Here's a prettier PDF version of the below guide
A Guide to Swing Driving
I started out in the industry in 2005 as an Operations Manager for a small indie film company then went on to be a Payroll Accountant on The Hobbit, where, very ironically, one of my main roles was paying Swing Drivers. Hundreds of them.
I've had my HT licenses for over 40 years and realised I preferred to have a steering wheel in front of me than a computer screen so transitioned into driving about 5 years later.
I've been a Cast, ATL and Shuttle Driver but Swing Driving is it for me.
So this is written from my perspective over all of these departments. There has been no external input and what I've written is not endorsed by any production or Transport Team. It's just what I wished was available when I started out...
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Driving for the Screen Industry in Aotearoa New Zealand
While there are many vehicles driven by runners, crew members etc, there are three main dedicated types of driving in the New Zealand screen industry. While they can overlap, each has different protocols, skill sets and reporting structures.
1. Cast and ATL Drivers
ATL means Above the Line and generally includes people such as producers, directors and other senior production personnel.
Cast and ATL drivers generally need a Class 1 licence, although an appropriate passenger endorsement is increasingly required on most productions.
Depending on the size and structure of the production, these drivers may be managed by the Assistant Directors (AD) Department or the Transport Department.
It is also increasingly common for Cast and ATL drivers to double as Personal Assistants (PAs) to the person they are assigned to.
2. Shuttle Drivers
Shuttle drivers generally require the appropriate Passenger Endorsement and will mostly drive vans. Larger productions may also require bus drivers to transport larger numbers of crew, swing drivers or extras.
Drivers operating larger passenger vehicles need the appropriate license class and endorsement for the vehicle they are driving.
Shuttle drivers working on location will often drive 4WD vans over weather-affected or compromised surfaces, so confidence driving in a variety of terrain is a real advantage.
3. Swing Drivers
And then there are the Swing Drivers...
What is a Swing Driver?
The first question often is: Why are we called Swing Drivers?
In the screen industry, when something or someone is moved from A to B, it is often referred to as “swinging.”
Swing Drivers usually move vehicles from the studio — where the production is based — to location, meaning anywhere that isn’t at the studio, and then back again.
Sometimes we also swing freight or newly hired vehicles from one city to another.
The vehicles can be anything from Class 1 utes towing equipment, such as light towers, portaloos or campers, through to Class 5 truck-and-trailer units.
Although we are technically crew, Swing Drivers are more like a stealth unit. We often arrive after crew have wrapped — finished for the day or night — and swing their vehicles to the next location so the Transport Department can have everything set up before crew call the following day.
It sounds simple enough.
It isn’t.
There is a surprising amount of logistics involved in every move, even when the locations are only across town.
What Goes Into Organising a Swing?
Depending on the production, a swing can involve:
What Can Delay a Swing?
There are plenty of things that can hold up a swing, including:
Departments may also take longer to wrap when moving from location back to studio.
For example, a department may wrap on a Friday night at a location and start again in studio on Monday morning. They may take extra time to pack away everything used on location and prepare the vehicle for studio so there is no downtime on Monday — and so they don’t have to come in during their weekend to do it.
The Swing Driver’s Reality
To some crew, we can look like the rag-tag group of drivers standing around together with backpacks, wearing hi-vis, patiently waiting for them to wrap.
We don’t always get what other crew get — catered meals, merchandise and sometimes even our names in the credits and we work out of normal hours so we're never going to see any cast.
But, like every other crew member and every other department, we too are just as essential.
That, in a nutshell, is swing driving.
Now let’s break it down.
Who Can Be a Swing Driver?
Pretty much anybody who is a confident driver, can follow instructions and read a map. There are drivers of all shapes, sizes, genders, ethnicities and ages and there are vehicles requiring almost every class of licence, so not having your heavy-vehicle licences doesn't mean you can’t be a Swing Driver.
Class 1 drivers are also needed for things such as campers and utes towing equipment.
One important thing to understand about working in this industry is that many drivers are contractors. If you do something wrong, you won’t necessarily be told.
You may simply stop being offered work.
That makes your reputation important.
The Qualities That Keep You on Driving Lists
Patience
Hurry Up and Wait was probably originally coined by a Swing Driver.
