SetDots - User Guide

Introduction

SetDots is designed to eliminate the communication gaps and logistical friction that can occur on a busy film set. In an environment where every second counts, having a single source of truth is crucial. Our goal is to replace the disjointed web of walkie-talkie chatter, text messages, and paper notes with a streamlined, real-time digital dashboard accessible to your entire crew. From pre-production planning to the final wrap, SetDots ensures every department is synchronized, every update is instant, and every piece of critical information is just a click away.

Getting Started: The Producer Dashboard

Your journey begins after signing in with your Google account. You'll land on the Producer Dashboard, which is your high-level overview of all ongoing work. You can toggle between a traditional list view and a calendar view to visualize your schedule.

Projects: Each card on the dashboard represents a project—the top-level container for your production.

Displays the project name and whether it is In Progress or Archived.
Rename or archive the project if you're the owner.
Open the Project Personnel database.
Add Shoot button for creating new shoot days.

Shoots: A shoot typically represents a single day of filming. Each shoot card provides:

Basic details such as the shoot name, date, and key roles (DIR/DP).
A colored status badge reflecting the current set state.
Compact "Now" and "Next" boxes previewing upcoming shots from the shot list.
Action buttons for Daily Report, Call Sheet, Copy Link, and Share QR.
Owner-only controls to Save as Template, Edit, Clone, or Delete the shoot.

Project Personnel: Use the button to open the project's personnel database. This card aggregates every person added to any shoot and lets you manage a single roster for the entire production.

Name – required full name.
Primary Role – main job title used across shoots.
Contact – phone number or email.
Dietary Restrictions – used for meal planning reports.
Allergies – critical medical warnings.
Other Needs / Concerns – accessibility or other notes.

When building a shoot, the Add Personnel to Shoot dialog pulls from this database so names and roles stay consistent. The card also displays how many shoot days each person is scheduled for and lets you quickly add them to future shoots.

Feature Deep Dive: The Shoot Dashboard

Clicking on a specific shoot takes you to the heart of the application: the real-time Shoot Dashboard. This is the command center for the entire crew, divided into two main views: Live for on-the-day coordination and Prep for planning.

Live View Features

Main Status Card: This large card is the most important element on the dashboard. It shows the current status of the set (e.g., Standby, Rehearsal, Rolling, Cut). When an admin changes the status, this card changes color, providing an immediate visual cue to everyone on the dashboard.

Department Status: Before rolling, it's critical to know if each department is ready. This card lists all key departments. Admins can toggle each department's status between "Standby" and "Ready." When all departments are marked as ready, a prominent "ALL DEPARTMENTS READY" banner appears.

Messaging and Admin Commands: The central hub for all set communication. You can react to messages with emojis or reply directly to keep conversations organized. For admins, the message input is also a command line:

@alert [message]: Sends a high-priority, dismissible banner alert to everyone on the dashboard. Perfect for emergencies like weather holds or equipment failure.
@note [message]: Creates a timestamped note that will be added to the official Daily Production Report. This is for important, non-urgent information.
@log [message]: Adds a message to the Status Log without notifying users. Useful for internal admin record-keeping.
@all [message]: Sends a message to every channel simultaneously. Ideal for general announcements like "Lunch is in 10 minutes."

Prep View Features

Shot List & Now/Next: Plan your day by adding every shot to the list. Admins can add, edit, delete, and reorder shots with a simple drag-and-drop. As you mark shots "complete," the "Now" and "Next" displays at the top of the screen automatically update, keeping the entire crew informed of the immediate schedule.

Cast & Crew: A directory of all personnel on set. For each person, you can list their role, contact info, and specific call times. Admins can update a person's on-set status (e.g., "Off Set," "Traveling," "On Set," "Wrapped"), providing a real-time personnel manifest.

Call Sheet, Location & Key Info: These cards hold all the essential logistical information for the day. Set the crew call time, lunch time, and see real-time weather data. Input the shoot address, site contact info, Wi-Fi passwords, parking notes, and the nearest hospital. The app can even auto-find the nearest hospital based on your location address.

Special Instructions By Department: This card allows admins to add specific, persistent notes for each department. Type your instructions, and they auto-save. This information is then automatically included in the exported call sheet, ensuring every department head has their specific directives for the day.

Admin Actions & Advanced Features

Hot Set: When the Art Department has everything perfectly placed for a shot, an admin can declare a "Hot Set." This displays a prominent orange banner across the top of the dashboard, warning all crew not to touch or move anything to maintain continuity.

