# Haystack Help Centre ## Getting started ### What is Haystack? *Channels: Web, Mobile* Haystack keeps costume and makeup continuity for film and TV in one place. Track your scenes, the characters in them, the changes and looks those characters wear, the garments and products that make up each look, plus the wear notes, continuity photos and boxes that tie it all together. It runs on the web and as a mobile app, online or offline. Anything you capture on set syncs back once you have signal, so the truck and the office stay on the same page. #### The main areas - **Scenes**: the backbone of the production. Changes, wear notes and photos all hang off a scene. - **Characters**: principals and crowd, each carrying their own changes or looks. - **Changes and looks**: what a character wears across a scene, linked to the scenes they appear in. Costume departments see changes; makeup departments see looks. - **Garments and products**: the individual items, with attributes and categories, assigned to characters and changes. - **Boxes**: where garments live in storage, so you can find a piece when you need it. - **Continuity**: wear notes and continuity photos that record exactly how something looked on the day. New to a production? Start with [Getting your production set up](/help/5/getting-your-production-set-up). --- ### Getting your production set up *Channels: Web, Mobile* Productions in Haystack are set up by the Haystack team, not created by end users. Get in touch and we will provision your production, then it appears in your project list ready to work in. #### Getting a production created 1. Contact Haystack to have your production set up, or ask for a demo project if you want to explore first. 2. Once it is provisioned, the production shows up in your project list and you can pick it as your active project. 3. If someone else owns the production, ask them to invite you so it appears for you. > **Info:** On mobile, if you sign in before you have access to any production you will see "Looks like you don't have access to any projects just yet!" with a Contact us button. From there you can either ask your production to invite you, or get in contact to create a new project. With a production in your list, get the app on your phone for on-set work. See [Installing the mobile app](/help/6/installing-the-mobile-app), then [Selecting your project and department](/help/7/selecting-your-project-and-department). --- ### Installing the mobile app *Channels: Mobile* The Haystack app is what you use on set: capture continuity photos, write wear notes and check changes from your phone, even with no signal. 1. On iPhone or iPad, open the App Store. On Android, open Google Play. 2. Search for Haystack and install it. 3. Open the app and sign in with the account you use for Haystack. Once you are signed in, pick the production and department you are working with. See [Selecting your project and department](/help/7/selecting-your-project-and-department). --- ### Selecting your project and department *Channels: Mobile* When you first sign in, Haystack asks which production and department you are working on so it shows you the right data and the right wording. #### Choosing your project 1. Under "Which project would you like to work with?", pick your production from the dropdown. 2. Under "Which department do you work with?", choose Costume or Hair & Make up. 3. Set the Sync high quality images toggle if you want full-resolution photos pulled down to this device. 4. Save to start syncing that production. #### What department changes Your department sets the wording you see across the app. Costume shows Changes and Garments; Hair & Make up shows Looks and Kit. It is the same production underneath, just framed for your department. > **Info:** You can change your department later. In Settings, use the Department dropdown to switch between Costume and Hair & Make up. For the other options on this device, including the high quality images toggle and your active project, see [Mobile app settings](/help/42/mobile-app-settings). --- ### Roles and permissions *Channels: Web, Mobile* Each person's access to a production is set by their permission level. The level is fixed when they are invited and decides what they can see and change. #### The three levels - **Owner**: full access. Everything an Editor can do, plus project settings, inviting crew and managing invitations, and merging characters. - **Editor**: can create, edit and archive content such as scenes, characters, changes, garments and boxes. No access to settings or invitations. - **Reader**: view only. Reads everything in the production but cannot make changes. > **Warning:** When a production expires, everyone drops to read-only regardless of their level. Owners keep access to invitations and documents, but creating and editing is locked until the production is active again. Owners set these levels when they bring people onto the production. See [Inviting your crew](/help/9/inviting-your-crew) and [Managing invitations](/help/40/managing-invitations). --- ### Inviting your crew *Channels: Web, Mobile* Bring crew onto your production by sending them an invitation. Each one sets the email it goes to and the permission level that person gets. Only Owners and Admins can invite crew, and you can do it on the web or in the app. #### Creating an invitation **Web App:** 1. Open your [Invitations list](/app/-/invitations) and start a new invitation. 2. Enter the person's Email. 3. Pick a Permission: Owner, Editor or Reader. 4. Set an Expiration Date if you want the invitation to lapse after a while. Leave it blank for no expiry. 5. Save the invitation. They claim it by signing in with that email address. **Mobile App:** 1. Open the Users screen (under More by default) and tap the add button. 2. Enter the person's Email. 3. Choose a Permission: Owner, Editor or Reader. 4. Set an Expiration if you want the invite to lapse, or leave it blank. 5. Save. They claim it by signing in with that email address. > **Info:** Not sure which permission to give? Editor lets crew create and edit content; Reader is view only; Owner is full access including settings and invitations. See [Roles and permissions](/help/8/roles-and-permissions). To track who has claimed their invitation, change a permission or remove access, see [Managing invitations](/help/40/managing-invitations). --- ## Scenes ### Creating and editing scenes *Channels: Web, Mobile* Changes, wear notes and prep notes all hang off scenes, so adding your scenes early gives the rest of your continuity somewhere to live. Add scenes one at a time here, or pull a whole script in at once with [Importing scenes from a script](/help/38/importing-scenes-from-a-script). #### Adding a scene **Web App:** 1. Open your [Scenes list](/app/-/scenes) and click Create Scene. 2. Enter a number in the Scene # field. 3. On episodic projects, pick the Episode the scene belongs to. 4. Add Location Type, Location Name, Time of Day, Script Day and Shoot Date as you have them. Only the number is required. 5. Click Create. The scene opens ready for changes and wear notes. To edit a scene later, open it, click Edit, make your changes, then click Save. **Mobile App:** 1. On the Scenes tab, tap the add button in the bottom corner. 2. Enter the scene number in the Scene # field. 3. On episodic projects, choose the Episode from the dropdown. 4. Add Location Type, Location Name, Time of Day and Shoot Date. Only the number is required. 5. Tap save. The scene appears straight away, even offline. To edit a scene later, open it, tap the edit button, then save. #### What the fields mean - **Scene #**: the number or slate. It drives how scenes sort and how you find them. - **Episode** (episodic projects): the episode the scene belongs to. See [Working with episodes](/help/35/working-with-episodes). - **Location Type and Location Name**: where the scene plays, for example INT or EXT and the set name. - **Time of Day**: morning, day, evening or night. - **Script Day**: the story day the scene falls on, separate from when you film it. - **Shoot Date**: when you plan to film the scene. Scenes can be grouped by this date. > **Info:** Set a shoot date and you can group the Scenes list by shoot day to match the call sheet. See [Sorting and grouping scenes](/help/11/sorting-and-grouping-scenes). Next, add the characters in each scene so their changes and wear notes have a home. See [Adding characters to scenes](/help/15/adding-characters-to-scenes). --- ### Sorting and grouping scenes *Channels: Web, Mobile* The Scenes list shows your scenes in script order by default. Switch it to shoot-date order when you want the list to match the call sheet and work the day in order. #### Scene order vs shoot-date grouping **Web App:** 1. Open your [Scenes list](/app/-/scenes). 2. Find the sort button in the toolbar. It reads Scene ID when the list is in scene order. 3. Click it to switch to Shoot Date. The list regroups under shoot-day headers. 4. Click it again to go back to Scene ID order. Shoot-day headers read Today, Tomorrow, the date, or No Shoot Date for scenes without one. Past days start collapsed and the next upcoming day scrolls into view. Click a header to expand or collapse its scenes. **Mobile App:** 1. Open the Scenes tab. 2. Tap the sort toggle in the list menu. It reads Scene ID in scene order. 3. Tap it to switch to Shoot. The list regroups under shoot-day headers. 4. Tap it again to go back to Scene ID order. Shoot-day headers read Today, Tomorrow, the date, or No Shoot Date for scenes without one. Tap a header to expand or collapse its scenes. #### Episodic projects On episodic projects, scene order groups scenes under their episode. Each episode is a header you can expand or collapse, so you can work one block at a time. Switch to shoot-date order and the episode headers give way to shoot-day headers instead, since a single shoot day often pulls scenes from more than one episode. Set the Episode field on a scene to control which group it falls under. See [Creating and editing scenes](/help/10/creating-and-editing-scenes). #### Showing archived scenes Archived scenes are hidden from the list by default. Add the Archived pill in the search bar to bring them back into view alongside the rest. Remove the pill to hide them again. > **Info:** Sorting and grouping only change how the list is shown. They never move a scene or change its episode, shoot date, or number. --- ### Archiving scenes *Channels: Web, Mobile* Archive a scene to take it out of the working list without losing it. The scene, its changes, and its wear notes all stay intact, so you can bring it back at any time. Reach for archiving when a scene is dropped, cut, or merged into another, but you want to keep the continuity history. Archiving is reversible, so nothing is deleted. #### Archiving a scene **Web App:** 1. Open your [Scenes list](/app/-/scenes) and turn on Edit Mode with the toggle in the toolbar. 2. Tick the checkbox on each scene you want to archive. 3. Open the batch actions menu and choose Archive. Confirm when prompted. The selected scenes drop out of the list. Selecting several at once is a web-only shortcut for clearing out a batch of cut scenes in one go. **Mobile App:** 1. Open the Scenes tab and find the scene. 2. Swipe the row from right to left to reveal the Archive action. 