Getting started as a Production Manager

Create your first production

The first step in Kitsu is to create a production. Click on the Create a new production button.

Enter your production name, choose TV Show if you need more than one episode.

Then you have to fill in technical information, such as the number of FPS, the Ration, Resolution.

All these data will be used when Kitsu reencodes the video previews uploaded.

Then you need to define start and end dates for your production.

In the next part, 3 to 6, you can define your production pipeline. First, you need to select your asset task type, shot task type, and task status and asset types.

Then 7 and 8 are the option parts. If you already have a spreadsheet with your asset/shot.

See the batch Action section for more details.

Batch Action

Validate everything with the button.

Introduction to Kitsu global page

Welcome to the global asset page of Kitsu.

Let's take a look around.

On the top part (1), you have the global navigation, and this part is always visible throughout all the pages of the production.

With the main menu button you can go to your productions, your tasks (it's common to all permissions). And because you are an administrator, you have access to extra options, like the global view of the schedule, timesheets of your whole studio, and workflow customization.

You can choose between production. The name of the actual production is displayed now, but thanks to the drop-down menu, you can navigate from production to production (if you have several).

The next drop-down menu is here to help you navigate through the different pages of the production. You always start with the asset page, but you can switch to shots, sequence, statistics, team, breakdown. With this drop-down menu, you can also change the setting of the production (including the workflow).

If you have defined your production as a TV Show, you will have an episode drop-down menu with the All assets, Main pack, and episode options.

On the right part of the top screen, you have the the global search and also news from Kitsu. You can see with an animated gif all the new features.

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Then, the bell shows you your notification (assignation, comments, tag), and then your avatar to open your menu (setting, documentation, etc.)

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The second part of the screen is common to the asset and shot page. This part always sticks to the top of the page, even if you scroll down.

The first element on the left is the filter box. You can type anything you want for simple filtering, sequence, asset type, etc.

If you need more advanced filtering, please use the filter builder button.

You can then save all the filters and use them as your pages.

On the right part of the screen, there is some button (from left to right), hide or display the assignation, hide or display the extra column, enlarge or reduce the thumbnail,

batch import thumbnail , and finaly export or import data.

Below you have the name of the column. the (+) next to Name is here to create a new custom column. Then you have the name of the task type column.

On the far right of the screen, next to the scroll bar, is the option to hide and display a text column .

We have created a Studio and test custom column in this example.

The last part (4), at the bottom of the screen, is the sum-up of your displayed page. It means the sum up will update if you filter the page.

You can see the number of elements (assets or shots), the total number of estimated days, and the total number of already spent days.

Create assets

So, now you have the first script for your production. Next, it's time to do the breakdown and the creation of the assets. Finally, it allows you to list your assets, dispatch the work to the artists, and follow each related task's progress.

Let's begin with the asset page. You can access it via the drop-down menu at the top of the page.

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On the asset page, click on Add assets.

A pop-up window opens:

It asks you to choose the asset Type (1): Camera, Characters, Environment, FX, Props, ...
Let's start with a character.

Then, you select the Main Pack, or the episode (2)

We give it a Name (3) and enter a description that helps the Artist know what to do and quickly identify the asset.

Click on ** Confirm and stay ** if you have multiple assets to create.

You can change the asset type and keep adding assets.

You can also customize the asset type list and their tasks pipeline. Customization of the workflow )

You can see the newly created asset appearing in the background every time you click on Confirm and stay.

After adding your last asset, click on Confirm. It saves the asset and closes the window. If you don't have more assets to add, click on Close, it cancels the window.

The assets are linked with the first episode E01 (created per default by Kitsu) or with the Main Pack.

You will also see the tasks are created at the same time. By default, all the tasks of your library will be added, and if you have set your parameters, only the selected tasks will be added.

If you need to add more Assets, click on the Add assets button.

You can edit assets by going to the asset page, hovering over the asset you want to modify, and then clicking on the edit button (1) on the right side of the line.

