If you plan on working full-time as an Assistant Director (AD), there are a handful of tools that can dramatically improve your efficiency, professionalism, and sanity on set. The AD department runs the schedule, communicates between every department, and keeps production moving safely and on time.
You don’t need to break the bank to start — many of these tools are affordable investments that will last your entire career. But having the right setup can make the difference between a smooth, confident shoot and complete chaos.
A Reliable Watch (Not Just Your Phone)
As the timekeeper of the set, knowing the time instantly — without pulling out your phone — is critical.
Phones can be distracting, and some sound mixers will even require them to stay off or in airplane mode.
Recommended:
- A digital or analog watch with silent vibration alarms for scheduled cues (like “first team in,” “lunch,” “rolling,” etc.).
- Options like the Apple Watches on Amazon, Casio G-Shock, or a Garmin Instinct are durable and practical for long set days.
Scheduling Software (Movie Magic or Modern Alternatives).
Industry Standard:
- Movie Magic Scheduling – still the gold standard for professional productions. Integrates with Movie Magic Budgeting and exports stripboards, breakdown sheets, and day-out-of-days with ease.
Affordable / Modern Alternatives:
- Gorilla Scheduling – good for indie films and small crews.
- Google Sheets / Excel Templates – for custom DIY setups
- Celtx
Smartphone or Tablet (Your Mobile Command Center)
An Assistant Director without a connected device is flying blind. Whether you’re tracking call sheets, emailing department heads, or monitoring the weather — you’ll use your device constantly.
Ideal Setup (2025):
- iPad Air / Pro with Magic Keyboard and Apple Pencil – lightweight, excellent for scouts and on-set coordination. Check out some IPads on Amazon.
- iPhone 15 / Pixel 9 / Galaxy S24 – for rapid calls, emails, walkie replacements (in emergencies), and location photos.
- Apps to Install:
- Google Drive / Dropbox – for sharing production docs
- Shot Lister – scheduling and shot tracking
- WeatherCAN / Windy.app – monitor weather conditions
- Set Hero – call sheet distribution and tracking
- Slack / WhatsApp / Signal – crew comms (per production standard)
Pro Tip: Bring a 10,000 mAh power bank and short cables. There’s never enough power on location.
Call Sheet Template (Customizable & Reliable)
The call sheet is the heartbeat of the production day. It communicates everything — call times, weather, locations, cast, departments, safety notes, and more.
Every AD should have their own master call sheet template that they refine with every job.
Download Free:
HowToFilmSchool Call Sheet Template (Free Download)
Recommended Format Tools:
- Google Sheets / Excel for collaborative editing
- Word / PDF hybrid for smaller productions
Pro Tip: Always cross-check travel times, special equipment notes, and daylight changes before sending your call sheet. One small mistake can cost an hour on set.
First Aid Kit (and Training)
Safety is part of the AD’s job. Even when there’s a stunt department, key grip, or set medic, you’re expected to lead by example and know basic first aid.
Essentials:
- Compact first aid kit with gloves, antiseptic, bandages, instant cold packs. Check out some first aid kits on Amazon.
- Personal essentials: sunscreen, bug spray, electrolyte packs, pain relief
- Certification: Get CPR & First Aid Certified through Red Cross or local training programs
Pro Tip: Assign a crew member as a backup safety lead and log all incidents, no matter how minor.
Reliable Walkie-Talkie (and Earpiece)
Clear communication is everything. A solid radio setup keeps your AD team coordinated.
Recommended:
- Motorola CP200d (industry standard, UHF)
- Earpiece with clear acoustic tube for discreet use. Check out some earpieces on Amazon.
- Spare batteries (labeled and charged daily)
Pro Tip: Keep channels organized — 1st AD and Keys on Channel 1, departments assigned logically, and a “quiet channel” for emergencies.
Portable Printer or Mobile PDF Setup
Printing last-minute call sheets, sides, or updated schedules can save your day.
Modern Options:
- HP OfficeJet 250 Mobile Printer – battery-powered, fits in a pelican case
- PDF Workflow: Use Adobe Acrobat or PDF Expert for digital signatures, call sheet annotations, and updates on the go.
Pro Tip: Label your PDFs clearly (e.g. “CallSheet_Day04_FINAL_v2.pdf”). ADs live and die by version control.
Clipboard, Binder, and Notepad System
Even in the digital era, paper still rules on set. You’ll constantly jot down scene numbers, reminders, and continuity notes.
Recommended Setup:
- Heavy-duty aluminum clipboard with storage compartment. Check out Amazon for Aluminum Clipboards.