3. Tap Archive, then tap Archive again on the confirmation alert. Tap Cancel if you change your mind. The scene drops out of the list straight away, even offline. #### Finding and unarchiving scenes Archived scenes stay out of the way until you ask for them. Add the Archived pill in the search bar and they reappear in the list alongside your active scenes. **Web App:** 1. Add the Archived pill so the scene shows in the list. 2. Turn on Edit Mode, tick the scenes you want back, and choose Unarchive from the batch actions menu. **Mobile App:** 1. Add the Archived pill so the scene shows in the list. 2. Swipe the row from right to left and tap Unarchive. No confirmation is needed. > **Info:** Archiving is always reversible. An archived scene keeps its number, episode, changes, and wear notes, so unarchiving brings everything back exactly as it was. For more on showing archived scenes and reordering the list, see [Sorting and grouping scenes](/help/11/sorting-and-grouping-scenes). --- ## Characters ### Principals and crowd *Channels: Web, Mobile* Every character on a production is one of two types: a principal or a crowd character. The type decides what you have to fill in and where the character lives. #### Principals Principals are your named, tracked cast. Each one gets a Character ID and a Name. The Character ID is required and is how principals sort and how you find them, for example 1, 2A, 3PD. Use a principal for anyone whose continuity you follow scene by scene: their changes, looks, wear notes and assigned garments all hang off the character. #### Crowd Crowd characters cover background and supporting artists. A crowd character only needs a Name. There is no Character ID to enter, so crowd entries sort by their name instead. Use crowd for groups and one-off background you want a record of without giving every one of them a full numbered slot. #### Where each type lives Principals and crowd are kept in separate lists. On the web app you have a Principals list and a Crowd list; on mobile they sit on the Principals tab and the Crowd tab. The crowd list shows the Name only, with a crowd marker in place of an ID. Pick the right list when you create a character, and switch a character's type later from the edit form. > **Info:** You can hide a principal from just the costume or just the makeup department without archiving them, using the visibility settings on the character. That keeps the character available to the department that needs them. Ready to add some? See [Creating and editing characters](/help/14/creating-and-editing-characters). --- ### Creating and editing characters *Channels: Web, Mobile* Add your cast as characters so their changes, looks, wear notes and garments have somewhere to live. A principal needs a Character ID and a Name; a crowd character needs only a Name. If you are not sure which type to use, see [Principals and crowd](/help/13/principals-and-crowd). #### Creating a principal **Web App:** 1. Open your [Principals list](/app/-/characters/principals) and click Create Character. 2. Enter the Character ID. It is required. 3. Enter the Name, and add a Description if you want. 4. Click Create. The character lands in the Principals list. **Mobile App:** 1. On the Principals tab, tap the add button in the title bar. 2. Leave Character Type set to Principal. 3. Enter the Character Number. It is required, and the app suggests the next free number for you. 4. Enter the Name and an optional Description, then tap save. #### Creating a crowd character A crowd character needs only a Name. There is no Character ID field to fill in. **Web App:** 1. Open your [Crowd list](/app/-/characters/crowd) and click Create Crowd. 2. Enter the Name, add a Description if you want, then click Create. **Mobile App:** 1. On the Crowd tab, tap the add button. The form opens with Character Type set to Crowd. 2. Enter the Name and an optional Description, then tap save. There is no number to enter for crowd. #### Editing a character **Web App:** Open the character, click Edit on the Details tab, change the fields, then Save. You can also edit the Character ID or Name inline straight from the list. **Mobile App:** Open the character, tap edit, change the fields, then save. > **Info:** You can switch a character between principal and crowd while editing. If a character already has more than one change or look, the app blocks the type switch until you archive those, so the data stays consistent. With your characters in place, add them to the scenes they appear in. See [Adding characters to scenes](/help/15/adding-characters-to-scenes). --- ### Adding characters to scenes *Channels: Web, Mobile* Linking a character to a scene tells Haystack who is on set that day, and gives their changes, looks and wear notes a place to show up against the scene. #### Adding a character to a scene **Web App:** 1. Open the scene from your [Scenes list](/app/-/scenes) and go to the Characters tab. 2. Click Add Character. The Add Characters dialog lists everyone not already in the scene. 3. Tick the characters you want and confirm. They appear under the scene right away. **Mobile App:** 1. Open the scene and go to the Characters tab. 2. Tap the add button at the bottom to open the Add characters list. 3. Select the characters and tap Add. If the character does not exist yet, tap create to add a new one and drop it straight into the scene. #### Removing a character is safe Removing a character from a scene only detaches the link. It does not delete anything. Their changes, looks and wear notes stay with the character. Add the same character back to the scene and their previous changes and wear notes come straight back. > **Info:** Pulled a character off a scene by accident? Add them back and nothing is lost. The continuity you logged against them was never tied to the link, so it reappears exactly as it was. Once a character is in the scene, log what they wear. See [Scene wear notes](/help/30/scene-wear-notes). --- ### Merging characters *Channels: Web* Ended up with the same character entered twice, maybe once from a script import and once by hand? Merge them into one. Merging pulls all the data from the duplicates onto a single character you choose to keep. Merging is web only and owner only. You need the owner role on the project to do it; editors and readers will not see the action. #### Merging two or more characters 1. Open your [Principals list](/app/-/characters/principals) and turn on Edit Mode. 2. Tick the two or more characters you want to combine. 3. Open the batch actions menu and choose Merge Characters. 4. In the Merge Characters dialog, pick the target character to keep from the Select target character dropdown. The dialog shows which characters merge in and which one survives. 5. Click the Merge button to confirm. #### What happens to the data Everything attached to the other characters moves onto the one you kept: their changes and looks, garments, costume and makeup assets, and their scene links. The characters you merged in are then archived, so they drop out of the main list but are not deleted. > **Warning:** Merging cannot be undone. Double-check you picked the right character to keep before you confirm, because the others will be archived and their data reassigned. If you only want to tidy a character out of the list rather than combine duplicates, archive it instead. See [Archiving characters](/help/17/archiving-characters). --- ### Archiving characters *Channels: Web, Mobile* Archive a character to take it out of your working lists without deleting it. Cut roles, duplicates and wrapped cast all belong in the archive rather than gone for good, so their changes and wear notes stay on record. #### Archiving a character **Web App:** 1. Open your [Principals](/app/-/characters/principals) or Crowd list and turn on Edit Mode. 2. Tick one or more characters. 3. Open the batch actions menu and choose Archive. Selecting several at once lets you archive in bulk. **Mobile App:** 1. On the Principals or Crowd tab, swipe a character row to reveal its actions. 2. Tap Archive, then confirm Archive in the prompt. Archiving removes the character for every department. The same prompt offers Hide instead, which keeps the character but hides it only from your own department. #### Finding archived characters Archived characters are hidden from the list by default. To see them, add the Archived pill to the search bar. The list then shows the archived characters so you can review or restore them. #### Bringing one back **Web App:** Add the Archived pill, turn on Edit Mode, tick the characters and choose Unarchive from the batch actions menu. **Mobile App:** Add the Archived pill to the search, swipe the character row and tap Unarchive. > **Info:** Archiving is reversible and keeps the character's history intact. If a character only needs to drop out for one department, use Hide on mobile or the visibility settings on the character instead of archiving. --- ### Hiding characters from a department *Channels: Web, Mobile* Costume and Hair & Make up often track different people. You can hide a character from one department without archiving them for everyone, so each department's lists show only who they care about. Hiding is per department; archiving is for everyone. Hide a character and they drop out of one department's lists but stay put for the other. This works the same for crowd as for principals. #### Hiding a character **Web App:** 1. Open the character and turn on Edit. 2. Switch on Hidden for Costume or Hidden for Makeup. Each one reads "Hide this character from the [department] department". 3. Save. A hidden character shows a Hidden for Costume or Hidden for Makeup badge on its details. To hide several at once, select them in the list and use Bulk Edit, then set the same toggles. **Mobile App:** 1. Make sure you are in the department you want to hide them from. Your department (Costume or Hair & Make up) is set in Settings. 2. Swipe the character's row and tap Hide. They leave your department's lists straight away. 3. To bring them back, swipe the row again and tap Unhide. When you archive a character, Haystack also offers Hide as a just-for-your-department alternative. #### Giving a department its own version There is no one-tap clone. If a department wants its own copy of a character, create a second character for it and hide the version each department should not see. Each department then works from its own copy without affecting the other. See [Creating and editing characters](/help/14/creating-and-editing-characters). > **Info:** Hiding only changes what a department sees. It keeps the character, their changes, looks and wear notes intact. To remove a character for everyone instead, see [Archiving characters](/help/17/archiving-characters). --- ## Changes & Looks ### What are changes and looks? *Channels: Web, Mobile* A change is an outfit a character wears: a defined costume state, reused across every scene where the character appears in it. Build it once, link it to the scenes it shows up in, and your wear notes and photos hang off it. The word depends on your department. Costume calls it a **change**. Hair & Make up calls the same thing a **look**. It is one underlying record either way, so the steps in this section read the same whichever department you are in. On mobile you pick a department, so you see Changes or Looks depending on which you are in. On web both sit side by side: a Changes tab for costume and a Looks tab for Hair & Make up. #### Why changes drive continuity A character usually moves through several changes across a production: a work outfit, a party outfit, a torn version after the fight. Each one is its own change, with its own ID and name, owned by the character. When you link a change to the scenes it appears in, those scenes share the same garments, photos and wear notes, so continuity stays consistent every time that outfit is on camera. - **Change ID**: the reference for the outfit, for example 1, 2A, 3B. It is how the change sorts and how the rest of the crew refer to it. - **Name**: an optional plain description, like "Red gala dress", to make the change easy to recognise. - **Scenes**: the scenes the change is worn in. One change can cover many scenes. > **Info:** Changes belong to a character, not to a single scene. Reuse one change across every scene the outfit appears in rather than rebuilding it per scene. Ready to build one? See [Creating a change or look](/help/19/creating-a-change-or-look). Once it exists, attach your continuity against it with [Scene wear notes](/help/30/scene-wear-notes). --- ### Creating a change or look *Channels: Web, Mobile* Changes and looks are created from the character who wears them. Open the character and go to their changes: costume uses the Changes tab, Hair & Make up uses the Looks tab. The form is the same either way. #### Adding a change **Web App:** 1. Open the character from your [characters list](/app/-/characters/principals). 