MovieSite manual

  training manual 
MovieSite

This comprehensive ​MovieSite​ training manual has been written to provide you with a 
how to, step by step guide of everything you need to know for every module within 
MovieSite​.  
 
How to use this manual. 
 
We know how complex MovieSite is. Therefore, each​ MovieSite​ module has been 
broken up to create manageable bite size chunks where appropriate. You can use the 
contents headings to jump to a particular module section, alternatively, you can sign 

into the back-end of ​MovieSite​ and simple click the at the points where you would 
like to find out more and this will take you directly to the appropriate section of the 
manual. 

 

 
MovieSite training manual 

 

Login 

 

The first thing you need to do is l​ ogin.​  
You do this at “​https://secure1.openbrolly.com/digitalsite/password.cfm”​ . 

You will notice a twitter feed on the left of the screen that may provide useful system 
information. 
On the right you are asked to login with your email address and password you have 
been provided. You will also receive this login address. On your first login you should 
change your password to one that you will remember. (please refer to the change 
password guide for more details) 
If it is your first log in or you have asked for a password to be resent you will be sent to 
‘the ‘Your account’ screen. Here you can : 
1. update your password to something you remember. 
2. Optionally, Switch on and off background images on the Moviesite screen, 
3. Optionally, Change the way Location images are shown in the location record. 

You can now go to the home screen of M​ ovieSite​.   1 

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MovieSite training manual 

 

Changing your password 

 

To change your password, please click on the Forgotten your password link  

Enter your email address, then check your emails. You will receive the following: 
 

 
Click the link. 
 
Enter your new password and click change password and your password has been 
changed. 

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MovieSite training manual 

 MovieSite Dashboard 

The MovieSite dashboard will look different 
if you have the filming applications module, 
please refer to the filming applications 
section for more details. 
 

This dashboard is your home screen, from 
here you can click through the tabs to enter 
the different modules. 
 
By Clicking through this tabs you will see any reminders set within the next 14 days 
under the related module. 
 

C  ontacts tab 

K  ey Searches    3 

 

Here you can search for a contact. 
Complete all or some of the fields which are relevant and 
click search.  
If you have no details, click search. 
 
This will produce a list for you to choose 
from. You can click on any of the blue fields 
to enter that contact record.  

 
 
 
Here you can add contacts to a list. Tick the 
box and click +Ticked to list. 
 
 

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MovieSite training manual 

 

Here you can select and add to list or create a new list, please name and select. Your 

contact/ list will then be created. 

 

The last search tab will produce the list as above. 

 

A  dd a new contact 

 

Here you can add a new 

contact to your database. 

Complete the following: 
● Record information 
● Production guide 

categories 
● Contact details 
● Production guide 

information 
● Production guide Misc 
● Reminders and internal use 

 

Once completed please click Add record. 

 

Now you have added your contact, you can 

manage Cv’s, upload files and delete them. 

Lists are available as functions in all Moviesite modules.

Here, we shall look at the use in C​ ontacts​ as it is the most sophisticated.
First go to the contacts search screen and select a contact.
Here we link our contact to a production project. 
 

L  inked Records 

 

You can also link it to a Contact / Location / 
Project 
 
Complete the following fields and click add 
link.  

 

 

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 Project / Enquiries tab 

 
Production tracking is at the centre of Moviesite. It is through this that you can work 
with productions and report on the activity of the film office. 
 
First, we give an example of you creating a production/enquiry from new.  
Production / enquiries can be created by the system when a permit application is made, 
an enquiry is made using the online form or you may enter the information yourself. 
 
You start from the H​ ome​ screen and click on 
Productions / Enquiries​. 
 
You will arrive at the ​Project and Enquiry 
Search ​screen. 
 
Under the top menu you will see the ​Last 
Viewed​ list of projects and enquiries you 
have looked at recently. 
 
In the search you can combine terms to search for. Remember to choose R​ ecord Type 
to restrict the 
search. 
 
When you press 
Search​ you will 
have a listing of 
results. 
 
You may also do 
a History search. 
This looks 
through the 
history field of 
productions. 
 
 
When you have the search results you may go into each record. As an aid, if you see a 
yellow square it means the record has been given a status as part of a project that is 
going forward. If you rollover the square you will see the status.

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Click on N​ ew
Project​ to create
a record from the
start.

Under R​ ecord
Information for
New Project y​ ou
should enter a
project title.
Then, type of
enquiry. Any field
with a ​*​ is
mandatory.

The next section you should fill is Production Contact Details. We recommend you only 
enter the initial ​production contact i​ nformation; subsequent contacts should be added 
through links 
 
You need to 
give the project 
a type and any 
other 
information 
you have. Note 
that a new 
record may be 
created by the 
enquiry 
systems, in 
which case the 
project type 
will be pre 
filled. 