There may be a tight deadline to get drivers to a location within half an hour to an hour after the crew have wrapped, only to stand around for hours before they are put into a vehicle.
There can be many reasons for the delay, and most of the time you’ll never know what is happening behind the scenes.
Your job is to be patient.
For every hour you are waiting, there are people working in the background to get the vehicles ready.
And you’re being paid to stand around.
Relax.
You’ll be on the road soon enough.
Be Willing to Learn New Skills
On some smaller productions, Swing Drivers will help the ground crew wrap vehicles ready for movement.
If you aren’t sure whether this is expected of you, watch the more experienced drivers and see what they do.
It helps to have at least a basic understanding of how to:
If you’re new, tag along with an experienced driver and watch and learn — provided they’re happy for you to do so.
On a long shoot, the more new drivers learn at the beginning, the quicker and smoother the wrap process can become as the production progresses.
Be Prepared
Swinging usually happens after wrap, so you can be standing around in all kinds of weather, at any time of day or night.
Be prepared for it.
The Transport Department may have some things available, such as sunscreen, spare log books etc, but warm and waterproof jackets, gloves and hats are up to you.
A good Swing Driver arrives prepared for the conditions.
Health, Safety and Self-Care
The screen industry takes Health and Safety seriously. You’ll know this from the multiple-page H&S manual attached to the contract you signed.
You’ll usually be given a Movement Order covering the information the production has control over, such as:
But ultimately, your wellbeing is your responsibility.
That starts with Self-Care.
Make sure you:
If you have medication or procedures you may need because of a severe allergy, diabetic event or another personal requirement, make sure the appropriate person knows what they need to know.
If you have a condition that means you may need to stop while traveling to or from a swing, discreetly let the shuttle driver know so they can be mindful of it.
You’ll be relieved to know that the portaloo's are almost always among the last to leave, so there will usually be bathroom facilities on site — no matter how remote the location or what time of day or night it is.
But if you get the opportunity to use a bathroom at a service station on the way, make the most of it.
Keep Your Phone Alive
It is also a very good idea to carry a backup battery pack and charging cables for your phone.
You may think you have enough battery to last until you get back to your car, but delays, phone calls and using Google Maps can drain a battery surprisingly quickly.
You never want to become uncontactable because your phone has died.
Know Your Limits
Be able to get into a vehicle and drive it — but know when to say no. You’ll earn more respect by admitting when you aren’t confident driving a particular vehicle than by getting into it and damaging the vehicle or its contents because of poor or inexperienced handling.
Not many Class 4 vehicles or below will have a split-shift/Roadranger gearbox, but if you aren’t confident with one, check before accepting the vehicle and say so if necessary.
There are also vehicles sometimes referred to as “clutchless manuals.” These can be easy to drive but confusing if you’ve never encountered one before — especially when you have a manual gear change but no clutch pedal.
If you’re getting into an unfamiliar vehicle, always ask the Transport person if there is anything you need to know.
It might be something basic, such as the heater not working.
Or it might be something more important, such as:
Vehicle Allocation Is Usually Not Your Decision
One final point about vehicle allocation to understand.
Sometimes you get to choose what vehicle you'd like to drive and occasionally you'll be required to drive that vehicle throughout the shoot but on bigger shoots, you'll be allocated a vehicle on the day/night.
Just because you have all the required licences doesn’t mean you’ll be given the maximum sized vehicle you are qualified to drive.
The Transport team may put you in a Class 1 vehicle or even a shuttle for many different reasons.
Whatever the reason, it is not for you to question their decision.
You’ve already read some of the many logistics that go into organising a swing. You won’t know what's happening behind the scenes, and this will be only one of many vehicles you may be expected to drive.
Whatever you’re given, drive it with the same care and attention you would give anything else.
You've Finally Been Allocated a Vehicle
Vehicle Awareness
Even if the Transport team or the vehicle’s department has wrapped the vehicle, it is still in everyone’s best interests for you to walk around it and check it yourself.
Wrap can be mayhem.
Clips on tailgates, retractable stairs and even the occasional cable, though rare, can be overlooked.