To extend the description on the main asset page, click on the first words (2), and a pop-up opens with the full description.

To delete an asset see the FAQ : How to delete an asset

Create (episodes) sequences and shots

It's time to do the breakdown of the storyboard. Meaning you can create the sequences and the shots of the episode and associate assets to them.

Nb: Episodes are only mandatory for TV Show Production.

You need to go to the Shots page: you can use the drop-down menu and click on the SHOTS.

Click on the Add shots button to start with the shot creation.

A new pop-up opens for the creation of the assets. You can now create the episodes, the sequences, and the shots.

Enter the first episode using your code name, e01, then click on the add button (1). Then, for instance, do the same for the sequence, for instance, sq01, then add (2), and now the shots: sh001, then again add (3). You can also define padding for your shots.

You can now see that new shots are listed, described by their episode and sequence. You have created the first shot of the first sequence of the first episode.

Now let's add more shots than just one! As you can see, the box already contains your name code but incremented, so you have to continue to click on add to create more shots.

You have to do the same with the sequences and episodes.

If a shot is misplaced on a sequence, you have to edit the shot you want , and change the sequence.

If at some point you need to delete a shot, click on the trash can icon on the right of the line . If you need to import back this shot, click on the restore button .

To delete a shot see the FAQ : How to delete a shot

To delete a sequence see the FAQ : How to delete a Sequence

Add the Frameranges

At this stage of the production, the animatic should be done. This means you have the length (number of frames, frame range In, and frame range Out) for each shot. You can add this information to the spreadsheet. This way, you are sure that all the frames a calculated and none are missing or over computed.

You may also be able to add a camera as an asset!

You need to edit the shots to fill the frame range information. Click on the edit button on the right side of the shot line.

You can enter the In and Out of the shot on the new window. Then, save with the Confirm button.

Now the frame range appears on the general spreadsheet of the shot page.

Now that you have unlocked the Frames, In, and Out columns, you can fill them directly from the global shot page.

Click on the case you want to fill, and you will be able to add the data.

If you fill the Frame In and the Frame out Kitsu will calculate the number of frames automatically.

You can also use the CSV Import to update your frame range quickly. Update Shots information with CSV Import

You can have access to the shot values history too.

Create a breakdown list

Filling the breakdown help you with the assembly of the shots. With the breakdown, you have all the details of the assets you need to add to create your shot. We are sure to omit nothing.

On the drop-down menu, choose BREAKDOWN.

On the left part of the breakdown page is the episode/sequence/shot menu (1); you can choose between those you created. They are the right part of the screen; all the assets created are available for this production (main pack and episodes) (3). Moreover, in the middle section, it is your selection for the shot (2).

So now you have to select the shot you want to cast.

If you don't have thumbnails yet, you can choose to display the assets as text.

During your breakdown, you may also realize that an asset is missing from the list.

You can create a new asset directly from the breakdown page. Click on the + on the right of the All available assets.

You can also choose multiple shots at the same time. Click on the first shot, hold the shift key and click on the last shot of your selection.

Then click on the assets you want to assign: characters, backgrounds, ... from the right part (3). If you have selected multiple shots, your selection is also applied to the numerous shots.

You can see a +1 or +10when you pass over the asset. It's the number of times you add this asset, and you can click as many times as you need on it.

On a TVShow you can also link all your assets to episodes without spicifying a sequence or a shot.

This way you can link all your assets to one or several episodes before the storyboard/animatic stage.

You can now see the asset appearing in the middle part of the screen (2). Next to the asset's name is the number of times it has been added. In this example, we have added two times the character asset Llama.

If you add an asset twice by mistake, you have to go to the middle part of the screen to select assets for this shot (2). From there, click on -1. When you are done with this shot, go on with the other shots. Your selection is automatically saved.

If a new asset is created during the storyboard, get back to the asset page (using the drop-down menu), create the assets you need. The tasks previously created are applied immediately to these new assets. However, you have to do the assignment, and then you are good to continue with the breakdown.

Now your Breakdown page should look like this.

