ShotGrid User Guide
Everything you need to get started with ShotGrid — from registration to team management and beyond.
1. Registration & Login
ShotGrid is a web-based storyboard management tool. To get started, you need a free account.
Sign Up with Google or Email
Open your browser and navigate to shotgrid.app.
You will see the login screen with the ShotGrid logo and two sign-up options.
Option A — Sign up with Google: Click the "Sign in with Google" button. A Google authentication popup will appear. Select your Google account and grant permission. You will be logged in immediately.
Option B — Sign up with Email/Password: Click "Create Account". Enter your email address, choose a display name, and set a strong password. Click "Sign Up".
Email Verification
If you signed up with email and password, ShotGrid sends a verification email to the address you entered. Check your inbox (and spam folder) for an email from ShotGrid.
Click the verification link in the email. This opens ShotGrid and confirms your account. You can now sign in normally.
Password Reset
Forgot Password
If you forgot your password, click the "Forgot password?" link on the login screen. Enter your email address and click "Send Reset Link". ShotGrid sends a branded password reset email with a secure link. Click the link to set a new password, then sign in with your updated credentials.
First-Time Onboarding
When you log in for the first time, ShotGrid walks you through a 5-step onboarding tour with tooltip popups:
Welcome: An introduction to ShotGrid and its purpose. Explains the main workspace layout — the sidebar on the left for projects and the shot grid in the center.
Projects & Shots: Highlights the sidebar and explains how projects contain collections of shots.
View Modes: Highlights the view mode switcher in the toolbar. Shows how to toggle between Full Grid, Cinematic, and Slideshow views.
Share & Export: Points out the Export dropdown and explains how to share your storyboard or generate PDFs.
Team: Shows how to invite members and manage your team from the toolbar.
Click "Next" to advance through each step, or "Skip" to dismiss the tour. The tour will not appear again after completion.
2. Workspaces
A workspace is your team's shared environment in ShotGrid. Each workspace has its own projects, shots, team members, and plan. You can belong to multiple workspaces and switch between them.
Creating a Workspace
After signing in, if you have no workspaces yet, you will see the workspace selection screen. Click "or create a new workspace" at the bottom.
Enter a workspace slug — a short identifier using lowercase letters, numbers, and dashes (e.g. my-studio, project-alpha). This slug is used internally to identify your workspace.
Click the "+" button to create. You are now the Super Admin (Owner) of this workspace and can invite team members.
Joining an Existing Workspace
If a team member has already set up a workspace, you can join it:
On the workspace selection screen, type the workspace slug in the input field (e.g. my-studio).
Click the "→" button. If you have been invited as a member, you will enter the workspace directly.
If you are not yet a member, you can request access (see below).
Requesting Access
Access Request Flow
If you navigate to a workspace where you are not a member:
- An "Access Denied" message appears with the workspace name.
- Click "Request Access" to send a request to the workspace admins.
- All admins and super-admins receive both an in-app notification and an email notification about your request.
- When the admin approves or denies your request, you receive an email with the result. If approved, you can sign in and access the workspace immediately.
Switching Workspaces
Multi-Workspace Support
If you belong to multiple workspaces, you can switch between them without signing out:
- Click your user avatar (or the user dropdown) in the top-right header.
- Select "Switch Workspace" from the menu.
- A list of all your workspaces appears. Click the one you want to switch to.
- ShotGrid reloads with the selected workspace’s data, plan, and team.
3. Projects & Shots
Projects are the primary containers for your storyboard work. Each project holds a collection of shots — individual storyboard frames with images, metadata, and version history.
Creating Projects
Look at the left sidebar. This is where all your projects are listed.
Click the "+ New Project" button at the bottom of the sidebar (or the "+" icon next to the Projects heading).
Enter a name for your project (e.g. "Ep 01 — Pilot", "Sc 04 — Chase Sequence"). Press Enter or click the checkmark to confirm.
Adding Shots
With a project selected, click the "+ Add Shot" button in the toolbar or at the bottom of the shot grid.
A new shot card appears in the grid with a placeholder thumbnail. The shot is automatically numbered (e.g. Shot 001, Shot 002).
Uploading Images
Single Image Upload
Click on a shot card in the grid to open its detail panel.
In the detail panel, click the image area or the "Upload" button. A file picker dialog opens.
Select an image file (JPEG, PNG, or WebP) from your computer. The image uploads automatically. A medium-resolution version and thumbnail are generated via a Cloud Function for optimal performance.
