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User Guide

The Complete Guide to FilmLot360

Everything you need to run a production — from first draft to final payment — in one place.

Quick Start: Your First Production

  1. 1Create an account and open the CRM.
  2. 2Create your first project under Projects.
  3. 3Add your script in the project Screenplays tab (write or upload).
  4. 4Run the AI Script Breakdown to extract every scene.
  5. 5Build your schedule on the Stripboard, then sync it to the project.
  6. 6Add your cast, crew, locations, and equipment.
  7. 7Generate the budget and send contracts and call sheets.
  8. 8Track continuity, media, and payments as you shoot.
1. Getting Started2. Projects3. Script to Screen4. Production Resources5. Budgets, Invoices & Documents6. Communication & Team7. Data, Templates & Account

1. Getting Started

Sign up, find your way around, and get productive in minutes.

The Dashboard

  1. 1Your home base — open the CRM and you land here.
  2. 2See summary stats: active projects, cast, crew, and invoices.
  3. 3Check upcoming calendar events and recent activity.
  4. 4Use Quick Actions to jump to common tasks instantly.
  5. 5Watch the alert bell for team announcements and deadline warnings.
TipAlerts auto-dismiss after a few seconds — check the Alerts page to review them any time.

Working on Mobile

  1. 1The whole platform works on your phone — no separate app needed.
  2. 2Use the bottom tab bar to switch between the main sections.
  3. 3Pull down on any list to refresh it.

2. Projects

Every production lives in one project with its own workstation.

Creating a Project

  1. 1Open Projects and click "New Project".
  2. 2Add the title, status (Pre-Production, Production, Post…), genre, format, aspect ratio, and key team (director, producer, writer, DP…).
  3. 3Set the budget, start/end dates, shoot days, and a poster image.
  4. 4Click a project card to open its workstation.
  5. 5Export project data to CSV anytime from the Projects page.

The Project Workstation

  1. 1The workstation is a tabbed hub for everything about one production.
  2. 2Tabs cover project info, screenplays, script breakdown, schedule, budget, cast & crew, locations, shot lists, storyboards, lookbooks, sides, call sheets, continuity photos, calendar, media, documents, notes, and reports.
  3. 3Everything you create here stays linked to this project — no re-entering data.
TipInvite team members and grant them access to only the workstation tabs they need (see the Team section).

3. Script to Screen

Take a script from first draft to shooting schedule with AI assistance.

Screenplay Editor

  1. 1In the project Screenplays tab, add a screenplay or write in the built-in editor.
  2. 2Formatting, autosave, and page counting are handled for you.
  3. 3Upload an existing script instead: PDF, Word, Apple Pages, TXT, or Fountain formats are supported.
  4. 4Fill in the title page (title, author, draft date, contact) for clean PDF exports.
  5. 5Save revision snapshots as you go and compare word counts between versions.
  6. 6Leave comments on the script and mark them resolved.
  7. 7Export the script as a formatted PDF.

AI Script Breakdown

  1. 1Open the Script Breakdown tool and paste your script or upload the file.
  2. 2The AI breaks the script into every scene and extracts characters, props, wardrobe, makeup/hair, vehicles, animals, stunts, SFX, VFX, set dressing, special equipment, and sound needs.
  3. 3Long scripts are processed in sections automatically — full coverage up to about 200 pages.
  4. 4Review scenes in the Elements tab, add custom element categories, and edit anything the AI tagged.
  5. 5Check the props and wardrobe tabs for per-character costume continuity.
TipIf extraction finds nothing readable in an uploaded file, export it as PDF, Word, or plain text and upload again.

Stripboard & Schedule

  1. 1Auto-build shoot days: scenes are grouped by location and balanced by page count.
  2. 2Drag scenes between days on the stripboard — strips move strictly side to side, so the day order never breaks.
  3. 3Each day shows setup, shoot, move, and wrap hours, plus weather and continuity flags.
  4. 4Filter the schedule by location, cast member, or day.