In this section you can note the project status and any summary project size 
information such as budgets and crew. 
 

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We recommend you also fill in the​ Production Contact detail​s at this stage. Only fill the 
initial contact, we will show you how to add more in the next video. 
 
You should click on ‘A​ dd 
record’​ at this stage. 
 
What you add to a 
production tracking record 
often depends on what is 
happening to the production 
at the time.

Record information for a 
new project​ is the basic 
core information for any 
project and any field with an 
*​ must be completed 
We have a choice of 
additional topics: 
GDPR​ - Is a European 
requirement to record 
consent for holding data 
in certain situations.. 
This is covered 
separately. 
Spend Sheet Summary 
- This holds the totals 
collected on activity and 
spend on productions 
for monitoring and reporting. 
Movie Map​ - The ability to record tourist specific information about the production for 
use on tourist maps. This is covered separately. 
Linked Entries ​- This is key, all additional contacts, locations are done through this. 
Activities and Detail ​- Records the office work on the production. 
Dates and Statistics​ - Key dates that can be monitored on or reported from. 
Transmission / Release​ - additional information to remind you about PR. 
Web Brochures​ - These are the brochures created in response to this project, (see 
location marketing) 

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Documents​ - Are where you can see any docs you have for this project such as 
spreadsheets, background information etc. 

 
Some key everyday tasks: 
 

1. How do I add a contact and location to this project? 
2. How do I record spend and days on location? 
3. How do I add a document the production have sent me? 
4. How do I know what brochures we’ve sent them? 
 
Contact 
adding 
 
Go to l​ inked 
entries.​  

You can link to 
locations or 
other 
productions 
but here we 
will look at a 
contact. 
Click on the 
‘+’ next to 
linked 
contacts.​  

This allows you to create a link to the person. You can describe the type of link with the 
dropdown. Begin to type their name in ‘​Please select a valid record to link’​ . 
You then just select them from the drop down and click on ‘A​ dd link​’. 
 
If you now go into l​ inked entries ​you will see the new contact. 
 
If it's a new contact you click on ​Add Contact​. This allows you to enter the contact in 
the database and you go to l​ inked entries​ and add the project instead. 
 
 
 

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 Locations tab 

 
From the ​home screen​ click on the ​Locations​ tab. 
This takes you 
to the 
Locations 
search screen. 
All the search 
screens in 
Moviesite are 
powerful and 
let you look for 
records in 
great detail. 

Note: you can 
also create a 
new location 
record​ from 
the tab. 
 
Under ‘l​ ocation search​’ you can see the links to the last 5 locations you looked at. 
Under ‘k​ ey searches​’ you can see all the categories you can search on in the ‘real time’ 
search on the right. This is a handy shortcut to records but you can get a full listing of 
the search results by clicking on ​‘search’​ below. 
Below are ‘a​ dditional searches​’ that allow you to search for information you do not 
usually look for. 
This gives a 
straight listing 
when you click 
‘search’. 
 
When you first 
come to this 
screen no 
categories will 
be set and the 
real time search 

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on the right will show a truncated list of all locations. As you change categories you will 
see the list change. 
 
You can click straight into the location or get the search listing which display some 
more detail. Note there is and ‘And/or’ option that either lets you string categories 
together or looks for records that have any category. 
 
Here we get the full listing for cathedrals.. 
 
Under A​ dditional searches​ you can delve into the database. 
Record status and rights is a useful search item. It allows you to search for ‘public’ 
locations that are available on web site search screens, internal allows you to look for 
those that are not. 
 
Finally, there is a r​ epeat last search​ once you go to the search screen after an initial 
search. 
 
To add a location you must click on the l​ ocation tab ​on the h​ ome screen.​   
Then from the menu click on n​ ew location. 
The first thing to do under​ ‘Record information’ i​ s to give the location a name. 
 

   

Next, go to​ location address and contact​.    10 

 

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Break the location address into the relevant fields. If there are any red starred fields 
these are mandatory. 
The main contact should be the name of the contact on site. 
Again, you can complete ‘Owner’s details’. Break the address and contact details as 
much as possible. 
We suggest you ‘​Add the record’​ at this point. 
Next we scroll down to c​ ategorisation.​ And begin classifying the location. 
You may add further information on style, condition, period etc. 

 

Next click on D​ escription​.   

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Property description and external features may well be used in and online search 
database or information you send out.  
All other information is optional. 
Keywords are agreed with your office and ourselves and can extend searching. 
 
Next ​Geodata, 
The main purpose of this section will be to place the location on a map. 