Set Hold: Delays happen. The "Set Hold" feature allows an admin to officially pause production and inform the crew of the reason. You can select from a list of common reasons (e.g., "Waiting on Talent," "Weather Delay") or enter a custom reason. A banner will appear showing the reason for the hold.

Company Move: When changing locations, an admin can set the status to "Moving." This is a clear signal to the entire crew. You can then update the location details in the Prep view, and the new address will be reflected for everyone.

Break Timer: Admins can initiate shared, timed breaks for the entire crew (15, 30, or 60 minutes). When a break is started, the main status card becomes a countdown timer, visible to everyone. In the final 10 seconds, the timer will flash red, signaling that the break is about to end.

LIFX Integration Guide

SetDots can integrate with LIFX smart lights to provide physical, real-world status indicators on your set. When the status is set to "Rolling," your light can turn red. When you "Cut," it can turn green. This provides an unmissable cue for everyone nearby.

Step 1: Get Your Personal Access Token

Go to the LIFX Cloud website and log in to your account.
Click on your email address in the top right and go to Settings.
Under "Personal Access Tokens," click "Generate New Token."
Give the token a descriptive label (e.g., "SetDots Integration") and click "Generate."
Important: Copy this token immediately and save it somewhere safe. You will not be able to see it again.

Step 2: Find Your Light ID (Selector)

You need to tell SetDots which light(s) to control. This is done with a "selector." The easiest selector to start with is all, which will control all lights on your account.

For more advanced control, you can use a specific light's ID (e.g., d073d5abcdef12), which you can find by using the LIFX API documentation.

Step 3: Configure SetDots

In SetDots, click the Settings icon in the top right of the header.
In the modal that appears, paste the token from Step 1 into the "LIFX API Token" field.
Enter your selector (e.g., all) into the "LIFX Light ID (Selector)" field.
Click "Save Settings."

That's it! Now, when an admin changes the set status, your configured LIFX light will change color accordingly.

Sample Workflow: A Day on Set

Follow this workflow to understand how to leverage SetDots from initial setup to the end of a shoot day.

1. Pre-Production Setup

Create a Project & Shoot: On the Producer Dashboard, create a project for your film and then add a shoot for your first day of filming.

Populate the Prep View: Before the crew arrives, click on your newly created shoot and switch to the "Prep" view. Populate all the essential information: Call Sheet times, Location details, Cast & Crew (with their individual call times), the full Shot List, and any special departmental instructions.

Grant Admin Privileges: Add key crew members (like the 1st AD or Director) by email in the Administration card so they can help manage the shoot.

2. The Shoot Day: Real-time Coordination

Share the Link & Go Live: Use the "Copy Link" or "Share QR" buttons to invite your crew to the dashboard. Switch to the "Live" view for on-set coordination. Non-admins will have a view-only version.

Managing Set Status: Use the admin status buttons to update the entire crew instantly. When you press "Rolling," the status card and your LIFX light turn red, and mobile devices vibrate. Everyone knows to be quiet and stay off set. If there's a delay, use the "Set Hold" button to inform the crew why things have stopped.

Department Readiness: Before rolling, use the Department Status card to confirm each department head is ready. When all departments are green, you know you're good to go.

Updating the Shot List: As you complete shots (back in the "Prep" view), mark them as "Done." This automatically updates the "Now" and "Next" displays for the whole crew. Any changes to the shot list are reflected in real-time for everyone.

Breaks & Moves: Use the "Start Break" buttons to give the crew a timed break, visible to all. If moving to a new spot, use the "Company Move" action and update the location details so everyone knows where to go.

3. Wrapping the Day

Set Status to "Wrap": When the final shot is complete, press the "Wrap" button. This logs the official wrap time and calculates the 12-hour turnaround for the next day's call time.

Generate the Daily Production Report (DPR): This is your historical record. Click the "Daily Report" button to see a summary of the day's key events, timings, completed shots, and all notes logged with the @note command. It's the perfect tool for production meetings and analyzing progress.

Prepare for the Next Day:

Clone for Tomorrow: Back on the Producer Dashboard, use the "Clone" button on today's shoot. This creates a new shoot for tomorrow, carrying over all relevant personnel and settings.
Update the New Shoot: Open the newly cloned shoot. In the "Prep" view, update the date and shot list for the upcoming day.
Export the New Call Sheet: Once all details for the next day are finalized, click the "Export Call Sheet" button. This generates a professional, branded PDF with all the critical information, including departmental notes and a QR code for easy access. This is the document you will distribute to your cast and crew.