Wrapshoot User Guide

Creating Your Account

1. Visit the Wrapshoot website and click Sign Up
2. Enter your email address and create a password
3. Verify your email address by clicking the link sent to your inbox
4. Complete your profile with your name and optional phone number

Navigating the Dashboard

After logging in, you'll see your Projects Dashboard showing all your projects with their current status, quick-start recommendations, and upcoming shooting days.

Use this as a quick feature checklist before diving into full workflows.

• Project creation and setup wizard
• AI script upload, parsing, and scene extraction
• Scene management (grid, timeline, list)
• Cast directory and invitations
• Crew directory, departments, and access controls
• Schedule planning (month/week/list)
• Drag-and-drop stripboard scheduling
• Call sheet drafting, publishing, PDF export, and distribution
• Scene breakdown management (props, wardrobe, vehicles, effects, and more)
• Budget tracking and finance workflows
• Location database, permit status, and location intelligence
• Gear and equipment tracking by scene/department
• Project sharing with role-based permissions
• Project assistant for planning and operational questions

Step 1: Click "New Project"

From your dashboard, click the New Project button in the top right corner.

Step 2: Enter Project Details

Fill in your project information:

• Project Name — Your film's working title
• Description — A brief synopsis (optional)
• Status — Development, Pre-Production, Production, or Post-Production

Step 3: Setup Wizard

When you create a new project, Wrapshoot offers a guided Setup Wizard to help you:

1. Upload your script
2. Add your first shooting days
3. Add cast members
4. Add crew members

You can skip any step and complete it later.

Step 4: Use the Getting Started Checklist

After setup, the Overview tab shows a Getting Started checklist so your team can track what is done and what still needs setup:

• Upload script
• Add scenes
• Add cast members
• Add crew members
• Add shooting days

Each checklist row links directly to the section where that task is completed.

Uploading Your Script

1. Navigate to your project
2. Go to the Script section in the sidebar
3. Click Upload Script or drag-and-drop your PDF
4. Wrapshoot will automatically begin analysis

Reviewing Script Analysis Results Dashboard

After analysis completes, open the Script Analysis Results panel:

1. Review generated scenes and delete any incorrect entries
2. Review element categories and remove false positives
3. Confirm or adjust cast names
4. Accept or dismiss crew suggestions
5. Use quick links in the panel to jump into full sections for deeper edits

Script Versions

Keep track of revisions by uploading new script versions. Each version is color-coded (White, Blue, Pink, Yellow, etc.) following industry standards. Trigger script change analysis to see what changed. The active version is used for breakdown and scheduling.

Reviewing Script Version Changes

When a new script version is uploaded:

1. Wait for the change analysis banner to appear
2. Click Review to open version differences
3. Confirm added, removed, and modified scenes
4. Update schedule, breakdown, and budget based on the approved changes

Viewing Scenes

Access scenes through the Scenes section. Choose your preferred view:

• Grid View — Visual cards showing scene thumbnails
• Timeline View — Gantt chart showing schedule
• List View — Detailed table format

Adding Scenes Manually

If you're not using AI analysis, add scenes manually:

1. Click Add Scene
2. Enter scene details: scene number, synopsis/description, INT or EXT, DAY or NIGHT, page count and location

Editing Scenes

Click any scene to open the detail panel where you can:

• Edit all scene information
• Assign cast members
• Add production elements
• View AI suggestions
• Add notes

Scene Status

Track progress with status labels:

• Not Scheduled — Scene hasn't been assigned to a shooting day
• Scheduled — Scene is assigned but not shot
• In Progress — Currently shooting
• Completed — Scene is wrapped

Adding Cast Members

1. Go to the Cast section
2. Click Add Cast Member
3. Enter character name, actor name, contact info (email, phone), agent info (optional), and day rate / week rate (optional)

Inviting Cast to the Project

Send cast members access to their call sheets and schedules:

