About This Project

Rainforest – Extras Cast Management Solutions

Overview

Rainforest is a powerful and intuitive solution designed to streamline the management of extras and cast in film productions. Built on Claris FileMaker, this system automates the complex tasks involved in organizing large groups of extras, making the casting process more efficient and accurate.

The Problem

Managing extras on film sets is a logistical challenge, involving multiple moving parts—schedules, contracts, timecards, account management, and communication. Traditional methods, such as manual data entry or fragmented systems, are time-consuming and prone to errors, causing delays in production and unnecessary costs.

Key Features and Functionalities

• Automated Casting Process: Rainforest enables quick and seamless organization of extras, including availability tracking, role assignments, and scheduling.
• Paperless Timecards: The system automatically generates timecards on iPads, allowing for one-click collection of extras’ work hours.
• Centralized Database: All extras’ details, including account information for payslips, contracts, and contact information, are securely stored in a digital database, ensuring smooth coordination across departments like costume, makeup, and AD.
• Real-Time Updates: Receive real-time updates on extras’ schedules, changes, and availability, ensuring that your production team can respond quickly to last-minute adjustments.
• Comprehensive PDF Reports: Rainforest generates a variety of PDF reports with a single click, including:
  • Daily Account Report: Automatically generated once the last extra signs out, detailing the day’s costs, which can be instantly sent to the Financial Controller and Unit Production Manager (UPM).
  • Daily Production Report (DPR): Sent directly to the production team, summarizing the day’s key activities.
  • Dietary Report: Provides catering with critical dietary information, including allergies, to help organize meals for the cast efficiently.
  • Medical Report: Lists medical information, such as allergies, enabling quick response to health issues on set.
• Weekly Account Report: Summarizes weekly costs for financial control, including breakdowns by unit (e.g., Main Unit, Second Unit), agency, and individual extras. This helps maintain financial oversight and planning throughout the production week.
• API Integration for Accounting Software: Rainforest can send financial data directly to accounting software via API, providing seamless integration and reducing manual data entry.

How It Works

• Extras Registration: Easily input or import extras’ details, including availability, skills, preferences, and account information for payslips.
• Role Assignment: Assign extras to specific roles with built-in filters for quick selection.
• Timecard Generation: Collect extras’ hours on iPads with one click, regardless of the number of extras. Timecards are generated in minutes, and detailed cost reports can be generated instantly.
• Comprehensive Reporting: Generate PDF reports (Daily Account, DPR, Dietary, and Medical) instantly, providing production teams with essential information in seconds. These reports can also be customized and sent to the relevant departments with a single click.

Benefits and Results

• Time Efficiency: Reduce the time spent managing extras by 50% with automated processes, including one-click report generation.
• Improved Accuracy: Minimize errors in timekeeping and scheduling, ensuring smooth and cost-effective production.
• Cost Savings: Save on administrative costs by eliminating paper-based systems and manual data entry.
• Scalability: Whether managing 10 or 1,000 extras, Rainforest scales to meet the demands of productions of any size.
• Enhanced Financial Control: Rainforest’s detailed reporting and integration with accounting software give you full financial control, helping to manage costs in real time.

Real-Life Use Case

During the production of “The Rings of Power,” Rainforest managed over 400 extras, generating timecards for the entire cast in under 10 minutes—a process that previously took hours. Additionally, the system produced daily cost reports that were sent to financial controllers instantly, allowing for real-time tracking of expenses. The dietary and medical reports ensured that the production catered appropriately to extras’ needs, significantly improving the set environment.

Watch the Demo

Explore the full capabilities of Rainforest with our upcoming video demonstration, where we show how this solution can transform your casting management. Stay tuned!