The photography shoot planner that remembers the gear.
From weekend portraits to commercial productions, plan every shoot in one place: locations, light, weather, call sheets, shot lists, and the gear assigned to the job, so you show up prepared.
- Planning sections on every plan
- 7
- Shoot plans, unlimited on Pro
- 3 free
- Statuses, updated automatically
- 4
What is a photography shoot planner?
A photography shoot planner keeps everything a shoot needs in one record: client, date, locations, light and weather, call sheet, contacts, shot list, moodboard, and checklist. GearDex connects that plan to your actual equipment, so the gear you assign is the gear you pack, reserve, and bring home.
The plan lives in five apps. The gear lives in none.
A typical shoot is a calendar invite, a weather app, a shared doc for the call sheet, a Pinterest board, and a mental list of what to pack. Each piece is fine. The gaps between them are where the second battery and the permit get lost.
And none of those apps knows your 24-70 is already booked for Saturday.
GearDex puts the whole plan in one place and ties it to your inventory, from the first idea to the post-shoot review.
Every section of the shoot, in one sidebar.
Each shoot has its own workspace. The sidebar lists every section, from Scout Locations to Call Sheet, with Pro and Studio sections grouped below and a check next to each one you've finished. The overview shows status, client, date, time, location, notes, and the rig you're bringing, with Print and PDF one click away.
- Statuses move from Planning to Ready to Shoot to Completed on their own
- Save any shoot as a template
Ask IrisA call sheet the whole crew can read.
Call, start, end, and wrap times sit at the top of the Shoot Schedule, followed by location and parking, emergency info, dress code, and what to bring. Contacts are filtered by role, from client and talent to makeup artist and assistant, each marked Confirmed or Pending.
Shoot planning is included on the free plan.
Light, weather, and a shot list that knows your lenses.
Sun, Moon & Tides plots golden hour, moon phase, and NOAA tides for the location, and the weather plan pulls an Open-Meteo forecast. Iris drafts a shot list where each shot has a type, a priority from must-have to optional, and a suggested lens from the gear you own.
GearDex vs. a shared doc vs. a calendar
| Capability | GearDex | Shared doc | Calendar app |
|---|---|---|---|
| Call sheet with contacts and roles | Yes | Template | No |
| Sun, moon, tides, and weather | Yes | No | Weather only |
| Shot list with suggested lenses | Yes | Manual | No |
| Gear assigned and reserved | Yes | No | No |
| Readiness score | Yes | No | No |
Plan your next shoot in ten minutes.
Start with a template or describe the shoot in a sentence and let Iris set it up.
- 3 shoot plans free
- Reusable contacts and locations
- PDF export on Pro
- 01
Import
Pick a template (Portrait, Wedding, Product, Landscape, Event, Studio, Street) or describe the shoot.
- 02
Organize
Lock locations, check the light, build the call sheet, and draft the shot list.
- 03
Maintain
Assign and pack gear, then leave a review after the shoot.
The rest of the plan.
Shoot day checklist
Build your own or save it as a template for next time.
Unified timeline
Sun, moon, weather, and event pins on one zoomable timeline, exportable as an image.
Locations library
Save spots with maps, best light, permits, and parking notes.
Studio paperwork
Studio adds shoot invoices, release forms, and permit tracking.
Shoot planning on every plan
Included on the free plan. Paid plans raise the limits.
3 shoot plans with locations, weather, checklists, moodboard, and call sheet
Have an account? Sign in
Unlimited shoots, plus shot list, gear packing, readiness, and unified timeline
Everything in Pro, plus invoices, release forms, and permits
Have an account? Sign in
Shoot planning, answered.
More questions? Visit support or contact us.
Up to three shoot plans with the plan detail, location scouting, sun, moon and tides, weather plan, shoot day checklist, moodboard, and call sheet.
Yes. Describe the shoot and Iris can set it up, draft a shot list with suggested lenses from your kit, and read the forecast for a weather plan.
Print or export the shoot plan and packing manifest as a PDF on Pro, and export the unified timeline as an image.
Works well with
All features- Pro+Explore packing & readiness
Packing & readiness
Packing manifests and readiness checks built from the shoot plan, so you know the bag is complete before you leave.
- All plansExplore Iris
Iris AI agent
Ask in plain English. Iris searches your inventory, checks lens-to-camera compatibility, finds the best prices, and writes gear descriptions.
- StudioExplore availability board
Availability board
See every item's bookings, loans, and handoffs on one board, so the team never double-books a body.
Your next shoot, planned.
Join 900+ photographers, studios, and rental houses who already run their kit on GearDex.
- Free forever plan
- No credit card
- Import from CSV
- Mac & web