No one wears the AD hat because they love spreadsheets and color-coded strips of paper – you do it to bring stories to life. But if your experience is anything like ours, you know the light at the end of that tunnel means assembling one of the world’s most complex puzzles, where the pieces are living entities that have their own schedules, interests, and conditions. 

And those pieces – cast, crew, weather, gear – can quickly turn the backbone of your production into a series of dominoes waiting to fall.

Most of us moved up because we wanted to be creative. Yet assistant directors – from the 1st AD to the entire team of coordinators and crew members – carry one of the toughest, most thankless jobs on the call sheet: invisible when it works, glaring when it doesn’t. 

In our experience, one begets another, as David Fincher best put it: “If you plan meticulously, you can afford to be spontaneous on set.”

That’s why we built the free film production schedule template below – to help you lift some of the load, keep your shoot organized and on budget, and free you up to focus on the work that really matters: being creative. 

Film production schedule template

This film production schedule template provides a detailed framework for managing your film shoot from pre-production through wrap. Based on professional film scheduling and production workflow practices, this template will help you coordinate all departments, track shooting schedules, and ensure everyone stays on the same page throughout production.

Features

• Gantt chart production timeline view: Visualize your entire filming schedule with color-coded tasks
• Department organization: Pre-populated with all major film production departments
• Task assignment: Clear task management and assignment tracking for each role and responsibility
• Status tracking: Monitor progress with status indicators (Completed, In Progress, Not Started)
• Customizable: Easily adapt to productions of any size or budget
• Team collaboration: Share with your entire crew for real-time updates
• Mobile-friendly: Access and update from any device on set

What's included

The template contains four main sheets:

1. Timeline: Gantt-style chart showing all tasks across your filming schedule
2. Shooting schedule: An overview of which scene gets shot when, where, with whom, shoot time, scene numbers, etc., with shooting schedule examples
3. Tasks & assignments: Detailed tracking of each task with assignments, dates, and status
4. Budget tracking: Monitor filming expenses by department and category

Click here to get your copy of the Film Production Schedule Template

When you click the link, Google will prompt you to make a copy of the template to your own Google Drive, where you can begin customizing it for your project.

Directing / Production office

• Shot list & script to storyboard finalized
• Daily call sheet distribution
• Production reports

Assistant director team

• Crew call times
• Talent call times
• Safety meetings

Camera / Cinematography

• Camera prep & lens tests
• Pre-light day(s)
• Shooting days (by week/block)

Grip & electric

• Lighting setup / rigging
• Wrap-out dates

Sound department

• On-set audio recording schedule
• Wild tracks / room tone days

Art department

• Set builds completed
• Set dressing days
• Strike dates

Wardrobe, hair & makeup

• Costume fittings
• Hair & makeup call times

Talent

• Principal photography start
• Final wrap day

Locations

• Permits secured
• Location prep days
• Shoot days at each shoot location (EXT/INT)
• Location strike / wrap

Transportation & logistics

• Company moves
• Catering start

How to use

1. Make a copy: Click the link above to create your own editable copy of the production calendar template
2. Customize tasks: Add, remove, or modify tasks to match your specific film or video production workflow
3. Set timeline: Enter start and end dates for each task, including duration and resource availability
4. Track progress: Update status as you move through filming
5. Share: Collaborate with your entire team, from cast members to crew, by sharing access to the spreadsheet

Additional tips

• Use the Notes column for important details, links to assets, or feedback
• Consider creating a simplified view for clients or executives
• Review and update the schedule weekly with your team

Elevate your film production process with real-time collaboration

The most successful productions rely on clear communication between all departments, from the director and cinematographer reviewing dailies to producers coordinating with department heads. 

Evercast provides real-time collaboration tools - video conferencing combined with high-quality content streaming - that modern productions need to stay connected, whether you're reviewing footage from set, creating a virtual video village, or coordinating with remote stakeholders. It can even follow you as your collaboration hub through post-production, facilitating live editorial, VFX, sound, and color reviews.

With Evercast's ultra-low latency streaming (under 100ms globally), your entire team can collaborate as if they're in the same room, even when spread across multiple locations. The platform's ability to stream content from live cameras, media files, or any creative software in 4K/60fps makes it an essential tool for any stage of production.

Learn more about Evercast by watching the demo video below.

Key considerations for film production scheduling

Timeline planning fundamentals

• Identify the critical path of tasks: Determine which steps must happen sequentially (e.g., location prep before shooting) versus what can overlap.
• Build in buffers for common risks: Weather delays, equipment issues, or overtime from creative revisions should be anticipated in the schedule.
• Review and adjust weekly: Frequent check-ins help you catch small delays before they cascade into major disruptions.
• Track day-to-day progress against your production calendar: Compare actual vs. planned timelines to ensure accountability and visibility. 

Pre-production scheduling strategy

• Lock in essential prep work: Secure permits, finalize locations, and confirm insurance well before principal photography. 
• Coordinate across departments: Align schedules for shot lists, storyboards, costume fittings, and camera tests to avoid last-minute crunches.
• Build in scout and tech rehearsal days: These allow the team to problem-solve before shoot days. 
• Anticipate lead times for vendors and rentals: Factor in availability and delivery windows for equipment, props, and wardrobe.

Managing department dependencies

• Sequence interdependent tasks correctly: For example, sets must be built and dressed before lighting rigs can be installed. 
• Hold cross-department check-ins: Weekly or bi-weekly meetings keep everyone aligned on dependencies. 
• Use the timeline to flag conflicts: A shared schedule prevents one team’s work from blocking another’s. 
• Document contingency workflows: Have alternates ready if one department is delayed so others can keep moving. 

Resource allocation and crew management

• Balance workload across crew: Consider individual availability and strengths to avoid burnout. 
• Account for logistics: Include travel time, meal breaks, and turnaround requirements in the schedule. 
• Coordinate equipment rentals: Ensure cameras, lighting, and sound gear are available when needed and not double-booked. 
• Adjust for complexity: Factor in extra time for complex setups, stunts, VFX-heavy scenes, or multi-location setups. 

Common scheduling pitfalls and how to avoid them

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