You may be experienced enough to sort out some of these things yourself, but it is usually better to ask the ground crew first. There may be a reason something has been left the way it is, or they may need to follow up on it.
For example, camera trucks can have two cables — one for charging batteries and one for the air-conditioning unit — and sometimes these trucks need to be handled differently.
Before Getting in the Cab, Scan For
Know What You’re Carrying
One of the most important things to know about a vehicle is what it is carrying.
The truck with all the camera equipment may be jokingly referred to as the “Million Dollar Truck,” and obviously needs to be driven with that in mind but every vehicle and every load deserves the same level of care.
Gas Bottles and Tunnels
Pay particular attention to whether a vehicle is carrying gas bottles.
These can be found on vehicles such as:
Some tunnels have restrictions relating to vehicles carrying flammable substances. Often, these vehicles will have a warning sign on the side of it (but not all will). You won’t need your Dangerous Goods certification for most of them but you do need to know what your carrying.
For example, the Mount Victoria Tunnel in Wellington has strict requirements, and a production and driver can face serious consequences if a vehicle is taken through when it shouldn’t be.
If you’re unsure, ask Transport or check before entering the tunnel. If necessary, take an alternative route.
Check the Load (only if you have access)
AD trucks are essentially moving offices.
They can contain:
If something isn’t secured, find somewhere safe for it.
Caravans and campers should also be checked to make sure drawers, cupboards and other loose items are secure.
Most trucks have shelves and bays containing department-specific equipment. Crew are used to wrapping and securing their vehicles, but some things simply can’t be completely contained.
This is another reason to:
You don’t want the department opening the truck to a mess and damage at the other end and complaining to Transport about the state of their contents.
We All Know This Right?
Watch the bumps and road movements of the vehicle in front of you.
If you’re not told which department’s vehicle you’re driving, there will often be a sign in the window.
Monitoring the road layout on Google Maps can also be invaluable when visibility is poor or you’re dealing with challenging roads, particularly at night.
Self-Driving Departments
It is not unusual for departments to self-drive their vehicles if one of their crew has the required licence.
That can change, however, if shooting hours mean that driver is approaching or has exceeded their permitted work time.
The Transport team may therefore need to take over the vehicle even if it has previously been self-driven.
It's Time to Roll Out
It can be an adrenaline rush when it is finally Go Time.
After sitting or standing around for a while, it’s easy to feel a sense of urgency.
The more hyped-up you feel, the more important it is to slow down and follow your process.
Before you move
Work methodically through your checks:
Sometimes you won’t be released immediately because vehicles need to leave in a particular order — or, more accurately, arrive at the other end in a particular order.
When you're released, drive slowly.
Be aware of:
Some trucks have extremely long rear overhangs. Be particularly careful when pulling away from something alongside you. Turning too sharply can cause the rear of your truck to swing into or gouge the vehicle beside you.
This is also important when fueling. Be aware of the rear of the vehicle as you swing away from the pump so you don’t collect the bowser.
If you’re driving a manual vehicle, use the first few minutes of slow driving to move through the gears and get a feel for the gearbox and touch the brakes.
And remember, it’s not a race.
You don’t get extra points for arriving first, and you aren’t judged if last to arrive. We all know things can happen along the way and your health and safety is the priority.
Fuel and the Journey
To begin with, be very aware of your fuel usage. Even though the transport team usually have fuel bowsers on site and your truck should have plenty in it, fuel consumption can vary considerably depending on:
Think ahead about where you may need to refuel, particularly when traveling well inland or to remote locations.
Most productions have a specific stations fuel cards.
You should know:
There is nothing worse than sitting at one fuel stop while everyone else is waiting at another, with that sinking feeling that you’ve misunderstood something.
When Things Go Wrong
There are literally numerous moving parts on swings so incidents do happen.
If any of the following happen, don’t keep it to yourself. Notify someone on your team because others will need or want to know. There is often a mechanic or someone on the transport team traveling at the same time as the swing (and this is why you’re often told which specific route to take) but also, other drivers like to be prepared.
You should normally be part of a WhatsApp group, so this is the time to use it.