2. Open the Changes tab for a costume change, or the Looks tab for a Hair & Make up look. Both tabs sit side by side on the character. 3. Add a new one and enter the ID, for example 1, 2A or 3B. This field is required. 4. Add an optional Name and any notes. Costume labels this field Change Wear Notes; Hair & Make up labels it Look Notes. 5. Click Create. The change opens, ready for scenes and garments. To edit a change later, open it, click Edit, make your changes, then Save. **Mobile App:** 1. Open the character, then open their Changes list (Looks in Hair & Make up). 2. Tap the add button to start a New Change (New Look in Hair & Make up). 3. Enter the Change ID (Look ID in Hair & Make up). The app suggests the next free number, and warns if the ID is already in use. 4. Add an optional Name, notes in the Change Wear Notes field (Look Notes in Hair & Make up), and any reference images. 5. Tap save. The change appears straight away, even offline. To edit a change later, open it, tap the edit button, then save. > **Info:** The ID only has to be unique for that character within your department, so two characters can both have a change 1. With the change created, tell Haystack which scenes it appears in. See [Linking changes to scenes](/help/20/linking-changes-to-scenes). --- ### Linking changes to scenes *Channels: Web, Mobile* A change becomes useful once Haystack knows which scenes it is worn in. You link scenes from the change itself, on its scene notes tab. For a costume change this is the Scene Wear Notes tab; for a Hair & Make up look it is the Scene Look Notes tab. Add every scene where the character wears this outfit, and the change carries its garments, photos and notes into each of them. #### Adding scenes to a change **Web App:** 1. Open the change, then open its scene notes tab: Scene Wear Notes for a costume change, Scene Look Notes for a Hair & Make up look. 2. Click the add-scene button to open the Add Scenes picker. 3. Tick each scene the change appears in. You can pick several at once. 4. Confirm. The scenes drop into the change's tree, ready for wear notes. **Mobile App:** 1. Open the change and go to its Scenes view. 2. Tap the add button to open the Add scenes picker. 3. Select each scene the change appears in. 4. Tap Add. The scenes link straight away, even offline. To unlink a scene, swipe its row and tap Remove. That detaches the scene from the change without deleting either one. > **Info:** Removing a scene from a change only detaches the link. Add the scene back later and its previous wear notes for that change return with it. With scenes linked, record what the character actually wears in each one. See [Scene wear notes](/help/30/scene-wear-notes). --- ### Crowd changes and looks *Channels: Web, Mobile* Crowd characters do not always need the full change-by-change breakdown that principals do. A feature flag controls how much of that detail you track on them, so you can keep crowd light or give them the same per-change structure as your leads. An owner or admin sets this in Project Settings, under Features. The switches are per department: Crowd Changes (costume) and Crowd Looks (makeup), so costume and Hair & Make up can run crowd differently on the same project. See [Project settings and feature flags](/help/41/project-settings-and-feature-flags). #### When the flag is on Crowd characters get a Changes tab (Looks in Hair & Make up), exactly like principals. You create changes on them, give each one an ID and name, and link it to scenes. Use this when a crowd character moves through distinct outfits you need to track separately. #### When the flag is off The per-change UI is hidden on crowd characters. You still add wear notes against their scenes, and Haystack attaches those notes to a single generic change it creates and maintains for you behind the scenes. Nothing is lost: turn the flag back on later and that generic change, with all its scenes and wear notes, surfaces under the Changes tab. > **Info:** Switching the flag off does not delete crowd changes you already made. It hides the per-change UI and routes new wear notes through the generic change. Turn it back on and your detail is all still there. For the difference between crowd and principal characters, see [Principals and crowd](/help/13/principals-and-crowd). --- ## Garments & Products ### Adding garments and products *Channels: Web, Mobile* What you track here depends on your department. Costume tracks garments; Hair & Make up tracks products (also called kit). The two sit side by side in Haystack, and the wording changes to match the department you are working in. Costume garments carry a full attribute set (category, size, colours, fabrics and more). Makeup products are lighter: name, category and a few basics. On mobile you pick your department in Settings; on the web they live under separate Costume and Makeup sections. #### Adding an item **Web App:** 1. Open your [Costume](/app/-/products/costume) or [Makeup](/app/-/products/makeup) list. 2. Click Create Garment (Costume) or Create Product (Makeup). 3. Enter a Name. Name is the only required field. 4. Fill in the details you have. A costume garment offers Source, Brand, Gender, Category, Sub-category, Size, Secondary Size, Colours, Fabrics, Styles, Period, Box, Quantity and a Production Asset toggle. A makeup product shows Source, Brand, Category, Box, Quantity and Production Asset only. 5. Click Save. The item opens ready for photos and character assignment. To edit an item later, open it, turn on Edit Mode, make your changes, then Save. **Mobile App:** 1. Open the Garments tab (Kit in Hair & Make up) and tap the add button in the top corner. 2. If your device supports NFC, Haystack offers to scan a tag first. Tap Create without tag to skip, or scan a tag to link it now. 3. Enter a Name. The field is marked Name (required) and nothing saves without it. 4. Add photos, assign characters and fill in the attributes you have. Costume shows the full set (Gender, Category, Sub-category, Size, Colours, Fabrics, Styles, Period and so on); a product shows Category plus the shared basics. 5. Tap save. The item appears straight away, even offline. Your department is set in Settings. Switch it there to move between Costume and Hair & Make up. > **Info:** The costume attribute fields (Category, Size, Colours and the rest) are explained in [Garment attributes and categories](/help/23/garment-attributes-and-categories). Once an item exists, assign it to the characters who wear it and add it to their changes or looks. See [Assigning garments to characters and changes](/help/24/assigning-garments-to-characters-and-changes). --- ### Garment attributes and categories *Channels: Web, Mobile* Costume garments are described by a chain of attributes: Category, Sub-category, Size and Secondary Size, plus Colours, Fabrics, Styles and Period. Filling them in keeps your wardrobe searchable and your reports tidy. Makeup products use the same picker but only need a Category. #### Cascading category, sub-category and size The category fields build on each other. Pick a Category first, and the Sub-category, Size and Styles options narrow to fit it. Pick a Sub-category and the Size list narrows again. Some category and sub-category combinations also expose a Secondary Size; when they do, the first size box is relabelled Primary Size. For costume garments, Gender sits above Category and shapes the options below it. Change Gender or Category and Haystack clears the dependent fields underneath so you cannot end up with a size that does not belong to the new category. Set the chain from the top down. > **Warning:** Changing Category resets Sub-category, Size, Secondary Size and Styles back to empty. Set Category before the fields below it, not after, or you will lose those values. #### Creating a new attribute value If the value you need is not in the list, type it into the attribute box. An option labelled Create “your text” appears at the top of the results. Tap it and Haystack adds the value and selects it on the spot. This works for categories, sizes, colours, fabrics, styles, periods and the sourced-from lists. Anything you create is shared across the whole project. The next person adding a garment will see the value in their dropdown, so spell it the way you want it to read everywhere. Build a small, consistent set rather than a new variant every time. These attributes are filled in when you create or edit a garment. See [Adding garments and products](/help/22/adding-garments-and-products). --- ### Assigning garments to characters and changes *Channels: Web, Mobile* A garment earns its place by who wears it and when. Assign it to the characters who use it, then add it to their changes (or looks, for makeup) so it shows up against the right scenes. > **Info:** Assign a garment to a character before you try to add it to that character's change. A change only offers garments that belong to its character, so the character link comes first. #### Assigning and adding **Web App:** ##### Assign to a character 1. Open the garment and go to the Characters tab. 2. Click Assign to Character. 3. In the Assign to Characters dialog, pick one or more characters and confirm. They appear in the Characters tab. ##### Add to a change or look 1. On the same garment, open the Changes tab (Looks for makeup). 2. Click Add to Change (or Add to Look). 3. Choose the changes you want this garment in, then save. Only changes on characters who already wear the garment are listed. If none appear, you will be prompted to assign a character first. **Mobile App:** 1. Open the garment for editing and find the Assigned Characters field. 2. Search and tap the characters who wear it. Pick Create new character if the character does not exist yet. Save. 3. To put the garment in a change, open that character's change and add the garment from there. The change only offers garments assigned to its character, so assign the character first. New to changes and looks? Start with [Creating a change or look](/help/19/creating-a-change-or-look). --- ### Bulk editing garments *Channels: Web* Need to set the same brand, period or box across a batch of garments? Bulk edit changes one or more fields on a whole selection at once, with a review step before anything is written. This is a web feature; the mobile app edits garments one at a time. #### Bulk editing from the ledger 1. Open your [Costume](/app/-/products/costume) list and turn on the Edit Mode switch. 