Reelax Media — Internal Manual
Production Tools Suite
A reference guide for the Reelax Media production tools. Covers all active tools in the suite — what they do, how to use them step by step, and how the shared data infrastructure works.
All Tools
Crew List
Build, manage, and export production crew lists with section-based structure.
Flight Grid
Track crew flights in real time with live status, SMS and WhatsApp notifications.
Welcome Package Generator
Generate branded arrival documents with hotel, call time, and logistics info.
Tech Package Generator
Create technical documents for equipment, locations, and production specs.
Rooming Tool
Assign crew to rooms by hotel, generate rooming lists and PDF exports.
Ground Transportation
Build vehicle runs, assign passengers, and export Movement Orders.
Hotel Exploration
Research and compare hotel options using Google Maps integration.
Weather Report Generator
Pull hourly forecasts for shoot locations and export as a formatted PDF.
Casting Card
Create talent cards with photos, measurements, and contact details.
Location Dial
Display world clock and time zone conversions for shoot locations.
Email Signature Generator
Generate branded HTML email signatures for Reelax team members.
All tools are accessible from reelaxmedia.com/apps/. They are single-page web apps — no install required. Use Chrome or Safari for best compatibility.
How it works
RS-enabled tools store their data as a JSON file in a Tools JSON folder inside your project's Drive folder. Each time you make a change, the tool auto-saves to Drive. When you return to a project, the tool loads the latest saved data.
Saved — data is current
Saving… — debounce in progress
Error — check connection
Opening a project
1
Open any RS-enabled tool
A Project Picker overlay appears on first load. It lists all available projects from Drive.
2
Select your project
Click the project you want to work on. The tool loads the saved data for that project and the sync status dot turns green.
3
Work normally — saves are automatic
Every change triggers an auto-save after a short delay. The status bar at the top left shows Saving… then Saved [time].
One project at a time. Each tool instance is tied to one project. If you need to work on a different project, refresh the page to re-trigger the project picker.
RS-enabled tools
| Tool | Drive file name pattern |
|---|---|
| Welcome Package | welcome-package-[project].json |
| Tech Package | tech-package-[project].json |
| Rooming Tool | rooming-[project].json |
| Ground Transportation | gt-tool-[project].json |
| Hotel Exploration | hotel-exploration-[project].json |
| Weather Report | weather-report-[project].json |
Overview
The Crew List is a split-panel tool: the left panel is the editor (project info, logos, sections, people) and the right panel is a live preview of the formatted PDF document. Changes reflect instantly in the preview.
Getting started
1
Open the tool and select a project
Navigate to the Crew List tool from the apps index. Select the project when prompted, or create a new one from the index page.
2
Fill in Project Info
Enter the Project Title, Production Company, Agency, and Client names. These populate the header of the exported document.
3
Upload logos (optional)
Click each logo box (Production, Agency, Client) to upload a PNG or JPG. Logos appear in the document header. Click again to replace.
4
Set the client accent color
Use the color picker or type a hex code to set the client's brand color. This color is used as a visual accent throughout the document.
5
Add people to each section
The tool starts with pre-built sections: Production Company, Agency, Client, and Reelax departments. Click + Add Person inside any section to add a row. Fill in Position, Name, Phone, Email, and optionally Cédula and Dietary Restrictions.
6
Add or reorder sections
Click Add Section in the top bar to add a new section. Choose the section type (Production Company, Agency, Client, Local Talent, Reelax Department, or Custom). Drag section headers to reorder.
7
Export the document
Click Export PDF to download the formatted crew list. Use the Downloads menu for additional export types (see below).
Section types
| Type | Use for |
|---|---|
| Production Company | The production company team (e.g. Reelax staff, directors) |
| Agency | Ad agency contacts and creatives |
| Client | Brand/client representatives on set |
| Reelax Department | Reelax-managed departments (Production, Art, Camera, etc.) |
| Local Talent | Locally hired crew not under Reelax management |
| Custom | Any other grouping (vendors, international crew, etc.) |
Export types
| Export | Contents | Formats |
|---|---|---|
| Crew List PDF | Full formatted document with all visible sections | |
| Catering Sheet | Name, position, department, dietary restrictions | PDF, CSV, XLSX |
| Emergency Contacts | Name, position, emergency contact info (Reelax-managed only) | PDF, CSV, XLSX |
| Payment List | Name, position, cédula, bank/payment info from Contractor Form | PDF, CSV, XLSX |
| Raw CSV | All sections — full data dump | CSV |
Import from Roster: Use Files → Import from Roster to pull existing crew from the company roster database, avoiding manual re-entry for recurring crew members.