 

 
 

Click to choose location  
Type in an address, postcode or building name. Zoom in on the map and click where 
the location is. The longitude and latitude coordinates are placed in the record 
 

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We suggest you update the record at this point. 
 
Now that you have added the basic information of a location you can add more detail 
and then the images. 
Firstly, you should add images. Click on ‘A​ ctions for Test GDPR​’. This will reveal a 
number of options for images and files. 

Here, we upload some images by clicking on ‘Upload New Files’. You can either drag 
the images into the top area or use the bottom area to find them on your computer.  
You can also bulk add ‘metadata’ to describe the images in the bottom form.  
You can make the images available for public pages e.g. search.  
Remember to press to ‘s​ et the metadata information for images​’. All of this 
information can be set individually if you use the m​ anage images​ option on the location 
record page. Remember to set a ​primary image​ by selecting a tick box.

The key main record sections to be completed are a​ ccess and amenities ​and 
Reminders and Internal Use. 
 
Access and amenities a​ re basic information that may be useful to a production. 
 
Reminders and Internal Use​ are useful for film office operations.  
Firstly, you can set a reminder for your office team.  

 
Second, you can record comments if there is a running conversation with that location. 
 
Third, p​ ublicly viewable​ is important. If it is set to ​internal​ the contents of the location 
e.g. images and description will not show up on any public facing pages. If it is public 
remember you can set individual images off internal or public by selecting ‘Manage 
images’ under the ‘Actions’ bar. 
 

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Finally, Data Protection Compliant is optional and you can discuss with Openbrolly. 
Location Manager ID is optional and you can discuss with Openbrolly. 
Approved is useful to manage your location database. If locations are submitted by 
owners directly on your web site they will be marked ​‘unapproved’ 

 
Start in 
the H​ ome 
screen 
and click 
Locations 

Click L​ ists 
and 
Remove 
All 
Records 
from 
Active list 

 
Search 
Locations. 
There are 
now 
several 
different 
options you 
can take. 
You can 
quickly 
search or 
complete a 
full search. 
From the 
drop down 
box select 
the 
Category​ your require and click S​ earch​. In this example we will compete a full search. 

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You can now individually tick the locations you require or​ Tick All a​ nd then click​ Add 
Ticked To List 

Your entries have now been added to the list. Click back on​ List, ​complete the first box 
with a unique reference number​ ​and click​ Create Web brochure 
Remember to tick or untick the 
relevant boxes if you require 
Maplinks, Location names and if you 
want to put all images into a single 
gallery 
 
Your Web brochure is now ready, it 
is good practice for you to preview 
your brochure before you send it out. 
You can do this by clicking the link on 
the screen. 
 
If you need to make any changes 
click ​Edit this brochure 

 
When editing, it is much like 
word. You can rename, add a 
password, share, switch off 
or make the link invalid after 
a certain date and make any 
text or image changes you 
require. When you happy 
Save Brochure 

Click V​ iew Brochure on the
web ​and share the link with
your clients.

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C  reating mini web sites from multiple brochures 

First you should decide if you wish to create a welcome page. Sometimes this is done if 
an area wants to say something about the locations overall. 
 
You should go to the Brochures page under locations (see below) 

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At the bottom of the page you can create a ‘blank brochure’. Once you create this you 
can add links to any other brochures you have created. Remember to name them 
carefully as you may want the blank brochure to represent a group of locations that you 
may keep sending out. 

Simply, highlight the text to guide the user to the new brochure e.g.​ H​ ERE​. Click on the 

link symbol . Then just type / paste in the link address to one of the 

brochures you already have. You can do this for many brochures you wish this brochure 

to link to. 

If you save this brochure and send the link to someone they will be able to click on any 

link to see other brochures you have included. 

 

M  ovieSite presenter 

MovieSite​ presenter provides you with a 
shareable online web brochure for you to 
present real time locations.  
 
Each film office user has a unique page. You 
can share the URL with people, usually for a phone or video call. You can then go into 
individual locations and send to presenter and the system will update that page in front 
of them. 

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 MovieSite Analytics 

Please select the link you wish you track the 
analytic for. This will then open a new screen 
and present you with the data. 

 

Admin Section 

All changes made here will affect all other 
users. 

 

M  ovieSite Settings 

 

All changes made here will affect all other users. 
Customising your M​ ovieSite ​environment 
allows you to make administrative changes 
to the following modules: 
 

➢ Locations 
➢ Filming applications 
➢ Filming applications (invoices) 

 

 Locations Module 

 

All changes made here will affect all other 
users. 
 
In this tab you can enter a list of contact 
email addresses to display within the 
location registration and a list of email 
addresses to notify of a new registration 
being received. 
 
