Build your crew roster

Your crew roster holds the people you regularly book, DPs, gaffers, editors, anyone you call on for a shoot. Save a crew member once and their name, role, and rate carry over into every call sheet and deal memo you send them.

Where to find it

Dashboard → Crew. Click Add crew member (or Add your first crew member if the roster is empty) to open the form.

Add a crew member

The form asks for:

• Full name (required)
• Roles / positions (required) - tap any that apply from the chip list, or add a custom one. A crew member can hold more than one role, for example "Gaffer, Grip."
• Email and Phone
• Rates (optional) - a Full day rate and a separate Half day rate
• Notes - equipment they bring, special requirements, anything worth remembering

Note: Full day and half day rates are stored independently. FirstSlate does not calculate the half day rate as half of the full day rate, so set both if you use both.

Click Add to roster to save.

Rates auto-fill your call sheets and deal memos

Once a crew member has a rate on file, adding them to a shoot day in the call sheet builder fills in their rate automatically, matching whichever you pick, full or half day. The same rate feeds deal memos, the e-signed per-shoot rate confirmation. Editing the rate on a specific call sheet or deal memo never changes the roster default; it only affects that one booking.

Search, filter, and switch views

Use the search box to find someone by name, role, or email, or click a role chip (for example "Editor") to filter the roster down to people who cover it. The view toggle switches between a card grid and a compact list. A Calendar toggle in the toolbar opens a month view showing who is booked or unavailable on any given day, click a day to filter the roster to people free that day.

Edit, remove, or view a crew member's history

Click a crew member's name to open their detail panel. It shows:

• Bookings - every call sheet they have been on, with dates, status (Draft, Pending, Confirmed), and the amount for that shoot
• Documents - their signed subcontractor agreement (PDF) and W-9, if on file
• Availability - any upcoming dates marked unavailable
• Notes - whatever you saved on the roster row

Use the Edit button (pencil icon) to update any field, then Save changes. Use the trash icon to remove someone from the roster; FirstSlate confirms first, since removal is permanent, though past call sheets that reference them are preserved.

Common questions

Does removing a crew member delete their past call sheets?

No. FirstSlate keeps the historical call sheet rows even after you remove someone from the roster, so old records stay intact.

Can I add a crew member without an email or phone?

Yes. Email and phone are optional, though you will need an email on file to send that person an onboarding link, a call sheet, or a deal memo by email.

Where do I add crew who are not regulars?

You can still add them to a call sheet inline while building it (see Add crew with rates and day assignments) without first creating a roster row, though roster entries are what carry rate history forward to future shoots.