Hiding people or sections
Click the eye icon on any person row or section header to toggle visibility. Hidden items are grayed out in the editor and excluded from exports. This is useful for temporarily removing someone without deleting their data.
File management
The Files menu in the top bar gives access to: Save JSON (manual backup), Load JSON (restore from backup), Export CSV (crew data), Import CSV, and Import from Roster.
Getting started
1
Select your project via the RS picker
On load, the project picker overlay appears. Select the active production project. The tool loads any previously saved data for that project.
2
Fill in the project header
Enter the project title, shoot date, and any top-level notes. Upload the client logo if needed — it appears in the document header alongside the Reelax logo.
3
Add call times and locations
Enter each location, call time, and parking/access notes. Use the map field to embed a Google Maps pin for each location.
4
Add hotel information
Fill in hotel name, address, check-in/check-out times, and any special instructions. The tool can link through to the Rooming Tool data if both tools are open on the same project.
5
Add custom sections as needed
Use the Add Section button to add freeform blocks — emergency contacts, dress codes, COVID protocols, etc.
6
Export PDF
Click Export PDF. The document renders using html2canvas and jsPDF. Allow a few seconds for map tiles to render before exporting.
Maps in PDF: The map renders using pixel capture (not CORS). If the map looks blank in the PDF, wait for map tiles to fully load in the preview before exporting.
Getting started
1
Select your project
Use the RS project picker on load to select the production. The tool saves and loads per-project.
2
Fill in production specs
Enter the format (aspect ratio, frame rate, codec), camera package, lens set, and any special equipment notes. These appear in the Camera & Format section of the document.
3
Add location technical details
For each location enter power availability, internet access, loading restrictions, and any site-specific technical notes.
4
Add equipment sections
Use the modular section builder to add Grip, Lighting, Sound, Art Department, or custom equipment lists. Each section supports item-by-item line entries.
5
Export PDF
Click Export PDF. The tech package is formatted as a multi-page document ready for distribution to department heads.
Getting started
1
Open Flight Grid and enter the project name
The tool saves locally and is not RS-synced. Each session is project-specific — enter the project name in the header field.
2
Add a flight
Click + Add Flight. Enter the flight number (e.g.
AA123), date, and the passenger name. The tool looks up the flight via FlightAware AeroAPI v4 and populates origin, destination, departure, and arrival times automatically.3
Add a contact phone for notifications
In each flight row, enter the passenger's phone number. Select SMS or WhatsApp as the notification channel. Notifications are sent via Twilio when flight status changes.
4
Enable monitoring
Toggle the Monitor switch on any flight row to activate live polling. The tool checks FlightAware at regular intervals and sends notifications on status changes (delay, gate change, in-air, landed).
5
Review the flight grid
The grid shows all flights with status badges: Scheduled, Active, Landed, Delayed, or Cancelled. Sort by departure time, arrival, or passenger name.
Notification channels
| Channel | When used | Notes |
|---|---|---|
| SMS | International crew with non-WhatsApp phones | Powered by Twilio SMS |
| Default for most LatAm crew | Requires Twilio WhatsApp; Meta Business verification needed for production use | |
| Gmail | Production coordinator summary notifications | Sent via Google Apps Script |
WhatsApp in production: WhatsApp notifications require Meta Business Account verification to move out of sandbox mode. Until verified, WhatsApp messages only go to pre-registered sandbox numbers. SMS works without this restriction.
Exporting the grid
Use Export PDF to generate a landscape-format flight grid suitable for printing or sharing with the production team. The PDF includes all active flights sorted by departure time.
Getting started
1
Select your project
RS picker on load. Select the production project — rooming data is saved per project.
2
Add hotels
Click + Add Hotel. Enter the hotel name, address, check-in and check-out dates, and any notes (e.g. group rate code).
3
Add rooms to each hotel
Within a hotel, click + Add Room. Specify room type (single, double, suite, etc.) and the room number or identifier.
4
Assign crew to rooms
Type a crew member name in any room to assign them. Each room supports multiple occupants. Assignments are reflected in the right-panel preview.
5
Export the rooming list
Click Export PDF to generate the formatted rooming list, grouped by hotel. The PDF includes all occupants, room types, and check-in/out dates.