Occasionally your diesel vehicle will start a DPF burn off process where as well as a light coming up your screen, it might sound like the engine is revving or the air conditioning suddenly came on. That's the Diesel Particulate Filter burning off a build up of toxic particles it's stored.
Most trucks do this passively while you're driving but some do it actively. Usually you don't need to pull over but if the dashboard lights change or an alarm starts, you can pull over but whatever you do, don't turn the vehicle off. There will be a gage on the dash showing the levels and once it's burned off, everything will go back to normal and you can continue. Sometimes this can take up to 20 minutes but isn't common.
Notify Transport if you encounter:
If You Have an Accident or Breakdown
First, make yourself and the area as safe as possible.
If you can safely do so:
You might not realise this but the crew member whose name is on the TSL has a lot of responsibility and can be fined heavily and even have the vehicle impounded so be extremely vigilant.
Don’t Feel Obliged to Stop for Other Drivers
If you see other Swing Drivers pulled over, you don’t necessarily need to stop.
They may simply be having a bathroom or logbook break.
If there is something genuinely concerning, there is a good chance Transport will already know about it.
If you’re unsure, check the WhatsApp group.
Self-Care Includes Taking a Break
The industry runs on the principle of Self-Care.
You don’t need permission to stop for a bathroom break or coffee out of the log book required breaks.
That doesn’t mean, however, that every town becomes a sightseeing opportunity or an excuse to visit someone you haven’t seen for years simply because you’re passing through.
Look after yourself, but remember that you are still working.
When You Arrive
Often within a few kilometres of your destination, you'll start seeing arrows that have been put up by Locations to guide you but don't count on them. Swing drivers are often the first to arrive, before Locations has even settled in.
Arrows or not, as soon as you see an entry point, slow down.
Location parking can be anything from a carpark at a supermarket, school or hall, a side street or public park to a paddock on a massive farm. You might be in the middle of a city or have had to drive up a steep, winding, gravel road on a mountain range but where ever it is, there will always be a layout plan for where vehicles need to go.
This is called a Mud Map.
While on smaller productions, or if space is limited, these bases may all be in the same area but if bases are spread out, you may be asked to go straight to one of these where someone will 'catch' you and show you where to park.
Or you may just 'dump and run' and the transport team will position the vehicles later.
There are 3 main vehicle areas and while some of the below departments may set up at different bases, the following are most common.
Unit Base
Tech Base
Set
Every vehicle has different spatial requirements, so where you park will depend on what the vehicle needs around it.
Sometimes you’ll need to park as close as possible to the vehicle beside you while still leaving enough room to get out — often at tech base.
Other times there will be a specific distance between vehicles to allow room for stairs, ramps or other equipment to come out of the side doors.
Listen carefully to the person directing vehicles on the ground.
They may be busy positioning other vehicles and may not need yours immediately. If so, they may send you somewhere out of the way until they are ready for you.
Before You Walk Away
Never assume you’ll be in the same vehicle again.
Collect all of your personal belongings.
Normally, you would be expected to fuel up the vehicle before arriving, but if time is tight, Transport may prioritise getting drivers to the destination and deal with fuel afterwards.
If Being Accommodated
On multiple day swings up and down the country, it’s not unusual to end your swing at or near your accommodation. There will almost always be a security guard but still find out if you need to keep your keys on you before walking away.
When checking in, something that trips up many drivers is when reception asks to take a copy of your credit card, even if you have no intention of booking anything up.
If you know you’re going to be accommodated and you don’t have a credit card (a debit card usually isn’t accepted) then let someone on the production know. It can get very uncomfortable and is not what you need after a big day (or night) on the road.
If Flying
If your travel distance is less than 3 or so hours from base, you will probably be shuttled to and from a swing but often you’ll be shuttled or bused to the nearest airport.
When you filled in your contract, you will have been asked if you have an Airpoints number. This is so you get the rewards from your flight but it’s also so you can be sent your flight details. If you don’t have the Air New Zealand app, it could be a good time to download and set it up now rather than in the departure lounge.
Usually a larger production will check everyone in but on smaller ones, you need to do that yourself.
The app will also notify you if there is a delay, and most importantly, when to board. And scanning the ticket in the app at the gate is easier that carrying one with you.