1. Click the Invite button on a cast member
2. Enter their email address
3. They'll receive an invitation link
4. Once accepted, they can view their schedule and call times

Cast Status

Track each cast member's status:

• On Hold — Tentatively attached
• Confirmed — Deal closed
• Working — Currently in production
• Wrapped — Finished shooting

Assigning Cast to Scenes

Link cast members to scenes they appear in:

1. Open a scene's detail panel
2. Go to the Cast tab
3. Select cast members who appear in this scene

Adding Crew Members

1. Go to the Crew section
2. Click Add Crew Member
3. Enter name, role/position, department, contact info, and rate (optional)

Departments

Crew members are organized by department:

Department Heads

Designate department heads by checking the Department Head option when adding or editing a crew member. Department heads may have additional permissions.

Inviting Crew

Similar to cast, invite crew members to access the project:

1. Click Invite on a crew member
2. Enter their email
3. Select their permission level
4. They'll receive an invitation link

Understanding the Stripboard

The stripboard is the traditional film scheduling tool, now digital. Each scene is represented as a colored strip, color-coded by INT/EXT and DAY/NIGHT. Drag strips to assign scenes to shooting days.

Creating Shooting Days

1. Go to the Schedule section
2. Click Add Shooting Day
3. Enter date, general call time, location (optional), and notes

Assigning Scenes to Days

Method 1: Drag and Drop

Drag scene strips from the "Unscheduled" pool and drop them onto a shooting day.

Method 2: Day Detail Panel

Click on a shooting day, click Add Scene, and select scenes from the list.

Setting Call Times

For each shooting day, set specific call times:

• General Call — When most crew arrives
• Department Calls — Staggered times for different departments
• Cast Calls — Individual call times for each actor

Reordering Scenes

Within a shooting day, drag scenes to change the shooting order. Scene order is saved automatically.

Calendar Views

Switch between views:

• Stripboard — Traditional strip view
• Monthly Calendar — Overview of the entire shoot
• Weekly Calendar — Detailed weekly view

Creating a Call Sheet

1. Go to your project and open the Call Sheets section
2. Select a shooting day
3. If no call sheet exists yet, click Create
4. Fill in key details: general notes, safety notes, parking and meal notes, department and cast call times

Saving Draft vs Publishing

• Click Save to keep a draft
• Click Publish when the sheet is ready for the team
• Published versions are tracked per shooting day

Exporting a PDF

1. Open the call sheet for a shooting day
2. Click Download PDF
3. Wrapshoot saves any pending edits, then generates the file

Distributing to Cast & Crew

1. Open the call sheet and click Distribute
2. Select cast and crew recipients (only members with email)
3. Click Send
4. Recipients receive the call sheet by email

What is Scene Breakdown?

Scene breakdown identifies everything needed to shoot each scene: props, wardrobe, vehicles, makeup/hair, special effects, background actors, special equipment, and more.

Using AI-Generated Breakdowns

If you used AI script analysis, many elements are pre-populated:

1. Open a scene's detail panel
2. Go to the Breakdown tab
3. Review suggested elements
4. Click Accept to confirm or Dismiss to remove

Adding Elements Manually

1. Open a scene
2. Go to the Breakdown tab
3. Click Add Element
4. Select a category
5. Enter the element name and any notes

Element Categories

Wrapshoot supports 25+ breakdown categories:

Creating a Budget

1. Go to the Budget section
2. Click Create Budget
3. Start from scratch or use a template (recommended)

Budget Structure

Budgets are organized hierarchically:

• Categories — e.g., "Above the Line", "Production", "Post"
• Subcategories — e.g., "Camera Department", "Lighting"
• Line Items — e.g., "Camera Operator - 10 days @ $500/day"

Adding Line Items

1. Select a category
2. Click Add Line Item
3. Enter description, quantity, unit type (days, weeks, flat, etc.), and unit rate
4. The total calculates automatically

Tracking Expenses

Log actual spending against your budget:

1. Find the relevant line item
2. Click Add Expense
3. Enter amount and date
4. Optionally upload a receipt

Receipt Scanning

Upload receipts and Wrapshoot will attempt to extract the vendor name, amount, date, and suggested category automatically.