You can also add the terms and conditions of the location registration if required. 
 
Note:​ the terms and conditions preview is not currently used. 
 

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 Filming Application Module 

 

All changes made here will affect all other 
users. 
 
In this tab you can set all your filming application requirements to ensure the module 
produces the data you need for reporting and producing a permit.  
 
Number of days approved applications to show on 
dashboard  
 
This field enables you to enter the number of days (up to 60) 
that you wish to keep the approved applications within a list format on the FA 
approved tab on the dashboard. 
 
Show invoice section (tick box)  
 
Please tick the box if you require the invoice payment details to be entered by the 
applicant.  
 
Please note that by ticking the box the invoice details are still optional. 
Show and make invoice section mandatory 
(tick box)  
Please tick the box if you require the invoice 
payment details to be entered by the applicant as mandatory fields. 
 
Require emergency contact for all filming 
types (tick box)   
 
Please tick the box if you require the emergency contact details to be entered by the 
applicant as mandatory fields. 
 
Location requirements- label for Highway 
customer field  
 
This field is optional. 
 

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In here you add your own field for any additional highway requirements you may have 
for the applicant to complete. Use the box to name and provide details for the 
information required. 
If you leave this blank it will not appear in the front end.  
 
Restrict shoot types - (all options are 
shown by default)  
 
This slide field allows you to select which shoot types are available to the applicant.  
If you leave as is all types will be shown by default.  
 
If you wish to restrict please highlight all of the types you require.  
 
You can highlight a single type by clicking on it.  
 
Alternatively, you can highlight more by holding Ctrl and selecting them. 
 
The following fields allow you to customise your message to the applicant regarding 
the particular shoot type, here you should 
write a description of requirements that suit 
your film office: 
 
Shoot type: Enquiry only text 
Shoot type: Aerial Filming (Filming using a 
drone) text 
Shoot type: Low key street filming (Low 
impact filming) text 
Shoot type: Standard filming on location (general filming) text 
Parking restriction (Unit base / Parking only) text  

 

List of email addresses to notify of new 
application received 

Please list all email addresses you wish to notify of a new application received. Please 
ensure you enter them as a comma separated list. For example 
[email protected],​ b​ [email protected] 

 

Send only PLI and Summary (tick box)  

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Please tick the box if you wish to only send the public liability insurance document and 
summary PDF to the applicant.  

 

FOR DISTRICT XXXX BOROUGH 
COUNCIL List of email addresses to notify 
if new application received   

Please list all email addresses you wish to 
notify of a new application received. Please ensure you enter them as a comma 
separated list. 

For example ​[email protected],​ ​[email protected] 

 

Admin Fee URL link   

Please ensure you add the URL for your 
Admin fees in this field if required. This URL is the same URL you use on your website. 

 

Terms and Conditions URL link  

Please ensure you add the URL for your 
Terms and conditions in this field if required. This URL is the same URL you use on your 
website. 

 

Code of Practice URL link  

Please ensure you add the URL for your Code of Practice in this field if required. This 
URL is the same URL you use on your website. 

Legal Agreement  

Please ensure the following is in this field, if 
this is not supplied the permit summary and 
overview can not be produced: 

(2) $prodname$ a company and whose registered office is $prodaddress$ “the 
Production Company” 

This Agreement confirms the terms on which the Council agrees to make available to 
the Production Company the 

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locations(s) detailed below for the purposes of preparing, rehearsing, filming and 
recording scenes for The 
$prodtitle$ ("the Permitted Purpose") 
 
Terms and conditions to include in Permit: xxx council  
 
Please​ i​ nput all terms and conditions you wish to be present on the permit.  
 
Permit intro: xxx COUNCIL  
Please ensure you complete this field, if this field is left blank the permit 
summary and overview can not be produced. 
An example has been provided: 

Agreement between 

(1) Screen Manchester (the film office of Manchester City Council) (the “Council“) 

and; 

Include the permit with the email 
notification to the applicant (tick box) 
Please tick the box if you wish to include the permit with the email notification to the 
applicant. 
Applicant email text notification  
Here you can add the text you wish the 
applicant to receive after submission of their application. E.g.  
Thank you for your application to film in XXX.  
You application is currently being processed and we will be in touch shortly. If you need 
to get in touch then please contact: YOUR CONTACT DETAILS. 
 
Default email signature for outgoing 
messages  

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Here you can add your default email signature for outgoing messages, this could 
include your contact details etc. 

 

Email address that replies to messages 
sent via MovieSite should come to. Leave 
blank to default to the logged in user.  

 

Please list all the email addresses you wish to receive replies to via ​MovieSite.​ ​Please 
ensure you enter them as a comma separated list. 

For example ​[email protected],​ ​[email protected].  