Multiple hotels on one production: Add as many hotels as needed. Each hotel is its own collapsible section in both the editor and the exported PDF.
Getting started
1
Select your project
RS picker on load. The GT tool saves vehicle and passenger data per project.
2
Add vehicles
Click + Add Vehicle. Enter the vehicle name/number, type (van, bus, car), driver name, driver phone, pickup time, and pickup location.
3
Add passengers to each vehicle
Within a vehicle card, click + Add Passenger. Enter name, position, pickup point, and any notes. The capacity counter updates automatically.
4
Reorder vehicles and passengers
Drag vehicle cards to reorder. Drag passenger rows between vehicles to move them. The preview panel updates in real time.
5
Export the Movement Order
Click Export MO. The MO is sorted by pickup time and formatted as a landscape PDF. You can toggle whether individual vehicles are included in the MO export.
Export options
MO PDF
Landscape. Sorted by pickup time. Includes vehicle name, driver, pickup location, and all passengers.
Full Grid PDF
All vehicles in their current editor order. Used as an internal reference.
MO toggle: Each vehicle card has a toggle to include or exclude it from the MO export. Use this to keep logistics vehicles in the grid while excluding them from the distributed MO.
Getting started
1
Select your project
RS picker on load. Hotel candidates are saved per project.
2
Search for hotels
Use the search bar to find hotels in a city or area. Results are pulled from Google Maps and displayed with name, address, and star rating.
3
Save candidates
Click Save on any search result to add it to your shortlist. Add notes, estimated rate, and a status (Prospect, Contacted, Confirmed, Rejected).
4
View on map
All saved candidates appear as pins on the map panel. Click a pin to see the hotel summary. Use this to assess proximity to shoot locations.
5
Mark the final selection
Set one hotel to Confirmed status. The confirmed hotel is highlighted distinctly on the map and in the list.
Getting started
1
Enter talent information
Fill in the talent's name, agency (if applicable), contact phone/email, and social media handles.
2
Add measurements
Enter height, weight, chest/waist/hip, shoe size, and clothing size. Units are metric by default.
3
Upload photos
Upload up to 4 photos (portrait + 3 additional). The primary photo is the main card image. Additional images appear in a grid below.
4
Export PDF
Click Export PDF. The card is formatted as a single A4 page — portrait layout, branded with the Reelax logo.
Getting started
1
Select your project
RS picker on load. Location data and report settings are saved per project.
2
Add shoot locations
Click + Add Location. Search for the location name or enter coordinates. The tool geocodes the address and resolves coordinates automatically.
3
Set shoot dates
For each location, enter the shoot date(s). The tool fetches the 7-day forecast from Open-Meteo (no API key required).
4
Review the forecast
The preview panel shows hourly temperature, precipitation probability, wind speed, and cloud cover for each shoot day and location.
5
Export PDF
Click Export PDF. The report includes a header with project name and dates, followed by a section per location with the hourly breakdown.
Open-Meteo: Weather data is sourced from Open-Meteo, a free public API. No key required. Forecasts are reliable up to 7 days. For days beyond that, data becomes approximate.
Getting started
1
Add locations
Click + Add Location. Search by city name. The tool resolves the time zone automatically.
2
Set your reference time
Use the time input at the top to enter a specific time (e.g. call time in one location). All other location clocks update to show that moment in their local time — useful for coordinating across time zones.
3
Use live mode
Toggle Live to switch back to the current time. All clocks tick in real time.
Getting started
1
Fill in your details
Enter your name, title/position, phone number, and email address. All fields are reflected in the live preview.
2
Select signature variant
Choose between Light and Dark variants. The preview updates to show how the signature will look in each mode.
3
Copy the signature HTML
Click Copy HTML. Paste into your email client's signature settings. For Gmail: Settings → See all settings → Signature → New → paste in the HTML source editor.
Installing in Gmail
1
Open Gmail Settings
Go to Gmail → gear icon (top right) → See all settings.
2
Go to Signatures section
Scroll down to the Signature section in the General tab. Click Create new.
3
Paste the HTML
In the signature editor, click the <> (source) button if available, or use a browser extension like "HTML Editor for Gmail". Paste the copied HTML and save.
Gmail HTML limitation: Gmail's native signature editor strips most HTML. For best results, use the Insert signature as HTML approach via an extension, or paste as-is and accept minor formatting adjustments.