2. Tick the checkbox on each garment you want to change. 3. Open the batch actions menu and choose Bulk Edit. The ledger opens, showing the current spread of values across your selection. 4. Promote the field you want to change, for example Brand, then type or pick the new value. Fields you do not promote are left untouched. 5. Click Review changes to see exactly what will be written to each garment. 6. Click Apply to write the change to the whole selection. > **Info:** Only promoted fields are written. A field left alone in the ledger keeps each garment's existing value, so you can change brand across a batch without flattening their individual categories or sizes. Which fields you can promote depends on the department. Costume offers the full attribute set; makeup products show the shorter shared list. To edit a single garment instead, open it and use [Edit Mode on its detail page](/help/22/adding-garments-and-products). --- ### Garment and product reports *Channels: Mobile* Print a catalogue of your wardrobe straight from your device. The report pulls in each item's photos and details so you can hand a hard copy to the team or save a PDF for the production file. Costume produces a Garment Report; Hair & Make up produces a Product Report. Reports are generated on mobile. #### Generating a report 1. Open the Garments tab (Kit in Hair & Make up). 2. Open the list menu and tap Print. The report dialog opens, titled Garment Report or Product Report for your department. 3. Tick the items you want to include. Leave the rest unchecked. 4. Tap Print. Haystack downloads the photos, builds the catalogue and hands it to your device's share and print sheet. 5. From there, send it to a printer or save it as a PDF. > **Info:** Large selections take a moment because each item's images are downloaded before the report is built. Stay on the dialog while it works; you can cancel at any point. The report reads from each item's saved details and photos, so fill those in first. See [Adding garments and products](/help/22/adding-garments-and-products). --- ### Scanning and tagging with NFC *Channels: Mobile* Stick an NFC tag on a garment (a product in Hair & Make up) or a box and you can pull it up on your phone with a tap. No searching, no scrolling. Tagging works on NFC-capable devices in the mobile app. #### Scanning a tag Hold your phone to a tag. If it is already linked to an item, Haystack opens that item. If it is linked to a box, it opens the box. A tag with nothing attached takes you straight into creating a new item, with the tag linked once you save. #### Tagging a new item or box When you add an item on an NFC device, Haystack offers to scan a tag first. Scan a blank tag to link it as you create the item, or tap Create without tag to skip and link one later. You can also scan a blank tag from the list to start a new item or box already attached to it. #### Reassigning a tag that is already in use Scan a tag that is already linked to something else and Haystack shows Tag already in use, naming the item it belongs to. Tap Reassign to move the tag to the item you are working with, or Cancel to leave it as is. Reassigning detaches the tag from the old item. #### Restoring an archived item If a tag points to an item you have archived, Haystack shows Found archived item. Tap Restore item to bring it back and open it, or Create new item to start fresh on that tag. > **Warning:** Tagging and creating items needs write access. With read-only access, scanning an unlinked tag tells you no item was found and won't let you attach one. Tags work for boxes too, so you can scan a box open to see what is inside. See [Creating boxes](/help/28/creating-boxes). --- ## Boxes ### Creating boxes *Channels: Web, Mobile* Boxes are your physical storage units. Each one holds garments, so when you need to find where a costume lives, you look up its box. A box has a Box ID and an optional description. The Box ID is the label you write on the physical box, so keep them short and sequential. #### Creating a box **Web App:** 1. Open your [Boxes list](/app/-/boxes) and click Create Box. 2. The Box ID is prefilled with the next number in sequence. Keep it, or type your own. 3. Add a Description if you want, for example the contents or where the box is stored. 4. Click Create Box. The box opens with a Contents tab ready for garments. To edit a box later, open it, click Edit, change the Box ID or Description, then Save. **Mobile App:** 1. On the Boxes tab, tap the add button in the corner. Boxes can sit in the More menu depending on your navigation order. 2. The Box ID is prefilled with the next available number. Keep it, or type your own. 3. Add a Description if you want. 4. Tap save. The box appears straight away, even offline. To edit a box later, open it, tap the edit button, change the fields, then save. #### What the fields mean - **Box ID**: the label on the physical box. It drives how boxes sort and how you find them. It must be unique within the project. - **Description**: optional notes, for example the contents, the character, or where the box is stored. > **Info:** On mobile you can NFC-tag a box so a phone tap opens it on set. See [Scanning and tagging with NFC](/help/27/scanning-and-tagging-with-nfc). Once a box exists, fill it with garments. See [Adding garments to boxes](/help/29/adding-garments-to-boxes). --- ### Adding garments to boxes *Channels: Web, Mobile* A box's Contents are the garments stored inside it. Open a box and switch to the Contents tab to see everything assigned to it. The box link is stored on the garment, so a garment lives in one box at a time. Add it to a box and it leaves whatever box it was in before. #### Adding garments **Web App:** 1. Open the box and go to its Contents tab. 2. Click the add control to open the Add items dialog. 3. Select the garments you want in this box. 4. Confirm. The garments now show under Contents, grouped by department and category. **Mobile App:** 1. Open the box and tap the Contents tab. 2. Tap Add to open the Add items list. 3. Select the garments you want, then tap Add. You can also scan an NFC-tagged garment to drop it straight into the box. 4. The garments now show under Contents. #### Removing a garment Removing a garment from a box clears its box assignment. The garment is not deleted, it just no longer belongs to any box until you add it to another one. **Web App:** In the Contents tab, remove the garment from the box. Its box assignment clears and it drops out of the list. **Mobile App:** In the Contents tab, swipe the garment row and tap Remove, then confirm. The garment leaves the box. > **Info:** A garment sits in one box only. Adding it to a new box moves it out of the old one, so you never have to remove it first. If you have not made your boxes yet, start with [Creating boxes](/help/28/creating-boxes). --- ## Continuity: Wear Notes & Photos ### Scene wear notes *Channels: Web, Mobile* A scene wear note records what a character wears, and how, in one specific scene. Each note is tied to a change or look and carries its own photos, so you can check continuity shot by shot. The same notes appear in three places: on a character's Scenes tab, on a scene's Characters tab, and on a change's Scenes tab. Each view shows a tree of Scene, then change, then the wear note underneath, so you reach the same note from whichever angle you're working. #### Adding a wear note A change with no note yet shows a “No notes. Click to add” placeholder. Open that placeholder to start a note. The note saves against the scene and change you opened it from. **Web App:** 1. Open a scene, character or change and find the change you want to note against in the tree. 2. Click the “No notes. Click to add” placeholder, or click an existing note to edit it. 3. Type the detail in the Change Wear Notes field. On makeup changes this field is labelled Look Notes. 4. Add photos under Photos by dragging files in, using Add photos, or picking an existing project image. 5. Click Create on a new note, or Save when editing. The text and photos commit together. **Mobile App:** 1. Open a character, scene or change and expand the tree to the change you want. 2. Tap the “No notes. Click to add” row, or tap an existing note to edit it. 3. Type the detail in the Scene wear note field. 4. Add images under Scene Wear Imagery using the camera or your camera roll. 5. Tap save. The note appears straight away, even offline. > **Info:** Each wear note belongs to one change in one scene. If a character has two changes in the same scene, note each one separately so the continuity stays clear. Photos carry most of the continuity, so attach them as you go. See [Adding photos](/help/31/adding-photos). To pin a detail to an exact spot on an image, use [Annotating photos with asset notes](/help/32/annotating-photos-with-asset-notes). --- ### Adding photos *Channels: Web, Mobile* Photos are how the rest of the crew sees what you mean. You can attach them to characters, changes and looks, garments, and wear notes wherever a gallery appears. **Web App:** Open the item you want photos on and put its gallery into edit mode. Then add photos one of three ways: - **Drag and drop**: drop image files straight onto the gallery from your desktop. - **Add photos**: click the button and choose Upload from device to pick files. - **Pick from gallery**: click Add photos, then Pick from gallery, to reuse an image already in the project. Select what you need and confirm. New uploads process in the background. A photo shows as uploaded while it resizes, then becomes ready to view. Save the form to keep the photos you added. **Mobile App:** 1. Open the item you want photos on and put its gallery into edit mode. 2. Tap the camera icon to take a new photo, or the gallery icon to choose from your camera roll. 3. Pick one or more images. They attach to the gallery you opened. 4. Save. Photos upload in the background and sync once you're online. > **Info:** Photos you take on set offline still attach right away. They upload on their own once the device reconnects, so keep shooting even with no signal. Once photos are attached, set their order and the key image on the web, see [Reordering and featured photos](/help/33/reordering-and-featured-photos). To call out a detail on a photo, see [Annotating photos with asset notes](/help/32/annotating-photos-with-asset-notes). --- ### Annotating photos with asset notes *Channels: Web, Mobile* Asset notes are pinned markers on a photo. Drop one on the exact spot you mean, a button done up, a scuff, a tan line, and add a short description so nobody has to guess which detail you're flagging. **Web App:** 1. Open a photo to view it full size. 2. Hold Shift and click the spot you want to mark. A marker drops and a description box opens. 3. Type the detail and save. 4. Click an existing marker to read it, edit the text, or archive it. **Mobile App:** 1. Open a photo in the viewer. 2. Long-press the spot you want to mark. A marker drops there. 