Compliance documents

Grace auto-generates 8 standard compliance document types as PDFs. Most fire automatically as a side-effect of normal call-sheet, safety, and timecard activity. The AD prints, collects signatures, and uploads the executed copy back.

Lifecycle

Every compliance document goes through:

  • Draft — initial state. Grace generated it; nobody signed yet.
  • Pending signature — sent to signers (e-signature integration on the roadmap; manual via email today).
  • Executed — signed copy uploaded back to Grace. The draft stays on file for audit; the executed version replaces the live copy on the row.
  • Expired / Superseded — for documents with effective/expiration dates.

The 8 types

1. Exhibit G

The standard SAG-AFTRA Exhibit G — every working cast member's hours on a given day. Auto-generated when a call sheet with cast on call is approved.

Contents:

  • Cast name, character name, contract type
  • Day length (call → wrap)
  • Meal periods
  • Studio teacher hours (for minors)
  • 1st AD sign-off line

2. Turnaround Waiver

Auto-generated when call-sheet approve detects a turnaround violation. Affected roles (anyone scheduled both days) listed with the gap shortfall.

Contents:

  • Yesterday's wrap time
  • Today's earliest call time
  • Gap (e.g., 9.5h)
  • Required minimum (12h for IATSE)
  • Shortfall (2.5h)
  • Per-role list of who's affected
  • Signature lines

3. Meal Penalty Acknowledgment

Auto-generated when meal timer crosses the union threshold. Tracks penalty units and crew/cast affected.

Contents:

  • Day's general call
  • First meal time (planned)
  • Actual meal start (from timecards or marker)
  • Minutes past threshold
  • Penalty units accrued (= floor(minutes / 30))
  • Per-role list + signature lines

The budget automatically logs the penalty cost to the meal-penalty line for that day.

4. Studio Teacher Report

Required when minor cast are on call. Auto-generated.

Contents:

  • Minor's name, age, character
  • School hours (3h required for K-12)
  • Set hours
  • Rest periods
  • Meal break time
  • Total day length (capped per CA Education Code by age)
  • Studio teacher signature line

5. Injury Report

Manual generation. Use the compliance dashboard's + NEW INJURY REPORT button.

Contents:

  • Incident time + location
  • Who was involved
  • Department(s) affected
  • Description of incident
  • Medical action taken
  • Witnesses
  • 1st AD + medic sign-off

A richer in-app form for incident data entry is on the roadmap; today the generator uses a shell template.

6. Safety Meeting Sign-In

Auto-generated when the Safety Bulletin card's MARK MEETING DONE button is clicked. Captures initials, timestamp, attendees.

Contents:

  • Date + shoot day
  • Hazards covered (stunts / SFX / weapons / animals / etc. from today's elements)
  • Marker initials + timestamp
  • Attendee sign-in lines (manual fill on print)

7. Daily Crew Timesheet

Auto-generated from the timecards page (button) per shoot day.

Contents:

  • Per-crew row: name, dept, role, contract type
  • Times: in / meal out / meal in / 2nd meal out / 2nd meal in / wrap
  • Hours worked + OT
  • Initials (bold for overrides, italic grey for Grace prefills)
  • Meal penalty footer if applicable

8. Daily Cast Timesheet

Same as crew but for cast with the longer flow:

  • Arrived / makeup in / on set / meal out / meal in / wrap / dismissed
  • Meals / Penalty / Violations count
  • Character name + work day type (Work / Travel / Hold / Rehearsal)

Format conventions

All PDFs share consistent chrome:

  • Header — production title, "OBELISK STUDIO" / "GRACE PRODUCTION OS" branding, day + date.
  • Body — type-specific content.
  • Footer — page numbering, generation timestamp, document ID for audit.

Signature blocks are tabular: name / role / signature line.

Print convention: light theme. PDFs always render on white background even when the live app is dark.

Day-bucketing on the compliance dashboard

The compliance dashboard groups documents by shoot day from the document title (e.g., "Exhibit G — Day 3"). Keep the day number in the title and the grouping will keep working.

On the roadmap

  • Per-jurisdiction Minor Work Permits — each US state has different forms (CA EC, NY DOL, GA Labor, etc.). Requires per-state legal review before templating.
  • SAG-specific compliance variants — Low Budget exemptions, Ultra Low Budget hour tolerances, Short Project Agreement variants. Tied to the production-size field.
  • E-signature integration — vendor decision is locked. The 8 generators will hook into the e-signature flow: documents transition from draft → pending signature on submission, then auto-flip to executed when the signed copy comes back. Today, signing is paper-first: AD prints the PDF, collects signatures, scans, and uploads the executed copy.