The 2nd AD Call Sheet Workflow: How Second Assistant Directors Build and Send Call Sheets
The second assistant director owns the call sheet from first draft to final send. This practical guide walks through every step of the nightly 2nd AD call sheet workflow, from pulling crew and cast details to getting 1st AD sign-off and distributing to the whole company, and explains how Easy Call Sheets replaces the slow spreadsheet-and-PDF process with a faster, more professional approach.
The 2nd AD owns the call sheet
On any film or video set, the second assistant director (2nd AD) is responsible for producing and distributing the call sheet. While the 1st AD sets the creative plan for the shooting day, the 2nd AD translates it into an actionable document for every department. Getting this right and out on time is one of the highest-stakes parts of the job.
If you are stepping into a 2nd AD role or supporting an AD team, this is the workflow you will run every night of production.
Step 1: Lock the schedule with the 1st AD
Before building anything, you need a confirmed shooting order from your 1st AD. This includes tomorrow's scenes, cast changes, locations, and department-specific notes. Do not start formatting until you have this. Chasing changes after the sheet is half-built costs more time than waiting for a locked plan.
Step 2: Build the call sheet
With the plan locked, you must build the full document. The 2nd AD typically sets:
- General call time and location coordinates
- Individual call times for cast (for makeup, wardrobe, and travel)
- Crew department call times by role
- Production, safety, and special notes
- Weather forecasts and location maps
In a spreadsheet, this means manually formatting rows, updating PDFs, and copying contact info. Easy Call Sheets automates this structure. Pull crew from your contact book, set individual call times, and the weather forecast populates automatically. You can build a complete, professional call sheet in under two minutes.
Step 3: Get 1st AD approval
Send a draft to the 1st AD (and sometimes the UPM) for review. Instead of a PDF attachment, using a live link ensures the 1st AD always sees the latest updates. If a note changes, updating it in one place reflects immediately on the shareable link without re-exporting.
Step 4: Distribute to cast and crew
Once approved, distribute the call sheet no later than 12 hours before call time. Your goal is confirmed reads, not just sent emails.
With Easy Call Sheets, crew members receive a professional email or SMS and can confirm with one tap, no account creation required. You get a live dashboard showing who has confirmed, declined, or not opened the sheet yet. Automated reminders follow up so you do not have to text people late at night.
Step 5: Manage revisions
Sets change, locations shift, and schedules update. Each revision in a manual spreadsheet workflow requires exporting a new PDF, emailing it, and chasing confirmations again.
In Easy Call Sheets, you revise the sheet and resend with one click. The whole company gets the updated version, confirmation statuses reset where needed, and you maintain a clean audit trail.
Build a faster nightly workflow
The 2nd AD call sheet workflow runs every single shoot night. That repetition is why your tools matter. Crew templates let you load standing crew with one click, while the contact book stores role histories. The Pro plan at $29 per month offers unlimited email sends, SMS notifications, and custom branding.
If you are still copying contact info into spreadsheets at midnight, there is a faster way. Try Easy Call Sheets on your next shoot to speed up your nightly build.