How to Utilize Topsheet for Background Actors on Set

Managing background actors isn’t complicated in theory. You book them, get them on set, move them where they need to go, and run payroll. But anyone who’s handled a heavy background day knows that’s not how it actually plays out. 

That one line on the call sheet, “150 background, 7:00 AM”,  carries a lot behind it. Paperwork. Union status. Rate tiers. Meal timing. Bumps. Timecards. And eventually, payroll. 

There’s a well known story from the production of World War Z where background related purchase orders and documentation were reportedly left in a drawer and later discovered, representing millions in overlooked costs. It wasn’t about the zombies. It was about a workflow gap. 

At Topsheet, we’ve seen how easily that gap forms when onboarding, scheduling, and payroll all live in separate systems. So we built a workflow that keeps those pieces connected. Time tracking feeds directly into payroll. Union calculations aren’t handled after the fact. The details that matter are captured while the day is still running.

This guide provides a step by step approach to effectively use Topsheet for managing background actors on set, streamlining the process of inviting extras, scheduling, and checking in. By following these instructions, users can enhance their production efficiency and ensure smooth coordination among cast and crew. It's an essential resource for anyone involved in film or television production looking to optimize their workflow and manage background talent seamlessly.

Invite

1. Navigate to https://app.topsheet.io/project/homeClick on Extras Scheduling.

2. To get started, we got to invite our background actors. So let's click "INVITE EXTRAS"

3. One option to use here is our "Bulk Upload" feature.

4. Instructions are in the CSV itself when you download it as a guide. You MUST use the template given to ensure smooth invites.

5. Alternatively, you can use our digital invite per person. Fill out everything you can as accurately as possible. Take your time here, it's really critical to get it right!

6. After you've filled it out to your liking. Click "INVITE TO PROJECT"

Scheduling

7. Using Topsheet, you can schedule hundreds of background actors that you have invited, at the same time. You can either select everyone, or individual groups of people such as pedestrians or students.

8. After you select the group you want, click the schedule button.

9. Choose all the days they will be expected to show up on set. Call times you will be able to choose late with call sheets.

10. Once you have all the days selected, Click "SCHEDULE". And don't worry you can always come back to this screen!

11. Click "GOT IT"

On-Set Management

One of the most painful things about background management is the check in and paperwork process. It's almost always rushed, chaotic and incredibly inefficient. Topsheet has solutions for all of it. Introducing digital check in, verified by geo-location!

12. To check in the background actors, click the "Check In" tab.

13. If you need to update that groups check in address, you can do that here.

14. At the call time check in, if the whole group of pedestrians are present, you can check in the entire group at the same time. Creating a digital time stamp to use later.

15. Then click "Check -In".

16. You'll notice the time stamp on the right side.

17. Click "Onboarding Status"

18. If you navigate back to the time card section, you will find the time cards you created when you scheduled those individuals.

19. Click "APPROVE TIME CARDS"

20. Here is the list of background actors for the day or past days.

Payroll

To continue on in the process of approving time cards and processing payroll, you can follow the steps in our other guide HERE!

Congrats, you just saved yourself hours of your life using Topsheet's background handling software!