3. Type the description and save. 4. Tap an existing marker to edit its text or archive it. > **Info:** Archiving a marker takes it off the photo without removing the photo itself. Use it to clear notes that no longer apply once a change is locked. Asset notes sit on the photos attached to a wear note, so add your photos first. See [Scene wear notes](/help/30/scene-wear-notes). --- ### Reordering and featured photos *Channels: Web, Mobile* The order of photos in a gallery is yours to set, and the first photo doubles as the key image, the thumbnail shown on lists and rows wherever that item appears. You can reorder on the web and on your phone, anywhere you add or pick photos. #### Reordering photos **Web App:** 1. Open the item and put its gallery into edit mode. 2. Drag a photo to a new position. The rest shuffle around it. 3. Drag the shot you want as the thumbnail into first place. 4. Save the form to keep the new order. **Mobile App:** 1. Open the item in edit or create mode, where its photos show as a grid. 2. Press and drag a photo to a new position. The rest shuffle around it. 3. Drop the shot you want as the thumbnail into first place. 4. Save to keep the new order. #### Setting the key image There is no separate make-featured control. The photo in the first slot is the key image, so put your clearest, most representative shot first and it carries through to every thumbnail. #### Removing a photo In edit mode you can also remove a photo from the gallery using the remove control on its tile. That unlinks it from this item; the image itself stays in the project and can be picked again from the gallery later. > **Warning:** Removing only unlinks the photo from the item you are editing. It does not delete the file, and it stays attached anywhere else you have used it. To add more photos before reordering, see [Adding photos](/help/31/adding-photos). --- ### Prep notes *Channels: Web, Mobile* Prep notes are free-text reminders that hang off a scene: things to pull, source, age down, or check before the day. Each scene keeps two separate notes, Costume Prep Notes and Makeup Prep Notes. Both always exist side by side, so each department writes its own without stepping on the other. **Web App:** 1. Open a scene from your [Scenes list](/app/-/scenes). 2. Open the Costume Prep Notes or Makeup Prep Notes tab. Both tabs are always there, so anyone can read either one. 3. Click Edit, type into the textarea, then click Save. Cancel discards the change. A tab with unsaved edits shows a dot until you save or cancel, so you don't leave a note half-written. **Mobile App:** 1. Open a scene. Scenes that already have a prep note show a prep-note pill on their row, tap it to jump straight to the note. 2. Both notes still live on the scene. The prep-note editor shows the one for your selected department, labelled Costume Prep Note in Costume and Makeup Prep Note in Hair & Make up. Switch department to write the other. 3. Type your note and tap save. > **Info:** Costume and makeup notes are kept apart on purpose. Write department-specific reminders here, and use wear notes for what a character actually wears in the scene. Prep notes live on the scene, so add your scenes first. See [Creating and editing scenes](/help/10/creating-and-editing-scenes). --- ## Episodes ### Working with episodes *Channels: Web, Mobile* Episodes group your scenes by the episode they belong to, so a returning costume or a wear note stays tied to the right block of the series. > **Info:** Episodes only exist on episodic projects. On feature projects you will not see episodes anywhere, and scenes have no Episode field. #### Creating an episode **Web App:** 1. Open your [Episodes list](/app/-/episodes) and click Create Episode. 2. Enter the Episode ID. This is the label you sort and find episodes by, for example 1, 2 or 3. 3. Click Create. The episode is ready to take scenes. To rename an episode later, open it and edit the Episode ID on the Details tab, then save. **Mobile App:** Set up your episodes on the web app, where you can create and rename them. The mobile app reads the episodes already on the project: you assign scenes to them and browse scenes by episode, but you do not create episodes on a phone or tablet. #### Viewing an episode's scenes **Web App:** Open an episode from the Episodes list and switch to its Scenes tab to see every scene assigned to it. From there you can drill into a scene for its changes and wear notes. **Mobile App:** On the Scenes tab, scenes are grouped under their episode. Tap an episode header to expand it and see its scenes, then tap a scene to open it. Searching expands every episode group so you can find a scene across the whole series. To put a scene into an episode, or move it to another one, see [Assigning scenes to episodes](/help/36/assigning-scenes-to-episodes). You can also pick the episode while you are [creating or editing a scene](/help/10/creating-and-editing-scenes). --- ### Assigning scenes to episodes *Channels: Web, Mobile* A scene's Episode field decides which episode it lives under. Set it and the scene shows up in that episode, both in the scenes list and on the episode's Scenes tab. > **Info:** The Episode field only appears on episodic projects. Feature projects have no episodes, so there is nothing to assign. See [Working with episodes](/help/35/working-with-episodes). #### Assigning or moving a scene **Web App:** 1. Open the scene from your [Scenes list](/app/-/scenes) and click Edit. 2. Find the Episode field and use Select Episode to choose the episode. 3. Click Save. To move the scene to a different episode, pick another one from the same field and save again. **Mobile App:** 1. Open the scene from the Scenes tab and tap the edit button. 2. Open the Episode dropdown and choose the episode. 3. Tap save. To move the scene, reopen the edit screen, pick a different episode and save again. Reassigning a scene moves it whole: its changes, wear notes and photos travel with it. Once saved, the scene sits under its new episode in the scenes list and on that episode's Scenes tab. You can also set the Episode field when you first create a scene, so it lands in the right episode from the start. --- ## Script Import & Documents ### Uploading documents *Channels: Web* The Documents page is where production paperwork lives. Upload a script here first, and you can then pull its scenes and characters straight into the project. #### Uploading a document 1. Open [Documents](/app/-/documents) and click Upload. 2. Set the Document Type. Script is the only type for now. 3. On episodic projects, pick the Episode this document belongs to. 4. Drop a file onto the upload area, or click to browse. PDF and FDX (Final Draft) files are accepted, up to 100MB. 5. Click Upload. The document appears as a card on the Documents page. > **Info:** FDX files come straight from Final Draft. A clean FDX export usually reads better than a PDF, since the scene headings and character names are already structured. #### Working with documents Each card shows the file name, upload date, type, and, on episodic projects, the episode. Click a card to select it. Select one card to open its actions, or several to archive or unarchive in one go. Sort the page by newest, oldest, or file name from the Sort menu. Uploading and importing are restricted to admins and owners. Once a script is uploaded, you can extract its scenes and characters. See [Importing scenes from a script](/help/38/importing-scenes-from-a-script). --- ### Importing scenes from a script *Channels: Web* Importing a script reads through the document and pulls out its scenes and characters, so you don't have to type them in one by one. You upload the script as a document first, then start the import from there. #### Starting an import 1. Open [Documents](/app/-/documents) and click the script card to select it. If you haven't uploaded the script yet, do that first. 2. With one script selected, open the actions menu and choose Import Script. 3. The Import Script dialog opens, ready to import scenes and characters from this script. 4. On episodic projects, pick the Episode this script belongs to. The new and changed scenes land in that episode. 5. Click Import. #### While it processes Haystack analyses the script and extracts the scenes and characters it finds. Longer scripts take a few minutes. You can watch progress on the import page, and the script card on the Documents page shows a spinner while it works. The page updates on its own when processing finishes. > **Info:** One import runs at a time. If another script is still being imported, finish or set that one aside before starting a new one. Nothing is added to your project yet. Once processing is done, you go through what was found and decide what to bring in. See [Reviewing an import](/help/39/reviewing-an-import). --- ### Reviewing an import *Channels: Web* Once a script finishes processing, the review is where you decide what actually lands in your project. Nothing is applied until you confirm at the end, so take your time and check each suggestion. You start on a summary showing how many new characters, new scenes, and modified scenes were found. From there you can Review Changes to step through each one, or Accept All to bring everything in at once. #### The four stages The progress bar at the top tracks where you are: 1. **New Characters** - characters found in the script. Match each to an existing character or add it as new. See [Matching imported characters](/help/44/matching-imported-characters). 2. **New Scenes** - scenes the script adds that aren't in your project yet. Check the scene number, location, time of day, story day, and characters before including them. 3. **Modified Scenes** - scenes that already exist where the script changes something. Each change is shown old value next to new, and you choose which to apply. See [Re-importing a revised script](/help/45/re-importing-a-revised-script). 