And by the way. Ignore the massive baggage allowance. Productions usually book flexi fares in case of changes and these allowances come with them.
Logbooks and Work Time🚨
If your driving is subject to NZTA work-time and logbook requirements, you are responsible for understanding and recording your work and rest time correctly.
5½ hours work → minimum 30-minute rest
Maximum 13 hours work in a cumulative work day (14 hours in total including breaks) → minimum 10-hour continuous rest
Maximum 70 hours in a cumulative work period → minimum 24-hour rest
Log Book Entries Include More Than Just Driving.
Loading, unloading, vehicle maintenance, administration and other paid work can count as work time.
These are legal requirements, not just production preferences. Always check the current NZTA requirements if you are unsure.
Work Time is Log Book Time
Logbook hours can be a murky topic among drivers, and it isn’t always openly discussed.
The basic principle is simple:
Whatever you’re being paid for by the production counts as work time in your log book.
You may spend hours in a shuttle, stand around in a paddock waiting for a vehicle, or get straight onto the road.
Waiting around does not automatically become a rest break.
NZTA’s definition of work time includes driving as well as other work-related duties, including loading and unloading, vehicle maintenance and cleaning, administration and other paid employment. Rest time must be genuine rest and must not involve work activities.
Rest Breaks
If you are subject to the work-time requirements, you must take at least a 30-minute rest break after 5½ hours of work time.
A rest break must be uninterrupted by work activities. For example, refuelling, paperwork or other work-related duties cannot be carried out during the rest break.
The 13-Hour Rule
In a cumulative work day, you can work for a maximum of 13 hours (with breaks, this becomes 14 hours).
You then need a continuous rest period of at least 10 hours.
The cumulative work day is not simply “a 24-hour clock starting at midnight”. It is a period of work that does not exceed 24 hours and begins after a rest period of at least 10 hours.
This is important because Swing Drivers can have unusual days involving:
The 70-Hour Rule
You can accumulate up to 70 hours of work time during a cumulative work period.
After reaching the applicable limit, you need a continuous rest period of at least 24 hours.
Keep track of where you are in your cumulative work period. If you’re getting close to 70 hours and are asked to do another swing, raise it with Transport before accepting the job.
Ferry Crossings
Ferry crossings can be particularly confusing for Swing Drivers.
NZTA says a scheduled ferry trip of more than one hour may count as a rest break, including time spent in the vehicle during the sailing.
When recording the ferry crossing, you must record the actual departure and arrival times.
After the ferry docks, you may drive for up to 60 minutes to reach safe parking or storage, even if that takes you over the normal work-time limit.
The required 10-hour rest period must then be taken immediately after that post-ferry driving.
Ferry Reminder
Record the actual ferry departure and arrival times.
After docking: maximum 60 minutes’ driving to safe parking/storage.
Then take the required 10-hour rest.
If you are unsure how a particular ferry crossing affects your logbook, check the current NZTA requirements rather than relying on what another driver tells you.
Logbook Details That Matter
If you’re required to keep a logbook, you need to record your work and rest times correctly.
NZTA requires information including:
Only One Logbook
You can only keep one logbook at a time.
So if you arrive at work and realise you’ve left your logbook behind, Transport may have spare books available and some service stations may also have approved logbooks under their counter.
If you move to a new logbook, make sure you understand what needs to happen with the existing one.
Yellow Employer Copies
The current NZTA guidance says the yellow employer/record copy of each completed logbook page must be removed and given to the employer at the end of the cumulative work period, or within 14 days of the record being made, whichever comes first.
Most productions don’t require you to hand these in but they need to be torn out and retained in case requested.
Admin
As you can imagine, every production is a writhing sea of documentation, numbers and deadlines that HOD's (Heads of Departments) and the accounts team are always managing. One of the many aspects to be reported on are what's called Hot Costs. These reports are on what is being spent on any given day, in every single department, to track how their budget is going. These might not seem to relate to drivers but there are two aspects that are.
Your Timesheet.
Your times have to be submitted at the end of each day of work and timesheets submitted by the cut off. Not having the tech skills to do this is no excuse and No, you can't leave it till next week. All of your hours affect these Hot Costs and need to be tracked. So if you're struggling, ask for someone's help.