Bulk Upload (Drag & Drop)
Select multiple image files from your file explorer and drag them onto the shot grid area. ShotGrid creates a new shot for each image automatically, assigning sequential numbers and uploading all images in parallel.
shot_001.jpg, shot_002.jpg) and they will be sorted correctly.
Shot Metadata
Each shot card stores rich metadata. Open any shot by clicking on it to view and edit its detail panel.
| Field | Description | Example |
|---|---|---|
| Scene Description | Written description of the action in this shot | "Hero enters the room, looks around nervously" |
| Audio Notes | Dialogue, sound effects, or music cues | "SFX: door creaking. Music: tension builds." |
| Camera Movement | Camera direction or framing — choose from 13 presets or type custom | "Slow dolly in, CU on face" |
| Sequence | Tag to group related shots together | "Intro", "Battle", "Epilogue" |
| Assignee(s) | One or more team members assigned to this shot | "Jane D., Mike S." |
| Status | Current production status | Not Started / In Progress / Review / Approved |
| Prompt Keywords | Tag chips for AI prompt keywords or notes | "wide shot", "golden hour", "dramatic lighting" |
Multi-Assignee
Assign Multiple Team Members
Shots can now have multiple assignees:
- In the detail panel under ASSIGNED TO, use Ctrl+click to toggle additional assignees on/off.
- The assignee picker stays open while you select, so you can add several members at once.
- Each assignee appears as a separate row with their avatar and a × remove button.
- Click "+ Add assignee" to open the picker for additional members.
- On the shot card, each assignee is shown as a side-by-side avatar circle in the footer.
The assignee filter in the toolbar also works with multi-assignee — filtering for "Jane" shows all shots where Jane is one of the assignees.
Naming & Reordering
Renaming a Shot
Click on the shot number/name text in the detail panel or directly on the shot card. Type a new name and press Enter to save.
Reordering Shots
Click and hold on a shot card in the grid, drag it to the new position, and release. Other cards shift to make room. The order is saved automatically.
Sequences & Filtering
Sequences let you organize shots into logical groups within a project (e.g. "Act 1", "Chase Scene", "Climax").
Assigning Shots to a Sequence
Open a shot's detail panel and set the Sequence field. Type a sequence name or select from existing ones.
Filtering the Grid
Use the filter dropdowns in the header bar to narrow down visible shots:
- Filter by Sequence: Click the sequence dropdown to show only shots in a specific sequence. Includes a search bar for quick lookup.
- Filter by Assignee: Select a team member to see only their assigned shots. Works with multi-assignee — shows shots where the selected member is any of the assignees.
- Filter by Status: Choose a production status to focus on shots at a particular stage.
Active filters are shown as collapsible pills in the header. Click the "×" on a pill to remove a filter.
Version Management
ShotGrid supports multiple image versions per shot, making it easy to track revisions and compare iterations.
Uploading a New Version
Open a shot's detail panel and click "Upload New Version" (or drag a new image onto the existing image area). The new image uploads as the next version number and becomes the active version.
Viewing Version History
In the detail panel, the version badges (V1, V2, V3...) appear at the top. Click any version badge to view that version in the main preview area. The current version is highlighted.
Quick Compare with Keyboard
While viewing a shot in the detail panel, press ↑ or ↓ to slide through version history. The up arrow moves to a newer version, the down arrow to an older version. The version badge updates instantly to show which version you are viewing.
Deleting a Version
Hover over a version thumbnail and click the trash icon. Confirm the deletion. The image file is permanently removed from storage.
View Modes
ShotGrid offers three view modes. Switch between them using the view mode buttons in the toolbar.
4. Shot Detail & Zoom
The shot detail panel is where you view full-size images, edit metadata, manage versions, and use advanced tools like zoom and compare.
Detail Panel
Click any shot card to open the detail panel on the right side (400px wide). The panel includes:
- Image preview — full-size image with zoom capabilities
- Version badges — V1, V2, V3... at the top of the image
- NEW tag — appears on recently uploaded shots
- Metadata fields — scene description, audio notes, camera movement, sequence, assignees, status
- Comments section — below the metadata
- Profile photo — click your avatar in the panel to upload a profile picture
Zoom & Pan
Image Zoom (100–300%)
Zoom into shot images for detailed inspection:
- Mouse wheel: Scroll up to zoom in, scroll down to zoom out (100% – 300% range).
- Click & drag: Pan around the zoomed image by clicking and dragging.
- Cursor-anchored: Zoom is anchored to where your cursor is pointing, so the area under your cursor stays in view as you zoom.