You can also make a breakdown list for your assets if you need to assemble them and keep track of the separated parts.

On the top left corner of the screen, choose asset in the drop-down menu, below FOR.

You now have access to a second drop-down menu, where you can choose your asset type: Character, Environment, Props, FX, ...

You can fill the asset breakdown page the same way as the shots. First, select one or more assets on the left part and then add the right part's elements.

Change asset status

For example, when an asset is validated at the Concept stage, it can be used for the storyboard. Then when it's validated at the Modeling stage, you can use it for the layout and so on.

It's useful to know the global status of the state of life of an asset, especially when the breakdown is complete.

On the global page of the shot, you will see a green box: all the assets cast in this shot are ready for this specific task.

If you don't see the green box, Kitsu will display how many assets are ready.

Then you can click on the shot's name to go to its detail page. Then you will see all the assets cast in this shot and their status.

It's the fastest way to know if you can start a shot for a specific task.

Add a new user

Each Artist required an account. Go to the drop-down menu , and under the Studio section, choose PEOPLE page.

Then, click on the + Add a new user button.

A creation window opens. You can enter the first (1) and last name (2), the email (which is mandatory to create the account) (3), the phone number (4).

You can also add the new user to a Department (or several) (5). See DEPARTEMENT DOCUMENTATION

Then you need to define the role of the user: ** Artist**, Supervisor, Production Manager, Studio Manager, Vendor or Client (6). If the Artist is working right now, keep him active; otherwise, select no. Validate by clicking the Confirm button.

See the permissions section for more information. To make it short, artists, supervisors, production manager, vendor and clients only see the productions they are assigned.

All the people are now part of your studio. They are added to a specific production when you add them to a team on a production. Otherwise, they won't have access to anything.

Add a User to the team

You need to add someone to a production to assign him a task.

On the drop-down menu at the top of the page, select the TEAM page.

On the Team page, you can see all the assignations for a specific project. If you want to check another project team, you need to switch to the top of the page.

Assign tasks to an Artist

We can now get back to the ASSETS page via the drop-down menu.

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Now it's time to do your first assignment!

Click on the status (1) you want to assign.

The Action Menu Box appears.

You can now do the assignment. Click on the text input, and you see the list of available people. Click on a person's name to perform to select him. Then click on the confirmation button to complete the assignation.

You can assign several tasks to the same person in one step (1). Once the blue menu is visible, keep ctrl on your Keyboard pressed and select multiple tasks. You can even use the shift key to choose a range of tasks (2). When you have chosen everything you need, apply with the Confirm button.

In the same way, once you have selected someone, you can click on or unassign from selection to remove this assignations.

When you finish all the assignations, quit this mode using the Escape key, or the cross on the top right corner of the action box.

Now you can see next to each status the avatar of the ArtistArtist.

To unclutter the list, you can hide this information with the Hide assignations button on the top of the spreadsheet .

Once you assign someone, he is part of the production team. Depending In his position (Artist, Supervisor, Vendor), he only sees the production where he's assigned.

Now, everybody knows what to do and who is doing what!

Change status

To write a comment and to change the status of a task, you can click on the status of the task (1).

It makes appear a panel on the right, and here you can write a comment (1) and, change the status (2), attach a file (3).

Validate the post and the new status with Post status

Add a Preview

You can add one or several previews to any comments. It can be a picture (.png, .jpg, .jpeg), or a video (.mp4, .mov, .wmv), or an .obj file. You can review all the previews from the browser or mix everything.

Other files like .pdf, .zip, .rar, .ma or .mb however, they need to be downloaded to be reviewed.

If you have defined an FPS for the production, Kitsu conforms to the uploaded video to this FPS.

Otherwise, the video is compressed to 1080P and 30mbits/sec.

You need to select the Publish Revision tab.

Then, click on the "Add preview revision to publish" button. The explorer opens and lets you choose your file or several files.

You can also copy-paste a screenshot, for example, at this screen.

You will see a preview of the attached files.