 

Alternatively, leave blank and the logged in user will receive them by default. 

 

Replies should come to the original sender's 
email too, if field above is not blank. (tick 
box)   

This should be ticked if you require the replies to come back to the original sender's 
email too, if field above is not blank. 

Automatically create spend sheets when an application is approved / issued. (tick 
box)  

T​his should be ticked if you wish to 
Automatically create spend sheets when an 
application is approved / issued. 

 

Filming Application Module (Invoices) 

 

All changes made here will affect all other 
users. 
 
In this tab you can set all your filming 
application invoice requirements to ensure the module produces the data you need for 
reporting and producing an invoice.  
 

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Number of days Paid Invoices to show on Dashboard  
 
This field enables you to enter the number of days (up to 60) that you wish to keep the 
approved applications within a list format on the Paid Inv tab on the dashboard. 
 
Invoice Reference Prefix  
 
Here you can add an invoice reference prefix if required for an additional reference.  
 
Name of invoice, e.g. Invoice or Request for 
Payment  
 
Here you can name the invoice. This will appear on the invoice so please ensure your 
name is correct. 
 
Text to include in invoice header  
 
Here you can add a header to your invoice if 
required. If you leave blank no header will 
appear. 
 
Text to include in invoice footer  
 
Here you can add a footer to your invoice if required. If you leave blank 
no header will appear. 
 
Please ensure you enter the following fields with the film office contact 
details if applicable: 
 
If you have setup either WorldPay or Civica please ensure you contact 
Openbrolly to complete the setup. 
 
 
 
 
 

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MovieSite Users 

 

 

 
All changes made here will affect all other users. 

This screen allows you to make administrative changes to the users configured within 
your environment. 

You can have up to 10 user licences. 

The table shows the user’s name, email address, security level and the module available 
for their use. 

To make changes please click on the fields, delete current entries and refill with the 
correct information. When complete press the make changes button and close the 
screen. By deleting the email address you will permanently remove the user. 

 

Filming Applications Module 
Dropdowns 

Location Notices 

 

All changes made here will affect all other 
users. 

Use this screen to update notices to be 
displayed if the text is entered as a location 
name in filming applications.  

For example: if someone enters: 

"A96" as all or part of a location name display " 

The A96 will be resurfaced from January to March and access may be restricted.  

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See www.council.gov.uk for information."  
When complete press the make changes button and close screen. 

 

Invoicing Module Dropdowns  

Invoice Budget Codes 

 

All changes made here will affect all other 
users. 
 

Use this screen to make changes to invoice 
budget codes. ​When complete press the 
make changes button and close screen. 

 

Location Module Dropdowns 

 

All changes made here will affect all other 
users. 
 
 

 

Location Categories (Back End) 

 

All changes made here will affect all other 
users. 

Use this screen to make changes to this drop 
down list. When complete press the make 
changes button and close screen. 

Location dates    26 

 

All changes made here will affect all other 
users. 

 

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Use this screen to make changes to this drop 
down list. When complete press the make 
changes button and close screen. 

Location Districts 

 

All changes made here will affect all other 
users. 
 
 
 

Use this screen to make changes to this drop 
down list. When complete press the make 
changes button and close screen. 

Location Parking 

 

All changes made here will affect all other 
users. 

Use this screen to make changes to this drop 
down list. When complete press the make 
changes button and close screen. 

Regions 

 

All changes made here will affect all other 
users. 

Use this screen to make changes to this drop 
down list. When complete press the make 
changes button and close screen. 

Settings    27 

 

All changes made here will affect all other users. 

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Use this screen to make changes to this drop down list. When complete press the make 
changes button and close screen. 

Styles 

 

All changes made here will affect all other 
users. 

Use this screen to make changes to this drop 
down list. When complete press the make 
changes button and close screen. 

Keywords 

 

All changes made here will affect all other 
users. 

Use this screen to make changes to this drop 
down list. When complete press the make 
changes button and close screen. 

 

Production Tracking Module 
Dropdowns 

 

Production Areas 

 

All changes made here will affect all other 
users. 
 

Use this screen to make changes to this drop 
down list. When complete press the make 
changes button and close screen. 

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Production Sources 

 

All changes made here will affect all other 
users. 
Use this screen to make changes to this drop down list. When complete press the make 
changes button and close screen. 

 

Contacts Module Dropdowns 

Production Guide / Contact 
Areas 

 

All changes made here will affect all other 
users. 

Use this screen to make changes to this drop 
down list. When complete press the make 
changes button and close screen. 

Production Guide Activities 

 

All changes made here will affect all other 
users. 

Use this screen to make changes to this drop down list. When complete press the make 
changes button and close screen. 