- Zoom toolbar: A small toolbar appears showing the current zoom level with +/− buttons and a reset button.
- Auto high-res: When you zoom in, ShotGrid automatically loads the full-resolution original image for sharp detail.
Camera Presets
The Camera Movement field includes a dropdown with 13 preset camera options:
| Preset | Description |
|---|---|
| Static | Camera does not move |
| Pan Left / Pan Right | Horizontal camera rotation |
| Tilt Up / Tilt Down | Vertical camera rotation |
| Dolly In / Dolly Out | Camera moves toward or away from subject |
| Truck Left / Truck Right | Camera moves laterally |
| Crane Up / Crane Down | Camera moves vertically |
| Zoom In / Zoom Out | Lens zoom (not physical movement) |
| Handheld | Intentional camera shake for realism |
Select a preset or type a custom camera direction. The selected value is saved to the shot metadata.
Prompt Keyword Tags
Tag Chips
Add prompt keyword tags to shots for AI workflow integration or general notes. Tags appear as colored chips below the metadata. Type a keyword and press Enter to add it. Click the × on a tag chip to remove it.
Uploader Badge
Each shot image displays an uploader badge in the corner showing who uploaded it — with their avatar initials and a color-coded background. This information is also stored in version history entries, so you can track who uploaded each version.
5. Compare Tools
ShotGrid includes two comparison tools for reviewing shot iterations side by side.
Quick Compare (Arrow Keys)
Arrow Key Version Slider
While viewing a shot in the detail panel, use the arrow keys to slide through versions:
- Press ↑ to move to a newer version
- Press ↓ to move to an older version
The image swaps instantly and the version badge updates to reflect the current version. This lets you quickly flip through the full version history without clicking individual version badges.
Global Compare Modal
Full-Screen Compare
Open the Global Compare from the toolbar or the Export dropdown. A full-screen modal opens with two panels — A and B:
- Each panel has dropdown selectors for Project, Shot, and Version.
- Select any combination — compare different versions of the same shot, or entirely different shots from different projects.
- Wipe mode: Drag a vertical slider left/right to reveal the image underneath — great for spotting differences.
- Side-by-side mode: View both images next to each other at full size.
6. Comments & Video
Commenting on Shots
Each shot has a comments section in the detail panel. Team members can leave feedback, notes, and revision requests directly on the shot.
- Type your comment in the input field at the bottom and press Enter or click "Send".
- Comments appear in chronological order with the author's name, avatar, and timestamp.
- Team members receive notifications when new comments are added to their assigned shots.
Video Links in Comments
Paste Video URLs
You can paste video URLs directly into comments. ShotGrid detects links from supported platforms and displays them as playable inline videos:
- YouTube — standard and short URLs
- Vimeo — public and private (with hash) links
- Dropbox — shared links to video files
- Hightail — shared space links
- Direct URLs — any URL ending in
.mp4,.webm,.mov
Video Player
Built-In Video Player Modal
Click any video link in comments to open the video player modal:
- Full-screen playback with standard video controls.
- Playlist: If multiple video links exist in the comments, they appear as a playlist. Click to switch between videos.
- Error recovery: If a video fails to load, an error screen appears with a "Retry" button (cache-busting reload) and an "Open in new tab" fallback link.
7. Share Function
Generate secure, expiring links for external viewers — perfect for sharing storyboards with clients or directors who do not have a ShotGrid account.
Creating a Share Link
The share workflow has three phases:
Select Shots
Click the "Share" button (in the Export dropdown). The grid enters selection mode with checkboxes on each shot card. Select the shots you want to include, then click "Next".
Configure Permissions
- View Only or View + Comment permission level.
- Set an expiry duration (7 days, 30 days, or custom).
- Optionally set a password for extra security.
Generate & Distribute
Click "Generate & Copy Link". The link is copied to your clipboard. Paste and send via email, Slack, or any channel. Alternatively, use the built-in "Send via Email" option.
Permissions & Security
| Capability | View Only | View + Comment |
|---|---|---|
| Browse shots | Yes | Yes |
| View full-size images | Yes | Yes |
| Read metadata | Yes | Yes |
| Leave comments | No | Yes |
| Edit or delete shots | No | No |
| Download originals | No | No |
Guest Viewer Experience
When someone opens a share link, they see a clean, read-only view of the selected shots. If a password was set, a password entry screen appears first. Guests can browse the shot grid, click shots for larger previews, and (if enabled) leave comments using just their name — no account required.