4. **Confirm** - a tally of everything included and skipped, and the button that applies it all. #### Moving through the review Use Next and Previous to move between items, or Skip Section to jump past a whole stage. Click any step in the progress bar to jump to a specific character or scene. Each item has an include toggle; turn it off to ignore that character or scene, and it shows as skipped in the tally. Ignored items are struck through in the progress bar list. Each scene step has Form, Script, and (on wider screens) Both tabs, so you can read the original script text next to the form while you check the details. Use the arrows above the script to page through sections, or Go to to jump back to the scene that matches the form. The Settings menu lets you auto-accept changes for chosen fields. Tick a field and scenes whose only changes are in those fields are accepted without stopping you to review them, which is handy when you trust the script's location or story-day data. > **Info:** Need to stop partway? Choose Import later to keep your progress and come back, or Abort Import to throw the whole import away. Aborting can't be undone. #### Finishing On the Confirm stage, click Apply to write the changes in. You set a revision colour for the import first, then Haystack applies everything and shows Import Complete with a link to your scenes. If something goes wrong, you see an error screen explaining what happened so you can try again. --- ### Matching imported characters *Channels: Web* When a script is imported, every character name it finds shows up in the New Characters stage of the review. Your job here is to tell Haystack which ones are genuinely new and which are already in your project under a different name, so you don't end up with duplicates. #### Add as new, or merge Each character has two import modes: - **Add as new character** - creates a fresh character. Set the Name and Description, and turn on Crowd Character if this is background rather than a principal. - **Merge with existing character** - points this name at a character you already have, or at another new one from the same import, so they become one. #### Merging duplicates Pick Merge with existing character, then choose the character to merge with from the picker. It groups New Characters (others from this import) and Existing Characters (already in your project) so you can find the right one. The merge dropdown sets how the two relate: - **Duplicates** - treats this name as an alias of the chosen character. Both names refer to the same character, and no changes are made to the one you picked. Use this for a nickname or a spelling variant. - **Replaces** - swaps the chosen character for this one across all scenes, updating it with the details you set here. A character that another one is being merged into is flagged so you don't accidentally edit both ends of the same merge. You must choose a character before you can move on from a merge. #### Principals and crowd Leave Crowd Character off and the character comes in as a principal with its own ID. Turn it on for background characters. The form shows how many scenes this character is being added to, so you can sanity-check it against the script. You can read the relevant script text on the Script tab while you decide. > **Info:** To leave a character out entirely, turn off its include toggle. It is skipped and won't be created or merged. Handy for stray names the script picked up that aren't real characters. Sorting characters out first means the scenes that follow already point at the right people. For the rest of the flow, see [Reviewing an import](/help/39/reviewing-an-import). --- ### Re-importing a revised script *Channels: Web* Scripts change through a production. When a new revision lands, you can import it against scenes you already have, and Haystack works out what is genuinely new versus what changed on existing scenes, so your continuity keeps up without starting over. #### Bringing in a new revision Upload the revised script as a document the same way you uploaded the first one, then start an import from it. On episodic projects, point it at the same episode the earlier draft belonged to. When you apply the import, you set a revision colour (for example Blue or Pink), which records which version of the script the changes came from. Haystack often reads the colour from the file name for you. Because the project already has scenes, the import compares the revision against them. Scenes the script doesn't have yet come through as New Scenes; scenes that already exist where something differs come through as Modified Scenes. #### The Modified Scenes stage This stage is where a re-import does most of its work. Each modified scene lists only the fields the revision would change, shown as Current next to New. Fields might include the location, time of day, scene description, story day, month and year, the characters in the scene, or whether the scene is omitted. Every change has its own switch. Turn a change on to apply it, off to leave that field as it is. So you keep full control of what gets overwritten: - Fields whose switch is on are updated to the new value. - Fields whose switch is off keep what you already have. - Anything the revision doesn't touch, such as your wear notes, photos, changes and looks, stays exactly as it was. You can edit a new value before accepting it, and read the revised script text on the Script tab to check the change in context. For characters, the scene shows which principals are being added or removed. Turn off a whole scene's include toggle to leave that scene untouched by this revision. > **Info:** If a scene only changes in fields you trust the script on, set them to auto-accept in Settings. Scenes whose only changes are in those fields pass through without stopping you, so you can focus on the changes that matter. The rest of the flow works the same as a first import. See [Reviewing an import](/help/39/reviewing-an-import). --- ## Crew, Settings & Offline ### Managing invitations *Channels: Web, Mobile* Already sent invites and need to change someone's access, extend their expiry, or take them off the project? You can do all of it on the web or in the app. To send a new invite instead, see [Inviting your crew](/help/9/inviting-your-crew). Managing invitations is restricted to Owners and Admins. If you do not see these controls, you do not have the access for it. The web calls this the Invitations list; the app calls it the Users screen, under More by default. #### Changing access or expiry **Web App:** 1. Open your [Invitations list](/app/-/invitations). Each row shows the Email, Permission, Status and Expires On. 2. To raise or lower someone's access, change the value in the Permission column. 3. To give someone longer, edit the Expires On column, or open the invitation and set the Expiration Date there. Clear the date to let it run open-ended. **Mobile App:** 1. Open Users and tap the person to open their invitation. 2. Change their Permission to raise or lower their access. 3. Adjust the Expiration, or clear it to run open-ended, then save. The email address is fixed once an invitation is created. If you typed it wrong, remove that invitation and send a fresh one to the correct address. You cannot change your own permission; ask another Owner or Admin. For what each level can do, see [Roles and permissions](/help/8/roles-and-permissions). #### Removing someone **Web App:** 1. Find the person on the Invitations list. 2. Open the actions menu on their row and choose Remove. 3. Their status moves to Removing while access is revoked. This works on both pending invites and crew who have already joined. **Mobile App:** 1. On the Users screen, find the person. 2. Swipe their row and tap Remove. 3. Their status moves to Removing while access is revoked. This works on both pending invites and crew who have already joined. > **Info:** Removed by mistake? On the web, an inactive invitation can be restored from its actions menu, which puts the person back to invited. Each invitation shows a status so you know where the person stands: invited but not yet joined, active, removing, or inactive. --- ### Project settings and feature flags *Channels: Web* Project settings is where you rename the production, switch features on or off, and check when access runs out. It needs Admin access, so if you cannot open it you do not have permission for this project. Open your [Project Settings](/app/-/settings), make your changes, then click Save. #### Project details - **Project Title**: the production name your crew sees. It cannot be left blank. - **Status**: Active or Expired. - **Type**: the kind of production, for example a feature or an episodic show. Episodic projects unlock the Episodes section. - **Expires On**: when the project access ends. #### Features The Features section turns optional workflows on for the whole project: - **Crowd Changes (costume)** and **Crowd Looks (makeup)**: switch on the crowd-tracking workflow for each department. See [Crowd changes and looks](/help/21/crowd-changes-and-looks). - **Allow script viewing in mobile app**: lets crew read uploaded scripts on their phones. > **Info:** Feature switches apply to everyone on the project, not just you. Turning a crowd feature off hides those workflows for the whole crew. Some controls, such as the project Status and the episode count on episodic shows, are limited to Haystack admins. If you do not see a field, it is managed for you and you do not need to set it. --- ### Mobile app settings *Channels: Mobile* The Settings tab holds the choices that affect this phone: how images sync, which project and department you are working in, and how your tabs are laid out. These are per-device, so changing them here does not change anything for the rest of the crew. #### Photos and sync - **Sync high quality images**: pull full-resolution photos onto this device. Leave it off to save data and storage when you only need previews. - **Save photos to camera roll**: keep a copy of the photos you take in Haystack in your phone's camera roll as well. #### Project and department - **Active Project**: the production you are looking at right now. - **Synced Projects**: which productions are kept downloaded on this device so they are ready offline. - **Department**: choose Costume or Hair & Make up, which sets what Haystack shows you. See [Selecting your project and department](/help/7/selecting-your-project-and-department). #### Navigation and email Under Navigation (Drag to reorder), drag the tabs into the order that suits how you work, so the screens you use most sit where your thumb lands. See [Customising your menu](/help/48/customising-the-mobile-menu). The Keep in touch by email? toggle controls whether Haystack can email you with product news. > **Info:** Heading somewhere with patchy signal? Turn on Sync high quality images while you are on Wi-Fi so the photos you need are already on the device before you lose connection. --- ### Working offline *Channels: Web, Mobile* Haystack is built to keep working when your connection drops. You can carry on adding scenes, logging changes, writing wear notes and editing details with no signal, and your work syncs up the moment you reconnect. This matters most on set, where mobile coverage can be patchy. The mobile app holds your synced project on the device, so a dead spot does not stop you logging continuity in the moment. #### How your changes sync When you save offline, the change is stored on your device straight away and queued to sync. Once you are back online it sends to the cloud and reaches everyone else on the project. On the web app, saving shows a pending state and then confirms once the change has synced, so you can see when your edit is safely up. > **Info:** Keep the app open and reconnect before the end of the day so anything logged offline has a chance to sync. Photos in particular can be large, so they may take a little longer to upload than text. #### Before you head out Open the project you need while you still have signal so it is downloaded and ready. For more on choosing and syncing a project on mobile, see [Selecting your project and department](/help/7/selecting-your-project-and-department). --- ### Background syncing *Channels: Mobile* On your phone, Haystack keeps your project up to date and uploads your photos while the app is in the background, so it is already current the next time you open it on set. It runs quietly and tunes itself, so you rarely need to think about it. #### How often it runs How often your phone syncs in the background scales with your project and your own activity, to protect your battery: - While a project is busy, Haystack nudges your phone to sync up to a couple of times an hour. - As a project goes quiet the nudges taper off, and a project with no changes for a couple of days stops triggering them. - If you have not opened Haystack for about five days, your device drops out of the background schedule, then rejoins on its own the next time you open the app. So you never have to turn background sync off when you are away from set. It winds down by itself and picks back up when you return. #### Turning it on Background sync uses two things together. Allow both so it can run reliably: 1. **Notifications.