 

R  eports Section 
 Standard Reports 

 
Here you can run standard reports and 
download them as a CSV spreadsheet. 
 
 
 

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 Filming Applications and Invoices 
Invoics: Charge sheet spreadsheet 

 
Please enter the start and end dates you wish to 
run reports from and to, click the Get invoices 
button and the spreadsheet will download 
automatically. 
 

 
 
 
 

F  ilming Applications spreadsheet 

 

Please enter the start 
and end dates you 
wish to run reports 
from and to. T​ his 
report based on 
filming start date. Only 
issued and approved 
filming included. The filming day are estimated based 
on the filming start / end dates, and may not reflect 
the actual filming.,​ click the Get invoices button and 
the spreadsheet will download automatically. 

 

 Production Tracking  
Filming Activity Report 

 
Please complete the fields and click run 
report and the spreadsheet will download 
automatically. For large amounts of data the 
report may take a few minutes to run.  

 

Enquiry Report 

Please complete the fields and click run 
report and the spreadsheet. 

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Click the click here to download link and your 
report will automatically download. 
For large amounts of data the report may 
take a few minutes to run.  

 

Projects Filmed at a Location 

 
Please type in the name or parts of the name 
of a location you wish to collect data from 
and click submit. The spreadsheet will 
download automatically. 

 
 
 
 
 
 
 

 Crew & Facilities 
Crew Category Used 

 
Here you will find a list of all the crew 
categories used and how many on the 
records. 
 

 
 
 
 
 

Production Guide Entrants Not 
Updated In Last 120 Days 

 

Here you can find a list of crew members that 
have not been updated within the last 120 days.  
 
You can change the day period up to 365 by using the dropdown field and selecting the most 
appropriate period.  
 

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 Locations 

 

Location Category Report 

 

This report searches through the locations table 
picking up each one of the 10 categories 
allocated to every location.  
It then removes any duplicates and blanks and 
compares each one individually to the location 
categories as used in the backend section.  
 
If it finds a match it is ignored (This means the category found is already in the backend admin 
table) otherwise it highlights this in red then further searches for the location names of any 
locations that use this category and shows them in purple.  
 
This means these locations shown in purple have 1 or more categories that aren't in the 
backend admin table so you need to either add this category there or go to the locations in 
MovieSite​ and select a different category where this one is selected in the Categorisation 
section. 
 

Locations Not Updated In Last 120 Days 

 

Here you can find a list of locations that have not 
been updated within the last 120 days. You can 
change the day period up to 365 by using the 
dropdown field and selecting the most 
appropriate period.  
 
 
 
 
 

 MovieSite Ad-Hoc Reports 

 

Your Ad-hoc reports will appear here once you 
have created them. You can then do the following with them: 

● Edit report 
● Preview it on the web 
● Export to excel 
● Export to word 
● Delete report 

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 Create New Ad-Hoc reports 

 

To create an Ad-Hoc report please enter a 
UNIQUE report name that you can relate to, 
select from the dropdown field which base you require from the report, click next step, highlight 
the available columns required in the report and click add. 
 
Click select group and complete the following fields on the next 2 screens, click save report. 
 
This will take you back to the reports tab saving your preferences, you will see your report in 
the​ MovieSite​ Ad-Hoc reports section. 
 

M  ovieSite Inbuilt Reports 
Website Statistics Report  

 

Here you can see the site usage statistics by 
clicking on the button. Please ensure you click 
and select the start and end dates you require 
and click the submit report dates button for the 
statistic report to collect the data within your 
date range. 
 

Locations Report 

 
 

Please select the requirements you wish to run 
the report from by using the dropdown boxes. 
Once complete click submit and your report will 
automatically download.  
 
 

 Calendars 

 

Adding M​ ovieSite​ iCal Calendars to your Calendar Application 
 
This currently applies to the ​MovieSite​ Filming Application Calendar, available on the 
MovieSite d​ ashboard to filming application module users.  
Subscribing with your default application 

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You may be able to subscribe to the calendar simply by clicking “Subscribe” next to the 
relevant calendar.  
 
This will work on most mobiles and some PCs.  
 
Note that Apple Calendar on the Mac does not do a good job of displaying multi-day 
events.  
 
Subscribing with Microsoft Outlook for Windows 
 
Microsoft Outlook for Mac does not currently 
support calendar subscriptions. 
 
In Outlook for Windows: 

1. Select the calendar  
2. Select “Open Calendar” from the ribbon 
3. Select “From Internet” then paste in 
the URL that appears under the subscribe 
button in M​ ovieSite 
4. In the dialogue that opens, select “Yes” 
 
The calendar will automatically become 
available on Outlook and will be updated 
periodically.  
 