Managing & Revoking Links
Click the share management icon in the toolbar to see all active share links for the current project. Each link shows its creation date, expiry, permission level, shot count, and view count. Click "Revoke" to immediately invalidate a link.
8. Export & Download
ShotGrid offers multiple export options, all accessible from the Export dropdown in the header toolbar.
PDF Export
Open the Export dropdown in the header and click "PDF".
The PDF export panel opens. All shots in the current view are pre-selected. If you have active filters, only filtered shots are included. Toggle individual shots on/off with checkboxes.
Configure layout options, then click "Generate PDF". A progress bar shows the assembly progress. The PDF downloads automatically when complete.
PDF Configuration
| Option | Values | Description |
|---|---|---|
| Columns | 2, 3, or 4 | Number of shot cards per row. Fewer columns = larger images. |
| Orientation | Landscape / Portrait | Page orientation. Landscape fits more shots per page. |
| Theme | Dark / Light | Dark matches the app interface. Light is better for printing. |
| Show Scene Desc. | On / Off | Include scene description text below each shot. |
| Show Audio Notes | On / Off | Include audio/dialogue notes below each shot. |
| Show Camera | On / Off | Include camera direction notes below each shot. |
PDF Best Practices
- Use filters first to automatically limit which shots are included.
- 2 columns for detail — larger images and text.
- 4 columns for overview — more shots on fewer pages.
- Light theme for printing to save ink.
ZIP Download
Bulk ZIP Download
Download all shot images in a single ZIP file:
- Open the Export dropdown and click "Download ZIP".
- Images are named with a standardized format:
SH01_V1.jpg,SH02_V3.jpg, etc. - Include versions toggle: Enable this to include all version history images in the ZIP, not just the current versions.
- A progress indicator shows the download and compression progress.
9. Team & Roles
ShotGrid uses a role-based access system to control who can do what in a workspace.
Role Hierarchy
| Role | Badge | Permissions |
|---|---|---|
| Super Admin | ★ Owner | Full control: manage billing, delete workspace, change any member's role, manage all settings. Assigned automatically to the workspace creator. |
| Admin | Admin | Manage team members (invite, remove, change roles below their own level), approve/deny access requests, manage projects and shots. |
| Editor | Editor | Create, edit, and delete projects and shots. Upload images, add comments. Cannot manage team members or billing. |
Managing Members
Open the Manage dropdown in the header and select "Team" to view and manage workspace members:
- See all members with their name, email, role, and join date.
- Click the role dropdown next to a member to change their role (if you have permission).
- Click the remove button to remove a member from the workspace.
Inviting Members
To invite a new member:
Open the Manage dropdown and select "Team".
Enter the person's email address in the invite field.
Select a role (Editor or Admin) and click "Invite". The person receives an invitation and can join the workspace on their next login.
10. Billing & Plans
ShotGrid offers three plan tiers to suit teams of different sizes.
Plan Tiers
- 1 project
- Unlimited projects & shots
- Up to 3 team members
- Shot versioning
- Comments & status
- PDF & ZIP export
- Everything in Free
- Multiple projects
- Up to 10 team members
- Share links
- Priority support
- Everything in Plus
- Unlimited team members
- Workspace switching
- Create additional workspaces
- Advanced admin tools
Upgrading
Click your user avatar in the header and select "Upgrade". Alternatively, go to Settings and click the upgrade option.
The upgrade modal shows available plans with pricing. Select Plus or Pro and choose monthly or annual billing.
Click "Subscribe" to open the Stripe checkout page. Complete payment with your card details. Your workspace plan upgrades immediately upon successful payment.
Managing Billing
If your workspace has an active paid subscription:
- Click your user avatar and select "Manage Billing".
- This opens the Stripe Customer Portal where you can:
- View and download invoice PDFs for all past payments.
- Update your payment method (credit card, etc.).
- Change your subscription plan (upgrade or downgrade).
- Switch between monthly and annual billing.
- Cancel your subscription.
- Add your business VAT/Tax ID for invoicing.
Header Toolbar Overview
The header toolbar is organized into 4 grouped dropdowns for quick access to all features:
| Dropdown | Contains |
|---|---|
| Export | Share, PDF Export, ZIP Download, Global Compare |
| Manage | Team Management, Settings, Create Workspace (Pro only) |
| Notifications (Bell) | In-app notifications for comments, access requests, and team activity |
| User Avatar | Profile, Upgrade, Manage Billing, Switch Workspace, Support, Log Out |
Filter controls appear as collapsible dropdowns with search bars below the toolbar, allowing you to filter by sequence, assignee, or status.