Budget Health

Monitor your budget status:

• Under Budget — Spending less than estimated
• On Track — Close to estimates
• Over Budget — Exceeding estimates

Department Budget Workflow

Adding Locations

1. Go to the Locations section
2. Click Add Location
3. Enter location name, address, type (Practical, Studio, Backlot, Virtual), and INT/EXT capability

Permit Tracking

Track permit status for each location:

• Not Started — Haven't applied yet
• Applied — Application submitted
• Approved — Permit granted
• Denied — Need alternative

Location Notes

Add important notes about each location: parking availability, load-in instructions, power availability, sound considerations, and contact person.

Assigning Locations to Scenes

When editing a scene, select its location from your location database.

Using Location Intelligence

Managing Equipment

1. Go to the Gear section
2. Click Add Equipment
3. Enter item name, category, department responsible, and notes/specifications

Scene-Based Gear

Track which equipment is needed for specific scenes. Open a scene's detail panel, go to the Gear tab, and select required equipment.

Equipment Categories

• Camera — cameras, lenses, accessories
• Lighting — lights, stands, modifiers
• Sound — mics, recorders, playback
• Art — set dec, props
• Costume
• Props
• Vehicles
• Special Equipment

Sharing Your Project

Invite team members to collaborate:

1. Click the Share button in the project header
2. Enter email addresses
3. Select their role

Team Roles

• Admin — Full access to everything
• Coordinator — Manage schedule and scenes
• Department Head — Access to their department
• Crew — View schedules and assignments
• Cast — View call sheets only
• Viewer — Read-only access

Managing Team Access

View and manage team members in Settings > Team. See all team members and their roles, change permissions, remove access, or resend invitations.

Real-Time Collaboration

Changes sync in real-time across all team members. When someone updates a scene or schedule, you'll see it immediately.

What It Can Help With

The Smart Assistant can answer project-specific questions about:

• Scene status and unscheduled work
• Permit follow-up and location risks
• Schedule planning and sequencing
• Cast/crew context from current project data

How to Use It

1. Open the Assistant section in your project
2. Type a question or pick a quick prompt
3. Send with Cmd/Ctrl + Enter or click Send
4. Review suggestions and apply changes in the linked project sections

Tips for Better Results

• Ask specific questions ("What scenes are unscheduled for next week?")
• Include constraints (days, locations, cast availability)
• Follow up with focused refinement prompts

Getting the Most from AI Analysis

• Upload clean, well-formatted PDFs
• Standard screenplay format works best
• Review AI suggestions carefully—they're helpful but not perfect
• Use AI as a starting point, then refine manually

Efficient Scheduling

• Break down your script before scheduling
• Know your cast availability before assigning days
• Group scenes by location to minimize company moves
• Consider day/night requirements

Budget Management

• Create your budget early in pre-production
• Update actuals regularly
• Review budget health weekly
• Keep receipts organized by uploading them promptly

Team Communication

• Use specific roles to limit access appropriately
• Invite department heads first to help build out their teams
• Keep call times updated—your team relies on them

Keyboard Shortcuts

Speed up your workflow:

Can I import data from other software?

Currently, Wrapshoot supports PDF script import with AI analysis. CSV import for cast/crew is planned for a future update.

Is my data secure?

Yes. All data is encrypted in transit and at rest. We use industry-standard security practices and secure cloud infrastructure.

Can I work offline?

Wrapshoot requires an internet connection. However, your data is saved continuously, so you won't lose work if you briefly disconnect.

How do I export my data?

You can export:

• Call sheets as PDF
• Budget reports as PDF
• More export options coming soon

Can multiple people edit at the same time?

Yes! Wrapshoot supports real-time collaboration. Changes sync instantly across all team members.