Shooting schedule template

Producing a film or video is a balancing act. Tight budgets, changing crew schedules, and unpredictable shoot days can result in wasted hours and missed shots. Which is why our event marketing team always uses a shooting schedule template to organize every production detail in one place, so the crew always knows what’s next.

This Asana shooting schedule template helps production teams plan scenes, track daily progress, and make adjustments on the fly. If you’re managing a short film, commercial, or feature project, this free shooting schedule template creates a shared source of truth for directors, producers, and crews.

Who benefits from shooting schedule templates?

We’ve worked with production teams that have transformed their production workflows by using our event schedule templates to sync cast, crew, and equipment without endless email threads and text messages.

Film producers

Producers use a shooting schedule template to see their entire production timeline, confirm call sheets, and adjust based on weather or availability.

Directors and assistant directors

Directors can visualize scene order, plan transitions, and ensure creative intent aligns with logistics. ADs can track scene status and make live adjustments as filming progresses.

Production managers

By consolidating daily schedules, equipment lists, and crew assignments into a single workspace, production managers minimize downtime between takes.

Cinematographers and camera crews

Camera teams can view lighting setups, scene numbers, and shot lists in a single view.

Post-production teams

Editors and coordinators can quickly review tasks and turn them into completed footage, and can begin rough cuts early with context from daily logs.

Why use Asana’s shooting schedule template

Here at Asana, we’ve seen creative teams save hours each day by moving their schedules from spreadsheets to a shared workspace. With Asana’s shooting schedule template, everyone is in sync without needing a dozen separate tools.

Benefits include:

• Centralize scenes, call times, and crew assignments in one shared schedule.

• Adjust timelines instantly with drag-and-drop rescheduling.

• Track shot progress and completion in real time.

• Link call sheets, script notes, and production reports directly to scenes.

• Collaborate seamlessly with a free shooting schedule template that your entire crew can access.

How to use shooting schedule templates

We designed this free template to make your film production schedule more organized and adaptable. Each section mirrors real-world workflows that filmmakers use to plan efficiently, communicate with stakeholders, and streamline the entire production process.

Follow these steps to turn your Asana workspace into a fully functional production schedule template that can manage everything from music videos to TV shows, podcasts, or feature films.

Step 1: Set up your project overview

Start by filling in the Project Overview section. Add general information such as the project title, genre, and any creative notes. Include links to the shooting script, budget docs, or initial storyboard so your crew has the big picture.

This step gives the 1st AD and producers a snapshot of the project’s scope. It’s also the best place to log key milestones so your team has a bird’s-eye view of the film shooting schedule.

Step 2: Build your daily timeline

Use the Daily Timeline section to organize each shooting day. Create tasks for every scene, add the shooting time, and assign the correct department head. View the timeline as a Gantt chart to spot overlaps or gaps in your daily plan. Reviewing the schedule in timeline view helps you balance scenes, weather forecasts, and crew availability while keeping the production process on track.

Step 3: Add your scene breakdown

In the Scene Breakdown section, log every scene by number and page count. Attach any relevant storyboard frames or camera setup documents to provide the visual team with context. Include details, like special effects, props, and costume requirements. This breakdown doubles as a stripboard, ensuring every shooting location and setup is adequately documented.

Step 4: Organize your cast and crew schedule

The Cast & Crew Schedule is where you coordinate every team member. List cast members, crew leads, and their daily call times. Use the Assignee column to assign responsibilities, and link relevant shooting script pages for context.

When paired with the Due Date and Weather Forecast columns, this section helps you adjust the plan quickly if conditions change. Keeping all contact details and timing here helps avoid confusion during fast-paced video production.

Step 5: Document your shooting locations

In the Location Details section, add every shooting location, including addresses, permits, and parking instructions. Upload location photos or maps directly into each task to give the team visual reference points. This central hub helps production managers anticipate travel needs and environmental factors, such as weather and lighting. 

Step 6: Track departmental notes and updates

Use Departmental Notes to log feedback from lighting, sound, camera, or art departments. Each department can add updates on setup, gear needs, or special effects shots that affect the day’s production.

This section also acts as a living record of what happened on set. It’s especially useful for coordinating large crews without extra meetings.

Step 7: Review, adjust, and share your plan

Once your film production schedule is complete, share it with stakeholders like producers, editors, and department heads. They can comment directly in Asana or check progress in real time.

If something changes, drag and drop tasks on the Gantt chart or timeline to instantly update the production schedule template. With everything stored in one place, your next shoot will be organized from start to finish.

Asana scheduling features

Asana features transform your shooting schedule template into a live production dashboard that everyone can access. While we’ve built this template with a few of our favorite scheduling features, you can customize yours to fit your needs. Visit our library of Asana features for even more inspiration.

Timeline

Visualize the entire production schedule from scene order to daily shoot blocks in a single Gantt-style view.

Custom fields

Add data points, such as scene numbers, call times, and location types, to improve filtering and scheduling.

Rules

Automate repetitive tasks, such as notifying the crew when a call time changes or moving completed scenes to post.

Attachments

Link scripts, shot lists, and location permits directly to tasks so everyone can access the latest files.

Recommended integrations for your shooting schedule templates

Integrations connect your shooting schedule to the tools you already use, so you don’t have to toggle between different software applications and platforms. Explore the full Asana app library to discover more tools for creative production.

Slack

Send automatic notifications about scene updates or call time changes directly to production channels.

Google Drive

Attach shot lists, scripts, and call sheets from Drive so every department works from the latest version.

Zoom

Add video links for daily production meetings or virtual check-ins.

Jira Cloud

Connect technical or VFX tasks to your schedule to track dependencies and delivery timelines.

Dropbox

Store and share high-resolution footage and production assets securely across departments.

Google Calendar

Sync your shooting schedule to your team’s calendars for easy visibility of call times and wrap targets.

FAQs about shooting schedule templates