Receipts
These are also important for the same reason.
Fuel receipts should have
Production's Call and Wrap Times
You will normally be told who to text your Call and Wrap times to.
Your Call Time is the time you have been instructed to be at the meeting point before a swing.
Whether you arrive early or whether the shuttle, flight or other transport is late leaving, your Call Time is the start of your work hours.
Your Wrap Time is generally when you get out of the shuttle or vehicle.
If you stay behind to discuss something, that doesn’t necessarily change your wrap time — unless you are asked to do further work.
Important:
The industry standard work day is often described in production terms as 10.25 hours plus a 45-minute lunch break, adding up to an 11-hour day and this also applies to swing drivers (even though we have 30 minute breaks)
In the case of a 14 hour day (13 working 2x30 resting), this mean any hours worked over this time is seen as Over Time and you'll be paid over time rates.
Payroll times and legal work-time/logbook requirements are different. But what they have in common is they both require a 10 hour break.
Hourly or Daily rate?
Again, depending on size and budget of production, you may be on an hourly rate (self explanatory) or daily rate.
A daily rate is based on the 11 hour day mentioned so still gets over time.
On a daily rate, a half day is 6 hours. Most extensive travel days can also be recorded as 6 hours regardless of how long you're actually traveling (mostly when flying then getting to accommodation etc).
Minimum Call Times
Many productions have a minimum call time of four hours (but sometimes 3, so check).
In other words, you may only physically work for two hours but still be paid for four.
This is usually a default setting in the payroll software so even if you submit the 2 hours you worked, you’ll be automatically paid for four.
Broken Turn Around — BTA
Broken Turn Around (BTA) is a production term used when a crew member starts work before they've finished their 10 hour break.
Breaking turn around needs approval because it has financial consequences for the production and incurs additional rates.
If anything happens and you think you’re going to break turn around, you need to notify someone immediately.
For Swing Drivers, there is another important consideration: the legal work-time requirements.
When you’re asked if you’re available for a swing the following day, check the proposed Call Time against your required rest.
If the proposed Call Time is less than 10 hours after your previous work period ends, don’t simply accept it and hope someone else has checked or won’t notice.
Tell Transport:
“My 10-hour rest period ends at [time], so the earliest I can start is [time].”
Sometimes a later call time will be acceptable.
But never agree to a call time that knowingly cuts into a production required turn around or legally required rest period.
Getting Paid and Getting Reimbursed for Unexpected Expenses
Pay is generally weekly, often on Thursday night or Friday, depending on the production.
If you’re driving on a large production then chances are you’ve already gone through the extensive sign up process and will probably have login details. Usually payroll is Monday to Sunday and the cut off period for entering hours is early Monday morning. If you do have an account, log in and check the hours entered are correct. If they aren’t, let the crew member you send your hours to know.
On smaller productions, you’ll be given a manual timesheet/invoice template or sent one electronically. This can be filled out manually but preferably electronically and needs to be submitted by the cut off. In this instance, you will likely send directly to your payroll contact in transport to be approved before they then forward it to the payroll team.
If you need to pay for something personally because a production card or other payment method isn’t available, contact your Transport contact or boss and ask what to do before spending any money.
Sometimes this is unavoidable and each production handles it differently but one thing is constant, no production likes surprises.
Call first.
While this is by no means a comprehensive guide to swing driving it hopefully gives you an overview of what to expect.
It can be overwhelming and confusing if you’ve never swung before and you’re suddenly standing around or in a shuttle with seasoned drivers talking shop. Remember all of these drivers were new once and because swinging isn’t for everyone, most are there for the (hopefully well paid) adventure so they’ll happily answer any questions you might have and help where they can.
You may or may not notice that everyone working on a production is under pressure therefore respect and patience is essential.
And lastly…
A word of warning.
Never underestimate who knows, is friends with, or related, to who. Careers have been ended from loose chit chat in the hours spent in a shuttle or plane so be mindful. Even if what you say might seem funny or even complimentary, there may be context you have no idea about and you can absolutely guarantee that what you’ve said will get back to that person.
