The quickest way to build your crew database is to upload a CSV file. With a little preparation, you can make sure everything imports smoothly and avoid messy duplicates.
Download the CSV template if you want a ready-made header row.
What Your File Needs
Your CSV must have a header row. The header names don't need to match ours exactly — during import you'll map each ReelCount field to the right column in your file.
Include the following details for each crew member:
- Name — their full name, e.g. Jane Smith. First and last name are both needed; a single word won't import.
- Job title
- Email address — used to send their pass, so double-check these
- Unit (e.g. Core or Dailies)
- Department (e.g. Production, Camera, Costume)
- Photo URL (optional)
Avoiding Errors
A few tips to keep things tidy:
- Be consistent with spelling. For example, "Production" and "Production Team" will create two separate departments. (Capitalisation differences are fine — matching ignores case.)
- Keep formatting simple — no merged cells or hidden columns.
- Rows missing any of the required details (including a last name) are skipped without warning, so give your file a quick once-over first.
⚠️ Important: ReelCount only accepts files in .CSV format. Excel files (such as .XLS or .XLSX) won't work — you'll need to export them as CSV before uploading.
Uploading Your CSV
Once your file is ready:
- Go to the Crew page.
- Click Import CSV.
- Upload your file and map the columns to ReelCount's fields.
- Confirm and import.
Your crew will appear instantly in the database, with units and departments created automatically as needed. If Autosend passes when adding crew is enabled in Setup → Pass Settings, their passes will also be emailed straight away.
And that's it — with a well-prepared CSV, you can have your whole crew set up in minutes.
Related Articles