 

Subscribing with Google Calendar 

 
1. In Google Calendar, under Other Calendars, click the + symbol 
2. Select “From URL” then paste in the URL that appears under the subscribe 
button in M​ ovieSite 
3. DO NOT select “Make the calendar publicly accessible”. Doing so may disclose 
confidential information.  
4. Click “Add Calendar” 

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Notes 

The calendar URL can be shared with non-​MovieSite​ users - for example, a member of 
staff in the roads department. The feed contains potentially confidential information, so 
should be shared with care.  
 
In the event of you wishing to stop access to the calendar, contact the ​MovieSite 
Helpdesk team. They will be able to change the long “key” that is at the end of the URL 
so that a new one is required. Everyone who was subscribing to the calendar will have 
to resubscribe with the new URL - it’s not possible to block just one user. 
 

F  ilming applications 

The M​ ovieSite​ dashboard for filming 
applications allows you to see the new 
filming applications (FA) that come into the 
film office. With these you can tick the box 
on the left of the application and either: 

Add selected to a new project  

Or 

Add selected to existing project 
 
If you add to a new project a new record will be created from the information supplied 
by the applicant. This will auto generate a new record reference number.  
The new application will then been shown in the box on the left under the filming 
application tracking tab. 
 
By adding the selected to an existing project, the application will attach to an already 
existing record. These applications will be shown in boxes under the filming application 
tab. 
 
When an application is submitted the box will be purple and set with a status of 
processing. This status will remain until changed under the actions tab. 
 

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All current applications can be found in the dashboard under the Current FA tab. You 
can search for only the applications that were allocated to a project by yourself or your 
team, by clicking the Filter on / off button. This list provides you with a simple view of 
the application in progress. By clicking on the project title (text in blue) it will take you 
directly into the project. 
 

 
 
When changing the status to:  
 
Change back to draft,​ the box will appear red. The application will be returned back to 
the applicant to allow them to make further amendments. The applicant will receive an 
email notification to inform them, along with a link back to the front end for ease.  
 

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Issue the permit - (DO NOT EMAIL IT) and Issue the permit - (AND EMAIL IT)​, for 
these statuses the box will appear purple and have stripes through it in the first 
instance. This means that the permit is being issued (this may take several minutes. 
Once issued the box will appear Green. Please note, the difference between these 
statuses. By changing the status to the I​ ssue the permit - (DO NOT EMAIL IT)​ mean 
the permit will not be sent to the applicant. Alternatively, by changing the status to 
Issue the permit - (AND EMAIL IT)​ the permit will be issued and emailed automatically 
to the applicant for their reference. 
 

 

   

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Approve this application - (NO PERMIT ISSUED), ​the box will appear green. The 
application will be approved and no permit will be issued.  
 

 
 
When you issue or approve an application it will appear in the Approved FA tab on the 
dashboard. Here you can search for an application in the search field. Alternatively, a 
list of all approved and issued applications will be provided. This list provides you with 
a simple view of the application in progress. By clicking on the project title (text in blue) 
it will take you directly into the project. 
 

 
 
 
Cancel this application, ​the box will appear grey. This status will cancel the application. 

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When clicking on the box on the application box the right hand side of the screen will 
appear. This will provide you with several tabs to interact with the application and 
correspond with the applicant and other external and internal departments. 

 

The​ Application overview​ tab, this provides a complete overview of the application 
including the name of the application, description, location details, shoot information, 
emergency contact details and enquiry type. Here you can make small amendments to 
the title name and change the location name, once complete pree the update button. 

 

Actions tab,​ this is where you change the statuses in order to issue and approve the 
permits. 

The message box allows you to write individual messages to accompany the permit. If 
you don’t want to send an email to the applicant click the Clear message button to 
delete all the text in the message box. If you choose the option to issue a permit and 
email it will always be sent as a PDF in a separate email.  

 

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Docs/ Create message​ tab, here you will find a complete list of all the documents 
associated with the application, including all uploaded supporting documents sent by 
the applicant, the short application generated by the system and sent to the applicant 
upon submission on the application and the complete PDF permit once issued and 
approved. 

You can tick the most appropriate documents and email the files 
out by clicking the email ticked files button. 

This will open the following screen for you to send out much like 
an email.  

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Please note, you can click under the contact list to send: and providing you have 
created a list starting with FA and a space, all email addresses will be shown. 
Alternatively, you can use the search a contact to send to field, the contact you select 
will then appear in the box below. If you wish to add more contacts please ensure you 
separate the email addresses with a comma. 
 
Please tick the boxes if you wish to disclose recipient email addresses to all recipients, 

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allow reply to all original recipients, DO NOT receive a copy of this message and to 
include a link to allow recipient to quickly note “no objections”. 