Schedule Reports & Sync

  1. 1Review the DOOD (Day-Out-of-Days) grid to see each cast member across the schedule.
  2. 2Use the location breakdown to see which scenes shoot where.
  3. 3Open Cast & Crew to attach database actors and crew to characters and departments.
  4. 4Use "Sync to Project" to push the schedule, budget, and cast into the project workstation.

Shot Lists

  1. 1In the project Shot Lists tab, import scenes from your latest script breakdown.
  2. 2Generate AI-suggested shots per scene, or add your own with labels like 1A, 12B.
  3. 3Set shot type (Wide, Medium, Close-Up, POV, Tracking…), equipment notes, and status.
  4. 4Group shots into custom boards (B-roll, montage, inserts) and reorder them.
  5. 5Mark shots Planned, Shot, or Approved as production moves forward.

Storyboards

  1. 1Create storyboard boards for scenes or custom groups (B-roll, inserts).
  2. 2Upload frame images in order and write camera/action descriptions for each.
  3. 3Reorder frames as the sequence evolves.

Sides

  1. 1Generate per-character sides automatically from the script breakdown.
  2. 2Each character gets their own scenes pulled from the script.
  3. 3Open sides in the viewer to read or share with talent.

Lookbooks

  1. 1Create lookbooks for overall look, costumes, locations, or any visual theme.
  2. 2Drag and drop reference images straight onto a lookbook.
  3. 3Write style notes — they save automatically when you finish typing.
  4. 4Assign a lookbook to an actor from your cast database.
  5. 5Email a lookbook to the assigned actor so they know the look you want.

Continuity Photos

  1. 1In the project Continuity tab, upload photos to track wardrobe, props, and makeup between setups.
  2. 2Label each photo (e.g. "SARAH — wardrobe change") and tag the scene and shoot day.
  3. 3Add notes about prop positions and wardrobe state so the next setup matches.

4. Production Resources

Locations, vehicles, people, and gear — your full production Rolodex.

Location Scout

  1. 1Add locations with address, contacts, photos, daily rate, and tags (outdoor, urban, studio…).
  2. 2Track status: Available, Booked, or Unavailable, and mark the dates a location is available.
  3. 3Open a location for full details — photo gallery, contact info, pricing, and attached documents.
  4. 4Attach permits, releases, receipts, and invoices to a location with amounts paid.
  5. 5Connect an existing saved location to a project instead of duplicating it.
  6. 6Use bulk select mode to clean up multiple locations at once.

Vehicles

  1. 1Add picture cars and transport with make, model, year, color, and license plate.
  2. 2Set daily rate, storage location, and contacts.
  3. 3Mark booked dates so you never double-book a vehicle.
  4. 4Attach gas receipts, rental contracts, and insurance documents to each vehicle.

Actors

  1. 1Build talent profiles with headshots, demo reels, IMDB links, and skills.
  2. 2Set availability: Available, Booked, On Hold, or Unavailable — and assign the project when booked.
  3. 3Store agent contacts, day rates, and payment info (Zelle, Venmo, PayPal).
  4. 4Use booking periods to hold dates for a project.
  5. 5Search and filter by status or keyword.

Crew

  1. 1Add crew with role, department, and contact details.
  2. 2Track status: Available, On Project, or Unavailable.
  3. 3Store day rates and payment preferences for payroll.
  4. 4Filter by department to staff up fast.

Composers & Vendors

  1. 1Keep a roster of composers with rates and portfolios.
  2. 2Add vendors by category — studios, equipment rentals, VFX houses, and more.
  3. 3Track contracts, monthly spend, and performance ratings.

Equipment

  1. 1Track gear with category, brand, model, serial number, and condition.
  2. 2Set purchase price and day rate, and assign equipment to a project or person.
  3. 3Track status: Available, In Use, or Maintenance.
  4. 4Filter by category to find cameras, lighting, or audio gear fast.

Packing Checklists

  1. 1Create a checklist for each shoot day or location.
  2. 2Pick equipment items and quantities from your inventory.
  3. 3Use AI generation to auto-suggest the gear a scene type needs.
  4. 4Check items off as you pack and mark them returned when gear comes home.