** Haystack sends a silent background nudge, with no banner or sound, that wakes the app to sync. Allow notifications when the app first asks, or turn them on later in your phone settings for Haystack. 2. **Background App Refresh on iPhone, or background activity on Android.** This lets the app run a short sync on its own roughly every 15 minutes. On iPhone, turn on Background App Refresh for Haystack in Settings. On Android, allow background activity and leave Haystack out of battery optimisation. > **Info:** You need both. Without notifications the server cannot wake the app between refreshes; without Background App Refresh the app cannot run its own periodic sync. Together they keep your project current for very little battery. Background sync is a convenience, not a requirement. Haystack always syncs the moment you open the app, and you can keep working offline in between. See [Working offline](/help/43/working-offline). --- ### Customising your menu *Channels: Mobile* The bar across the bottom of the app holds the sections you reach for most. You choose which ones sit there, and in what order, so the screens you use on set are one tap away. The bar shows your top three menu items plus a More button. Whatever you place below the top three lives under More. If your device supports NFC, a Scan button also sits in the bar. #### Reordering your tabs 1. Open Settings and find Navigation (Drag to reorder). 2. Press the handle on a menu item and drag it up or down. 3. The top three become your bottom-bar tabs; everything below moves under More. Your order is saved as you go. Some items appear based on your role and department. Users only shows for admins, and your garments tab is labelled Garments or Kit depending on whether you are in Costume or Hair & Make up. > **Info:** Put the three screens you use most on set at the top. Everything else is still a tap away under More. This setting lives alongside your other per-device options. See [Mobile app settings](/help/42/mobile-app-settings). [Image] --- ## Legal ### Privacy Policy #### 1. Introduction This privacy notice for Another Haystack Ltd ('we', 'us', or 'our') describes how and why we collect, store, use, and/or share ('process') your information when you use our services ('Services'), such as when you: - Use our web application - Create or contribute to projects - Engage with us for support, sales, or marketing #### 2. Contact Information - Email: [support@anotherhaystack.com](mailto:support@anotherhaystack.com) - Address: ANOTHER HAYSTACK LTD 3rd Floor, 86-90 Paul Street London EC2A 4NE #### 3. Information We Collect ##### 3.1 Information You Provide Directly - Contact Information (name, email address, phone number) - Account Credentials (username, password) - Project Content (data, images, and other contributions) - Payment Information - Company Information (for business accounts) ##### 3.2 Information Collected Automatically - Log Data (IP address, device information, browser type) - Usage Data (how you interact with our services) - Technical Data (browser settings, operating system) - Location Data (derived from IP address) ##### 3.3 Information from Third Parties - Payment processors - Authentication services - Business partners (where applicable) #### 4. How We Use Your Information We process your information to: - Provide and maintain our Services - Process payments and transactions - Send service notifications and updates - Respond to support requests - Improve our platform and user experience - Protect against fraud and abuse - Comply with legal obligations - Enforce our terms of service #### 5. Legal Basis for Processing Under GDPR, we process your data based on: - Contract Performance: Processing necessary to provide our services - Legal Obligations: Compliance with UK law - Legitimate Interests: Improving our services, security, fraud prevention - Consent: Where specifically requested #### 6. Content Ownership and Rights When you contribute content to a project: - The content becomes the property of the project owner - You grant the project owner all rights to use, modify, and distribute the content - This transfer of ownership is a condition of using our platform - Project owners are responsible for managing content rights within their projects #### 7. Data Sharing ##### 7.1 Service Providers We share data with: - Hosting providers - Payment processors - Analytics services - Customer support tools ##### 7.2 Legal Requirements We may share information: - To comply with legal obligations - To protect rights and safety - In connection with sale or merger of business assets #### 8. International Data Transfers When we transfer data outside the UK: - We use UK-approved data transfer mechanisms - We implement appropriate safeguards - We comply with UK data protection laws - We use standard contractual clauses where necessary #### 9. Data Security We implement: - Encryption in transit and at rest - Access controls and authentication - Regular security assessments - Employee training - Incident response procedures - Backup and recovery systems #### 10. Data Retention We retain your data for: - Active accounts: Duration of service - Closed accounts: 12 months maximum - Financial records: 7 years (as required by UK law) - Project data: As specified in service agreements #### 11. Your Rights Under GDPR You have the right to: - Access your data - Correct inaccuracies - Request deletion - Restrict processing - Data portability - Object to processing - Withdraw consent - Lodge complaints with the ICO #### 12. Cookie Policy We use cookies for: - Essential platform functionality - Authentication - Security measures - Analytics and performance You can control cookie settings through your browser. #### 13. Children's Privacy - Services not intended for users under 18 - We don't knowingly collect data from minors - We will delete any data if aware of collection from minors #### 14. Changes to This Policy - We will notify you of material changes - Changes effective 30 days after notification - Continued use constitutes acceptance #### 15. Contact Us For privacy concerns: - Email: [support@anotherhaystack.com](mailto:support@anotherhaystack.com) - Address: ANOTHER HAYSTACK LTD 3rd Floor 86-90 Paul Street London EC2A 4NE - Response within 30 days You have the right to complain to the Information Commissioner's Office (ICO) if you believe we have violated your data protection rights. --- ### Terms & Conditions **Another Haystack Ltd** **Effective Date: 1st February 2025** **Version: 1.0** #### 1. AGREEMENT TO TERMS These Terms and Conditions ("Terms", "Agreement") constitute a legally binding agreement between Another Haystack Ltd, a company registered in England and Wales (Company Number: 15344916) with its registered office at 3rd Floor, 86-90 Paul Street, London EC2A 4NE ("Company", "we", "us", or "our") and the entity or person accessing or using our Service ("Production", "Customer", "you", or "your"). By accessing or using our continuity tracking and production management service, including our iOS and Android applications and any related services (collectively, the "Service"), you agree to be bound by these Terms. If you disagree with any part of these Terms, you do not have permission to access the Service. #### 2. DEFINITIONS For the purposes of this Agreement: - **"Administrator"** means the individual(s) designated by the Production to manage the Service account - **"Authorised Users"** means individuals authorised by you to access and use the Service - **"Budget Band"** means the production budget category determining pricing, based on current industry standard budget classifications at the time of contract execution - **"Confidential Information"** means any non-public information disclosed by either party - **"Content"** means scripts, photographs, notes, breakdowns, reports, and any other materials uploaded to or created within the Service - **"Data Controller"**, **"Data Processor"**, **"Personal Data"**, and **"Processing"** have the meanings given in the UK General Data Protection Regulation (UK GDPR) - **"Production Period"** means the contracted period of service (for film: prep through wrap; for TV: per episode basis) - **"Project"** means a specific film, television, or media production - **"Service Level Agreement (SLA)"** means our commitment to 99% service uptime #### 3. SERVICE DESCRIPTION ##### 3.1 Core Services The Service provides: - Continuity tracking for costume and makeup departments (with props and art departments coming soon) - Script breakdown and analysis tools - Digital asset management with optional NFC tagging capabilities - Report generation (available offline) - Real-time synchronisation between devices - Offline-first operation allowing full functionality without internet connection ##### 3.2 User Roles and Permissions The Service supports three user permission levels: - **Owners**: Full administrative access, user management, billing control - **Editors**: Create and edit content, upload imagery, generate reports - **Viewers**: Read-only access to project content ##### 3.3 Service Availability We guarantee 99% uptime for the Service, calculated on a monthly basis. This excludes: - Scheduled maintenance (notified 48 hours in advance) - Force majeure events - Issues caused by third-party services or your equipment - Downtime resulting from your breach of these Terms #### 4. ACCOUNT REGISTRATION AND SECURITY ##### 4.1 Account Creation To use the Service, you must: - Provide accurate, current, and complete registration information - Maintain and update this information as needed - Be legally capable of entering into contracts - Not be prohibited from using the Service under UK law ##### 4.2 Account Security You are responsible for: - Maintaining the confidentiality of account credentials - All activities occurring under your account - Immediately notifying us of any unauthorised use - Ensuring Authorised Users comply with these Terms ##### 4.3 Account Suspension We may suspend or terminate accounts that: - Violate these Terms - Engage in fraudulent or illegal activity - Fail to pay fees when due - Pose a security risk to the Service or other users #### 5. FEES AND PAYMENT ##### 5.1 Pricing Structure Fees are determined by: - Your production's Budget Band (as defined by industry standards at time of contract) - **For Film Productions**: Length of production period (inclusive of prep, shooting period, and wrap) - **For Television Productions**: Number of episodes - Additional services or features requested ##### 5.2 Payment Terms - Fees are due as specified in your Order Form or invoice - All fees are exclusive of VAT and applicable taxes - Payment is due within 7 days of invoice date unless otherwise agreed - Late payments may incur interest at 8% above the Bank of England base rate ##### 5.3 Demo Period We offer a 14-day demonstration period upon request. Demo accounts include a prepopulated project provided by us to showcase the Service's functionality and features. Demo accounts are for evaluation purposes only and may not be used for actual production work. ##### 5.4 Refunds Refunds are handled on a discretionary, case-by-case basis. No automatic refunds are provided except as required by law. #### 6. USE OF SERVICE ##### 6.1 Permitted Use You may use the Service solely for legitimate