Gear & crew
Booked, or not booked.
The kit and the crew for a shoot day as one checklist, with day rates only the studio can see. Props keep their own list, holding the options you sourced and the one the client picked.
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The problem
The gear list is a text thread with the rental house, the prop options are a folder of phone photos, and on the morning of the shoot nobody can say with certainty what was actually confirmed. The one question that matters, is it booked, is the one thing a spreadsheet never records.
A list that says booked
Quantities, items and notes, with a tick per line and a count that does not flatter you.
- A confirmed count and a bar, so the gap is the first thing you see
- Day rates per line, and the quantity times the rate beside it
- Per day, never per job: the day count lives on the budget, and guessing it here would misstate the number
- Categories you name yourself: camera, grip, electric, or whatever this job calls them
Props are sourced, not made
A prop is a requirement first and a decision second, so it holds both.
- Each prop carries its options, with photos and prop-house links on the option itself
- Picking one settles the prop and moves it along by itself
- Still needed, awaiting a pick, booked or on set: three states, advanced by clicking
- A prop whose picked option is deleted goes back to undecided rather than reading as booked
The client picks the glass
The one part of the shoot's shopping list a client genuinely has an opinion about.
- Send the prop list for review through the same portal as cuts and boards
- They pin a comment on the third glass, not on an email thread
- No account for them, and the link is revocable
- The decision comes back on the prop, where the options already are
The difference
A prop is sourced and approved.
Gear you book. Creative work you approve. A prop is the one object that is both, which is why it usually falls between the rental spreadsheet and the review tool and ends up properly tracked in neither. Here it is a single record: the options you found, the one you picked, and the client saying yes to it in the portal they already use for cuts.
- Options with photos and prop-house links, held on the prop
- Client sign-off through the review portal, with no account to create
- Rates stay in studio-only tables, structurally invisible to crew on the job
Client picked option 2
More it holds
Rates crew cannot see
Day rates live in a studio-only table, refused at the database to anyone on the job.
Feeds the budget
The vendor picker knows the agreed rate and checks it against what was invoiced.
Photos on the option
The phone shot of the actual glass, filed on the actual prop.
Links to the prop house
Where you found it, kept with what you found.
Counted honestly
Props with no pick are counted apart, so a green number cannot hide a gap.
Notes per line
The thing the rental house said, next to the thing they said it about.
Also here
Lives alongside it.
Each of these is a page inside the project, on the same spine, so nothing is retyped between them.
Props
Sourcing options per prop, and a client pick.
- Each prop holds its options; picking one settles it
- Client sign-off through the same review portal
- The pinned comment lands on the third glass, not on an email
Works with
Project contacts
One roster per job
See how it worksWorks with
Call sheets
Sent, seen, confirmed, chased
See how it worksThe whole toolkit
You just read about one of thirteen.
The rest is already in the box: every plan carries the whole toolkit, and the tiers buy room, never permission. This is the part a point solution cannot say.
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