- Waterproof binder (for script pages and breakdowns)
- Small pocket notebook for personal notes
Pro Tip: Use different colored paper for updates (blue = new pages, yellow = schedule revision, etc.) to match professional script standards.
Battery Bank & Charging Hub
A dead phone or tablet is a useless one.
Carry enough power to last a 14-hour day.
Recommended Gear:
- Anker 10,000–20,000 mAh Power Bank. Check out some Power Banks on Amazon.
- Multi-USB charging hub for your team
- Short braided cables labeled by device
Pro Tip: Set up a “charging station” in the AD tent or near video village for yourself and your team.
Cloud Storage & Backup System
Never lose your work. Call sheets, reports, schedules, and notes should always be backed up.
Use:
- Google Drive / Dropbox / OneDrive for sharing
- Offline USB flash drives for daily backups
- Folder naming convention:
ShowName_Date_Day##_Docs
Pro Tip: Always store a read-only backup of each day’s paperwork before wrap.
Set Survival Kit
Every professional AD has a kit that keeps them comfortable and prepared.
In Your Bag:
- Sunscreen, lip balm, Advil/Tylenol, hand sanitizer
- Gaffer’s tape, Sharpies, dry-erase markers
- Multi-tool (Leatherman) Check out some options for multitools on Amazon.
- USB drive with templates and forms
- Flashlight or headlamp. Check out some USBC flashlights on Amazon.
- Snacks and water
Pro Tip: Keep a small folding chair in your trunk — you’ll thank yourself on long location days.
Communication Apps & Crew Management Tools
Production runs on information flow. Use platforms that keep everyone aligned.
Top Picks (2025):
- Slack – structured team communication
- WhatsApp – quick chats for small crews
- Basecamp / Notion – production tracking
- SetHero / StudioBinder – distribution & confirmations
Pro Tip: Always confirm receipt of important documents (especially call sheets). “Sent” is not “received.”
Assistant Director Reference Materials
Never stop learning. Even seasoned ADs rely on resources to stay sharp.
Recommended Reads:
- Running the Show: The Essential Guide to Being a First Assistant Director. Check it out on Amazon.
- Working as a 1st Assistant Director
Pro Tip: Keep a digital folder of articles, cheat sheets, and safety bulletins to refer to between jobs.
Paperwork Templates & Reports
You’ll deal with multiple forms daily. Have reusable templates ready to go.
Essential Templates:
- Call Sheet
- Daily Production Report (DPR)
- Crew Contact List
- Cast Contact List
Download free HTFS templates here
Shot Lists, Breakdown Tools & Scout Apps
During prep, the AD team is often responsible for organizing the logistical side of shot lists and scene breakdowns.
Useful Tools:
- Shot Lister – create digital shot lists synced to your schedule
- Cine Tracer / Artemis Pro – visualize setups and lensing
- Google Earth / Maps offline – location planning
- Scriptation – annotate scripts digitally across drafts
Pro Tip: Use color-coded tags for company moves, stunts, or special equipment days.
Professional Attire & Set Gear
Dress for movement, comfort, and authority.
Essentials:
- Breathable, dark-colored clothing (no noise, no logos)
- Waterproof shell / jacket
- Comfortable shoes or boots (Vans Ultrarange, Salomon, Blundstone)
- Weather-ready backup clothing
Pro Tip: You set the tone — look professional, stay calm, and lead by example.
Budgeting & Accounting Tools
As you move up, you’ll handle more logistics and petty cash.
Keep your finances clean and transparent.
Recommended:
- Google Sheets expense tracker
- Expensify for receipts
- Wave Accounting / QuickBooks Self-Employed for tax tracking
Pro Tip: Save receipts digitally. Productions love organized ADs who can reconcile fast.
Final Thoughts
Being an Assistant Director isn’t just about calling “Rolling!” — it’s about preparation, communication, and leadership.
The right tools let you stay organized, anticipate problems, and keep the entire crew running efficiently.
Start small, upgrade as you go, and refine your toolkit after every production. Every experienced AD’s kit is unique — yours will evolve with time and experience.
FAQ: Assistant Director Tools
What’s the most important tool for a new AD?
Your organizational system. Whether that’s Movie Magic or a Google Sheet, mastering time management is what separates good ADs from great ones.
Do I need Movie Magic Scheduling to work as an AD?
Not always. Many indie and small productions use StudioBinder or even Excel. But if you plan to work in union or network television, Movie Magic is still the professional standard.
What should be in an AD’s on-set bag?
Watch, walkie batteries, clipboard, call sheets, first aid, Sharpies, snacks, and a power bank. Add anything that keeps you efficient and focused.