 

 

Message inbox tab,​ here you will find a complete audit trail of all in and outgoing 
messages relating to the application.  

 

By clicking the Create a new message, Reply or forward 
buttons, the email screen will open allowing you to respond 
where required and forward the correspondents to other 
relevant departments i.e. highways.  

Please note, you can click under the contact list to send: and providing you have 
created a list starting with FA and a space, all email addresses will be shown. 
Alternatively, you can use the search a contact to send to field, the contact you select 

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will then appear in the box below. If you wish to add more contacts please ensure you 
separate the email addresses with a comma. 
 
Please tick the boxes if you wish to disclose recipient email addresses to all recipients, 
allow reply to all original recipients, DO NOT receive a copy of this message and to 
include a link to allow recipient to quickly note “no objections”. 

When you send or receive a message it will also appear in the Messages FA tab on the 
dashboard. A list of all messages and the related projects will be provided. This list 
provides you with a simple view of the messages in progress. By clicking on the project 
title (text in blue) it will take you directly into the project. 

 

 

 

Locations tab,​ the locations tab provides you with an overview of the location details. If 
you notice the location name is incorrect you can amend it here. Please remember to 
click the Save location names button. 

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Activity tracking tab​, the activity tracking tab provides you will a complete audit trail of 
activities applied to the application.  

 

 

 

 

 

 

 

 

 

By clicking the +/- Add new action, you can record a new action, simply enter a title, 
select the date, description and a contact if required. You can also upload a supporting 
document if necessary and click add action. This will generate the new action and it will 
appear in the list as above. 

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Applicant details tab​, the applicant tab provides you with an overview of the 
applicants details. The phone number and email address are clickable and will open a 
new screen either for you to pick an application or take you straight to the option 
selected i.e. Skype or your email box. 

 

Set reminders tab​, much like the activity tracking this tab allows you to set reminders 
for internal use only.  

 

 

Any reminders set here will appear on the dashboard under reminder FA. By clicking on 
the project title (text in blue) it will take you directly into the project. 

 

 

 

Move tab,​ the move tab allows you to move the application to a different project if you 
have attached it to the wrong one. Simply click the dropdown and choose the correct 
project. Once selected click the move button. A message will appear stating that the 

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application has been moved. By clicking the Been moved text (in blue) it will open the 
project you have moved the application to. 

 

 

Filming Application invoicing 

 

The invoicing tab allows you to write and send out invoices. The data entered by the 
applicant will be entered within the following fields if that have completed them on the 
front end. These can be made mandatory in the admin section. Please see the admin 
section for more details regarding setting this up. 
Please note that you can amend the details if required by simply typing over them and 
clicking the update record button.  

Once the fields have been completed please click the Open invoice tab. 

 

 
This will open the following screen.  

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A list of the current, draft and paid invoices attached to the project will be displayed. 
To make a new invoice please click the add draft invoice button. 

This will open the following screen. 

 

   

You can add a PO reference number and invoice reference suffix if  46 
required. Then click the Add a line button. 

This will show a new line. Click the edit button and complete the required 
fields.  
You can edit the VAT and Budget code descriptions in the admin section. 
Please see the admin section for more details on how to set this up. 

Once you have completed the required fields please save. 

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Ensure you have ticked the correct boxes you wish to send the invoice to. 

 

Then change the status action by clicking the dropdown and then click the update 
invoice button. 

 

This will produce an invoice URL which you can copy and paste into a message, email 
etc. 

 

The URl will produce the following, this will allow the finance department or person 
paying to pay online and download as a PDF for audit purposes. 

   

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The current invoice tab on the dashboard will provide you with a list of unpaid issued 
invoices. By clicking on the project title (text in blue) it will take you directly to the 
project. 

 

The paid invoice tab on the dashboard will provide you with a list of paid issued 
invoices. By clicking on the project title (text in blue) it will take you directly to the 
project. You can also Search for and invoice by entering part of the invoice number. 

 

The draft invoice tab on the dashboard will provide you with a list of draft invoices. By 
clicking on the project title (text in blue) it will take you directly to the project. 

 

 

R  ecording spend and activity 

 
There are two ways of doing this; electronically sending forms to productions for them 
to complete. As they do the information is recorded against the record. 

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The second 
way is to use 
average 
spend 
formula.  
 

These are based on figures from the production guild in the UK and widely used. You 
decide the type of production it is, the number of days used, then click on ​Click to 
Recalculate Total Spend​. These are current formulae which may be updated with 
future agreements with guild. 
 
 
 
 
 
 
 

Recommend you discuss with us separately if you wish to use manual spend sheets. 

 

 

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