production management purposes in compliance with all applicable laws. ##### 6.2 Prohibited Uses You shall not: - Use the Service for any illegal purpose or in violation of any laws - Upload or transmit viruses, malware, or harmful code - Attempt to gain unauthorised access to any part of the Service - Reverse engineer, decompile, or disassemble the Service - Remove, alter, or obscure any proprietary notices - Resell, redistribute, or sublicense the Service without written consent - Use the Service to store or transmit infringing material - Violate the intellectual property rights of others - Upload content that is defamatory, obscene, or violates UK law - Share account credentials with unauthorised parties - Use automated systems to access the Service without permission ##### 6.3 Content Standards All Content uploaded must: - Be legal under UK law - Not infringe any third-party intellectual property rights - Not contain material that could harm minors - Comply with all applicable industry standards and regulations #### 7. INTELLECTUAL PROPERTY RIGHTS ##### 7.1 Our Intellectual Property The Service, including all software, designs, graphics, and documentation, is owned by Another Haystack Ltd and protected by copyright, trademark, and other intellectual property laws. Nothing in these Terms grants you any rights to our intellectual property except as explicitly stated. ##### 7.2 Your Content You retain all rights to Content you upload to the Service. By uploading Content, you grant us a worldwide, non-exclusive, royalty-free licence to: - Store, process, and display your Content as necessary to provide the Service - Create backups and archived copies - Share Content with Authorised Users according to permissions you set ##### 7.3 Feedback Any suggestions, feedback, or recommendations you provide about the Service become our property and may be used without compensation to you. #### 8. DATA PROTECTION AND PRIVACY ##### 8.1 Data Processing We process Personal Data in accordance with: - The UK General Data Protection Regulation (UK GDPR) - The Data Protection Act 2018 - Our Privacy Policy (available at [here](https://www.notion.so/Privacy-Policy-5f4a2e1d428d4e40873de35baf3eae62?pvs=21)) ##### 8.2 Data Controller and Processor Relationship For Personal Data within your Content: - You are the Data Controller - We are the Data Processor - We will process such data only on your documented instructions ##### 8.3 Security Measures We implement appropriate technical and organisational measures to protect your data, including: - Encryption in transit and at rest - Access controls and authentication - Regular security assessments - Secure data centres (UK-based) ##### 8.4 Data Location Your data is stored and processed in the United Kingdom or Europe using: - MongoDB - Amazon Web Services - Cloudflare ##### 8.5 Data Breach Notification We will notify you without undue delay, and in any event within 72 hours, after becoming aware of a Personal Data breach affecting your Content. #### 9. DATA RETENTION AND DELETION ##### 9.1 Active Accounts Content is retained for the duration of your service agreement. ##### 9.2 Closed Accounts - Production Content: Retained for minimum 12 months after account closure - After 12 months: May be deleted at our discretion - Extended retention available for agreed fees ##### 9.3 Legal Retention - Financial records: 7 years (UK legal requirement) - Other records as required by law or court order ##### 9.4 Data Portability Upon request during or within 30 days after service termination, we will provide your Content in a commonly used electronic format. #### 10. CONFIDENTIALITY ##### 10.1 Confidential Information Each party agrees to: - Keep confidential all Confidential Information received from the other party - Use Confidential Information solely for purposes of this Agreement - Protect Confidential Information with reasonable care ##### 10.2 Exceptions Confidentiality obligations do not apply to information that: - Is or becomes publicly available through no breach - Was rightfully known before disclosure - Is independently developed without use of Confidential Information - Must be disclosed by law (with notice where permitted) ##### 10.3 Production Content We acknowledge that production scripts and materials are highly confidential. Access is limited to: - Authorised Users you designate - Our senior technical team solely for debugging purposes - As required by law with appropriate notice #### 11. WARRANTIES AND DISCLAIMERS ##### 11.1 Our Warranties We warrant that: - The Service will perform materially as described - We have the right to provide the Service - The Service will not knowingly contain malware ##### 11.2 Your Warranties You warrant that: - You have all necessary rights to upload and use your Content - Your Content complies with UK law - Your use of the Service will not violate any laws or third-party rights ##### 11.3 Disclaimer EXCEPT AS EXPRESSLY PROVIDED, THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE". WE DISCLAIM ALL OTHER WARRANTIES, EXPRESS OR IMPLIED, INCLUDING MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT. #### 12. INDEMNIFICATION ##### 12.1 Your Indemnification You agree to indemnify, defend, and hold harmless Another Haystack Ltd, its officers, directors, employees, and agents from any claims, damages, losses, or expenses (including legal fees) arising from: - Your breach of these Terms - Your Content or use of the Service - Violation of any third-party rights - Your violation of applicable laws ##### 12.2 Our Indemnification We will defend and indemnify you against third-party claims that the Service infringes their intellectual property rights, except where the claim arises from: - Your Content - Unauthorised modifications to the Service - Use of the Service in violation of these Terms - Use with third-party products not approved by us #### 13. LIMITATION OF LIABILITY ##### 13.1 Liability Cap EXCEPT FOR FRAUD, DEATH OR PERSONAL INJURY CAUSED BY NEGLIGENCE, OR OTHER LIABILITY THAT CANNOT BE LIMITED UNDER UK LAW: - Our total liability under this Agreement shall not exceed the fees paid by you in the 12 months preceding the claim - This limitation applies regardless of the legal theory of the claim ##### 13.2 Exclusion of Consequential Damages NEITHER PARTY SHALL BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING: - Lost profits or revenue - Loss of anticipated savings - Loss of business opportunity - Loss of goodwill or reputation - Loss or corruption of data (beyond our backup obligations) ##### 13.3 Essential Basis of Bargain You acknowledge that we have set our prices and entered into this Agreement in reliance on the limitations of liability set forth herein. #### 14. TERM AND TERMINATION ##### 14.1 Term This Agreement begins when you first access the Service and continues for the Production Period specified in your order. ##### 14.2 Termination for Convenience Either party may terminate upon 30 days written notice, subject to payment for services rendered. ##### 14.3 Termination for Cause Either party may terminate immediately if the other party: - Materially breaches this Agreement and fails to cure within 10 days of notice - Becomes insolvent or enters administration/liquidation - Breaches confidentiality obligations ##### 14.4 Effect of Termination Upon termination: - Your access to the Service will cease - All outstanding fees become immediately due - You may request data export within 30 days - Provisions surviving termination remain in effect #### 15. SUPPORT AND MAINTENANCE ##### 15.1 Support Services We provide: - WhatsApp and phone support during UK business hours (9:00-17:30 GMT/BST) - Email support with response within 2 business days - Training via video conferencing as agreed ##### 15.2 Updates and Maintenance - We may update the Service to add features or fix issues - Scheduled maintenance will be notified 48 hours in advance - Emergency maintenance may occur without notice #### 16. DISPUTE RESOLUTION ##### 16.1 Informal Resolution The parties shall first attempt to resolve disputes through good faith negotiations. ##### 16.2 Arbitration If informal resolution fails, disputes shall be resolved through binding arbitration under the LCIA Rules in London, with proceedings in English. ##### 16.3 Exceptions Either party may seek injunctive relief in courts for: - Breach of confidentiality - Intellectual property infringement - Violations likely to cause irreparable harm #### 17. GENERAL PROVISIONS ##### 17.1 Governing Law This Agreement is governed by the laws of England and Wales, without regard to conflict of law principles. ##### 17.2 Entire Agreement This Agreement, including any Order Forms and our Privacy Policy, constitutes the entire agreement between the parties. ##### 17.3 Amendments We may update these Terms with 30 days notice for material changes. Continued use after changes constitutes acceptance. ##### 17.4 Assignment - You may not assign this Agreement without our written consent - We may assign to affiliates or successors with notice to you ##### 17.5 Force Majeure Neither party is liable for delays or failures due to circumstances beyond reasonable control, including: - Acts of God, natural disasters - War, terrorism, civil unrest - Government actions or regulations - Pandemic or epidemic - Internet or telecommunications failures ##### 17.6 Severability If any provision is found unenforceable, the remainder continues in full effect. ##### 17.7 Waiver No waiver is effective unless in writing and signed by the waiving party. ##### 17.8 Notices Notices must be in writing to: - **Us**: Another Haystack Ltd, 3rd Floor, 86-90 Paul Street, London EC2A 4NE, or [directors@anotherhaystack.com](mailto:directors@anotherhaystack.com) - **You**: Your registered email address or billing address ##### 17.9 Third-Party Rights This Agreement does not create any third-party beneficiary rights except as explicitly stated. ##### 17.10 Relationship The parties are independent contractors. Nothing creates a partnership, joint venture, or employment relationship. #### 18. SPECIFIC PROVISIONS FOR PRODUCTION COMPANIES ##### 18.1 Production Transfers Accounts may be transferred between productions or studios with our written consent and appropriate documentation. ##### 18.2 Multi-Department Use Productions may allocate user accounts across multiple departments according to their needs within licence limits. ##### 18.3 Chain of Title You represent that you have all necessary rights and clearances for Content uploaded to the Service. ##### 18.4 Union Compliance You are responsible for ensuring your use of the Service complies with any applicable union agreements or industry regulations. #### 19. SCREENSHOT PROTECTION (WHEN ENABLED) Where screenshot protection is enabled for a Project: - Technical measures will be implemented to discourage unauthorised capture - You acknowledge these measures are not foolproof - We are not liable for any circumvention of protection measures #### 20. CONTACT INFORMATION **Another Haystack Ltd** 3rd Floor, 86-90 Paul Street London EC2A 4NE United Kingdom **Support:** Email: [support@anotherhaystack.com](mailto:support@anotherhaystack.com) **Legal Notices:** [directors@anotherhaystack.com](mailto:directors@anotherhaystack.com) --- **BY USING THE SERVICE, YOU ACKNOWLEDGE THAT YOU HAVE READ, UNDERSTOOD, AND AGREE TO BE BOUND BY THESE TERMS AND CONDITIONS.** **Last Updated: 1st February 2025** **Version: 1.0** ---