Once your file is selected, you see its name near the "Attach preview" button.

You can also drag & drop the file in the comment section.

You can then select your status and publish your preview with the Post Button

Add a thumbnail

You can use the preview as a thumbnail on the asset or shot spreadsheet. It helps to recognize the assets/shots on the main pages. On the list page, click on the status you want, then on the right panel, click on the Preview button (1).

Once you have clicked on the button, you see the thumbnail appears, and the button turns gray.

Perform a review

When an artist needs a review, he changes the status of his task too.

Click on status (1) to open the right panel and start the review.

You can watch the version from the right panel, enlarge it (2), or even go fullscreen (3).

You can draw directly on the preview with the pencil tool and select a color .

You can also add text on the frame.

You can also tag a frame (whatever version you are in), type the @and it opens a sub-menu with the team list, and start typing frame.

If you need to delete your line, click again on the pencil icon, the cursor changes to a multi-directional cross , and then you can select your line and move it around.

Select the line with the directional cross, and then press the delete icon

If you go into Full-Screen, you can compare two task types or versions side by side when you click on the Compare button .

From there, you can change the status too if you want that the ArtistArtist performs some changes.

You can add a checklist to your comments.

You need to click on the Add checklist button, and the first item of the checklist appears.

Type your comments, and hit the Enter key to add another line on your checklist, or click again on the Add Checklist button.

Besides your comment, you can also attach a preview. Click on the Add attachment button.

On the attachement option you can also choose to Attach snapshots from your annotation.

Once you click on the button, Kitsu will grab all the frames with an annotation, and will display the result. You can publish them with Confirm.

You can also tag someone on the team in the comments. Type the @and it opens a sub-menu with the list of the team.

Alternatively, you can change it to to notify the ArtistArtist that his work is validated.

Add an estimation for a task

Click on the name of a task type.

The new page is the Supervisor view. You have more detailed information specific to this specific task type.

To add an estimation to a task, click on the line, and type the number of days you estimate. You can select multiple assets or shots at the same time.

You can also define a Start date by clicking on it. A calendar will open and let you choose your start date.

The Due date is automatically calculated with the Estimation.

To go further in detail with the Supervisor view :

• (1) You can see and change the status of a task
• (2) You can assign people to tasks

(1) and (2) are filled with the action menu.

• (3) You can add an estimation for the task (in day unit)
• (4) Kitsu calculates the sum of the timesheet fed by the artists
• (5) The number of back and forths with the retake status
• (6) You can add a start date for the task (with the calendar)
• (7) Kitsu calculates the due date with the Start Date and the estimation
• (8)(9) the Wip and Feedback dates are automatically filled
• (10) the Last comment section help you to keep an eye on the last activity of this task type.

(7) to (10) is automatically filled.

To help you to set a correct estimation, you can use the Estimation Tab.

The left part of the screen lists the shots with the assignation and the number of frames (1). Depending on the FPS you have set for the production, the number of Seconds will be automatically calculated (2). (See how to set your production fps Create your first production

On the right part of the screen, you can see the full team of the department (depending on the assignments you made), the number of shots they have to do, the number of frames, seconds, and the average quota.

And the last column is the Estimation, to modify the estimation, hoover the line with your mouse and click the editing zone.

You can also select multiple shots simultaneously to edit them all the once.

Every time you change the Estimation (in a number of days) on the right part, you can see in real-time that the Average Quota is updated.

For more information about the Schedule tab, go to the Task Type Schedule

The timesheets

As Studio Manager, you can use the main menu to check the timesheets.

Open the main menu with the button.

On the menu, choose the Timesheets page.

Per default, Kitsu will display the timesheet of all the production, but you can choose to see the timesheet for a specific production only.

You can choose which month or year you want to display.

You can also choose the detail level: day, week, month.

Per week, Kitsu highlights the overdue time per ArtistArtist.

If you click on a number, a side panel opens with the details of the time spent per task this week.

You can also set up several working hours per day.

Go back to the main menu and select Settings.