Call Sheets

  1. 1Build call sheets from your schedule, or use AI to extract scenes straight from the script.
  2. 2Fill in crew calls, locations, weather, safety notes, and nearest hospital.
  3. 3Start from a saved call sheet template to keep every day consistent.
  4. 4Email the call sheet to your cast and crew list in one send.

5. Budgets, Invoices & Documents

Plan the money, send the paperwork, and track every dollar.

Budgets

  1. 1Open a project Budget tab and allocate funds by category (Cast, Crew, Equipment, Locations…).
  2. 2Add line items with amounts, assignees, and notes.
  3. 3Generate AI-suggested budget lines from your script breakdown.
  4. 4Use "Sync Rates" to pull current day rates from your actors, crew, and vendors databases.
  5. 5Watch allocated vs. remaining totals update live.
TipConvert any budget line into an invoice with one click.

Invoices

  1. 1Create invoices with number, company, amount, due and issued dates.
  2. 2Track status: Draft, Pending, In Review, Paid, Overdue, or Cancelled.
  3. 3Set priority and category, and link the invoice to a project.
  4. 4Store payee payment details — bank, check, PayPal, Zelle, or Venmo.

Payments

  1. 1Open an invoice to record a payment against it.
  2. 2Pay people by their preferred method — Zelle, Venmo, PayPal, check, or bank transfer — using the payment info on their profile.
  3. 3Keep the full payment history per payee.

Documents & E-Signature

  1. 1Choose from 20+ industry document templates: performance contracts, deal memos, location and personal releases, I-9s, sync licenses, and more.
  2. 2Fill in the document with your project and recipient details.
  3. 3Send for legally-binding e-signature — the recipient signs from the emailed link and you counter-sign in the Document Center.
  4. 4Bulk-email several documents at once — each arrives with its own PDF download link.
  5. 5File signed documents against the actor, crew member, or vendor they belong to.

6. Communication & Team

Keep everyone on the same page — cast, crew, and collaborators.

Emails

  1. 1Compose emails directly to actors, crew, or vendors from the Emails section.
  2. 2Start from a saved template to avoid rewriting common messages.
  3. 3Team members connect their own Gmail account to send from their address.
  4. 4Sent mail is logged with category tags, and your history is searchable.

Messages

  1. 1Send internal messages to your team without leaving the app.
  2. 2Messages stay inside FilmLot360 — no external email needed.

Calendar & Meetings

  1. 1View your production timeline — shoot days, bookings, and milestones — in one calendar.
  2. 2Add meetings with title, date, time, attendees, and type.
  3. 3Email meeting invitations to attendees straight from the event.

Team Members

  1. 1Invite teammates from the Team page — they receive a secure, branded invite link.
  2. 2Give each member a custom role label (DP, Producer, Script Supervisor…) and a description.
  3. 3Grant access to only the sections they need — tabs you leave off stay invisible to them.
  4. 4Members open the invite link, sign up with the matching email, and land straight in your workspace.
  5. 5Your team sees your projects and data; revoke access any time.

Alerts

  1. 1Create alerts for the whole team or specific roles.
  2. 2Set severity (info, warning, error, success) and an optional expiry date.
  3. 3Alerts appear via the bell in the top bar and auto-dismiss after a few seconds.

7. Data, Templates & Account

Import what you have, reuse what works, and manage your plan.

Importing Data

  1. 1Open the Import page and upload a CSV or Excel file.
  2. 2AI reads the file and maps your columns to the right records — actors, crew, vendors, equipment, and more.
  3. 3Review the mapped rows and confirm to add them to your database.

Templates

  1. 1Save your favorite email, document, and call sheet layouts as reusable templates.
  2. 2Templates keep every send consistent and save rewriting.

Reports & Health Check

  1. 1Open a project's reports to see budget totals, schedule metrics, and production stats.
  2. 2Run the Health Check to spot data issues before they cause problems.

Your Account

  1. 1Update your profile photo, name, and details under Account.
  2. 2View your plan and manage your subscription.
  3. 3Export all of your data whenever you want it.
  4. 4Invite and manage your team from the same page.

Support & Troubleshooting

  1. 1Check the Troubleshoot page for answers to common issues.
  2. 2Still stuck? Message support from the Support page and we'll get back to you.

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