Smart Groups
Smart Groups are collections of linked lines that share common information about Cast, Crew, and Vendors hired for a project. They allow users to enter key details—such as hire rates—either directly or linking from a ratebook—and automatically apply that information across all lines within the group.
Each smart group consists of a Profile Row, one or more Lines, and a Subtotal. These groups can only be moved as a single unit within the table.
Smart groups help centralize critical details, reducing the need to reference separate emails, deal memos, or sections of the budget. For easier viewing—or to keep sensitive details private—they can be collapsed to display as a single line.
Smart Groups Types
There are three types of smart groups available - Cast, Crew and Vendor. Smart groups are created by default in Chart of Accounts that designate Labor (both Cast and Crew), Rental, Purchases and Allowance Types.
Additional smart groups can be added by using Right Click Menu Actions.
Cast and Crew Smart Groups
Cast and Crew smart groups consist of six information blocks inside the profile row which let you enter key hiring details and rate information directly into the budget, keeping everything convenient and accessible.
| General Hiring Details | |
|---|---|
 | |
| Field | Description |
| Name | Indicates the Cast/Crew member's Name. |
| Role | Indicates the Cast/Crew member's Role or position on the project. |
| Hire City | Specifies the Hire City where the Cast/Crew member is contracted from. |
| Hire Type | Indicates the |
| Engagement Period | |
|---|---|
 | |
| Field | Description |
| Hire Date | Date field that records the Hire Date of the Cast or Crew member. |
| Start Date | Date field that marks the Start Date for work on the project. |
| End Date | Date field that marks the End Date for work on the project. |
| Day Count | Automatically calculates the number of days between the Start Date and End Date. |
| Ratebook & Contract Details | |
|---|---|
 | |
| Field | Description |
| Ratebook | Displays the name of the selected Ratebook used to calculate rates and affiliations. |
| OCC | Occupational Code (OCC) used for accounting and reporting purposes. |
| Affiliation | Displays the Affiliation name, populated from the selected Ratebook. |
| Loan-out | Checkbox used to associate the Cast/Crew member with a Loan-out Company, if applicable. |
| Co Unit | Dropdown populated from the Company Unit Element Table. |
| Currency | Dropdown populated from the Currency Element Table to define payment currency. |
| Rate Information | |
|---|---|
 | |
| Field | Description |
| Hire Rate | The Hire Rate field can be populated manually or derived from a selected Ratebook. |
| Hire per | Defines the time unit for the Hire Rate—Hour, Day, Week, or Month. |
| Scale | The Scale rate field can be entered manually or pulled from a Ratebook. |
| Scale per | Defines the time unit for the Scale rate—Hour, Day, Week, or Month. |
| Days per Week | Specifies the standard number of workdays per week for this hire. Defaults to 5 days, but may be adjusted for specific contracts or production needs. |
| Guarantee | Displays any contractual guarantees related to the number of hours or workdays, or total compensation. |
| Pay Hours | |
|---|---|
 | |
| Field | Description |
| Pay Hours | Specifies the total number of Pay Hours assigned to this Cast or Crew member. Pay Hours are associated with Phases as defined in Element Manager > Phases. While the default values are shown below, Pay Hours are fully customizable and can be set uniquely for each individual. |
| Regular Day | The default value is 14 Pay Hours for a standard full workday. |
| Prep/Wrap Day | The default value is 10 Pay Hours, typically used for setup or strike days. |
| Minimum Day | The default value is 8 Pay Hours, often used for short-call or minimal commitment days. |
| Extended Day | The default value is 16 Pay Hours, applied when work extends beyond standard daily limits. |
| Notes & External Links | |
|---|---|
 | |
| Field | Description |
| Notes | Opens a field to create a note specific to this Cast or Crew member in the profile row. |
| IMDb Link | Lets you attach a direct link to the Cast or Crew member’s IMDb page for reference. |
| Ext. Link | Allows you to include an external reference link (e.g., portfolio, agency, or resume). |
Vendor Smart Group
| Vendor Details | |
|---|---|
 | |
| Field | Description |
| Vendor | Specifies the Vendor name associated with the transaction. |
| City | Indicates the City where the Vendor is located. |
| State/Province | Indicates the Vendor’s State or Province. |
| Type | Specifies the transaction Type, such as Rental, Purchase, or Allowance. |
| Hire Dates | |
|---|---|
 | |
| Field | Description |
| Start Date | Date field used to define the beginning of the rental term. |
| End Date | Date field used to define the end of the rental term. |
| Day Count | Automatically calculates the total number of days between the Start Date and End Date. |
| Days per Week | Defines how many days per calendar week the rental is considered active or billable. Defaults to a 5-day week. |
| Contact Info | |
|---|---|
 | |
| Field | Description |
| Contact | Designate a Contact Name for the Vendor. |
| Phone | Phone number for the Vendor or Vendor Rep. |
Email address for the Vendor or Vendor Rep. | |
| Co Unit | Co. Unit dropdown, populated from the Company Unit Element Table, allowing you to assign which Company Unit this Vendor is supporting. |
| Notes & External Links | |
|---|---|
| |
| Field | Description |
| Notes | Opens a field to create a note specific to this Vendor in the profile row. |
| IMDb Link | Lets you attach a direct link to the Vendor’s IMDb page for reference, if applicable. |
| Ext. Link | Allows you to include an external reference link (e.g., portfolio, agency, or resume). |