make it, write it down so the crew knows it's deliberate.
Cast contact
Cast numbers aren't on the distributed list. The line tells crew who to contact instead, which is the 2nd AD. Cast availability and calls go through the ADs anyway, and performers with agents expect business to go through them.
Walkie channels, vendors, emergency
Walkie channels are listed here and repeated on the call sheet. The vendor section gives the office one place for rental house and payroll contacts, which matters at 6:00 AM when a battery charger fails. The emergency block lists the set medic and an after-hours contact, and points to the call sheet for hospitals, since the nearest ER changes with the location.
Building and keeping the list current
- Set up the header and department order before any crew are hired, using the call sheet order.
- Add each person when their crew deal memo is signed, not when they're offered the job, so the list only shows confirmed crew.
- Ask department heads to send details for their own crew in one email, with position titles that match the deal memos.
- Confirm every mobile number by texting it. A typo in one digit sends a call time to a stranger.
- Fill in start dates from the deal memos.
- Add vendors as orders are placed, with a note for return dates.
- Every time anyone joins or leaves, bump the version number, write what changed, and resend.
- Before Day 1, send a final prep version and ask everyone to delete older copies.
- Keep a restricted office version with cast numbers and emergency contacts. Don't distribute it.
Problems a bad crew list causes
Old versions keep circulating. The B-cam operator added in v4 isn't on v3, and the 1st AC can't reach her on Day 11 about lens choices. The version line and a "delete older copies" email fix most of this.
Someone who left is still listed. A crew member who dropped out after the tech scout keeps getting group emails, and their replacement doesn't.
Position titles don't match the paperwork. If the list says "sound guy" and the deal memo says "Production Sound Mixer," payroll and the call sheet end up with three different titles.
Personal details leak. A list forwarded to a background performer or posted in a public chat exposes everyone's phone number. Repeat the distribution rule in the email every time you send a new version.
What the crew list connects to
Names and positions come from signed deal memos. Crew calls on each day's call sheet are built from this list, with only the people working that day. At wrap, the list is how the coordinator reaches everyone about final time cards and returns for the wrap report. For the hiring steps before anyone lands on the list, see how to hire a film crew.
Crew lists in Storiara
Storiara keeps crew on the Crew tab of its Cast & Crew module. You can add people one at a time or import a spreadsheet (CSV or XLSX), print the list, and send availability requests. Call sheets go out by email, sent now or scheduled, and each shoot day also has a shareable link. See the cast and crew feature page.