So, keep your log book up to date, send in your hours, sleep well, stay safe and hydrated but most of all, have fun!
Hopefully I'll meet you soon.
E
I started out in the industry in 2005 as an Operations Manager for a small indie film company then went on to be a Payroll Accountant on The Hobbit, where, very ironically, one of my main roles was paying Swing Drivers. Hundreds of them.
I've had my HT licenses for over 40 years and realised I preferred to have a steering wheel in front of me than a computer screen so transitioned into driving about 5 years later.
I've been a Cast, ATL and Shuttle Driver but Swing Driving is it for me.
So this is written from my perspective over all of these departments. There has been no external input and what I've written is not endorsed by any production or Transport Team. It's just what I wished was available when I started out...
E
Driving for the Screen Industry in Aotearoa New Zealand
While there are many vehicles driven by runners, crew members etc, there are three main dedicated types of driving in the New Zealand screen industry. While they can overlap, each has different protocols, skill sets and reporting structures.
1. Cast and ATL Drivers
ATL means Above the Line and generally includes people such as producers, directors and other senior production personnel.
Cast and ATL drivers generally need a Class 1 licence, although an appropriate passenger endorsement is increasingly required on most productions.
Depending on the size and structure of the production, these drivers may be managed by the Assistant Directors (AD) Department or the Transport Department.
It is also increasingly common for Cast and ATL drivers to double as Personal Assistants (PAs) to the person they are assigned to.
2. Shuttle Drivers
Shuttle drivers generally require the appropriate Passenger Endorsement and will mostly drive vans. Larger productions may also require bus drivers to transport larger numbers of crew, swing drivers or extras.
Drivers operating larger passenger vehicles need the appropriate license class and endorsement for the vehicle they are driving.
Shuttle drivers working on location will often drive 4WD vans over weather-affected or compromised surfaces, so confidence driving in a variety of terrain is a real advantage.
3. Swing Drivers
And then there are the Swing Drivers...
What is a Swing Driver?
The first question often is: Why are we called Swing Drivers?
In the screen industry, when something or someone is moved from A to B, it is often referred to as “swinging.”
Swing Drivers usually move vehicles from the studio — where the production is based — to location, meaning anywhere that isn’t at the studio, and then back again.
Sometimes we also swing freight or newly hired vehicles from one city to another.
The vehicles can be anything from Class 1 utes towing equipment, such as light towers, portaloos or campers, through to Class 5 truck-and-trailer units.
Although we are technically crew, Swing Drivers are more like a stealth unit. We often arrive after crew have wrapped — finished for the day or night — and swing their vehicles to the next location so the Transport Department can have everything set up before crew call the following day.
It sounds simple enough.
It isn’t.
There is a surprising amount of logistics involved in every move, even when the locations are only across town.
What Goes Into Organising a Swing?
Depending on the production, a swing can involve:
- Sourcing vehicles.
Also other needs such as light towers, portaloo's, campers etc and having them swung to the studio or location. - Organising TSL's and Fuel Cards.
One person on the Transport team usually has their name on the TSL (Transport Service License) for all of the vehicles on the production. - Recruiting drivers.
Most productions prefer to source local drivers because the cost of bringing in drivers from other area's includes accommodation, transport (to and from airports and while they're away) and per diems (a daily allowance to spend on meals etc) . In some instances, if the work is important to you and you have family or friends in or near the base of a production, you could register yourself as local but you need to be very clear that you will be treated as a local therefore you are responsible for every aspect of your own needs. - Admin.
Once drivers are sourced and approved, their details need to be forwarded to whoever is creating the contracts in order for them to be signed up and signed off to work. - Liasing with Departments.
Every department has different needs. Some will even need shelves and bays built into hire trucks. The Transport Team needs to organise all of this - Wrapping vehicles at the end of the shoot day.
Departments load and secure their equipment, while the Transport team — or sometimes the drivers themselves, depending on the size and budget of the production — may unplug cables, move trucks off ramps, store stairs, collapse Easy Ups, put away Yellow Jackets (cable covers), and generally prepare vehicles for movement. - Working out the order vehicles need to arrive.
On larger moves, trucks may need to be “sent” in the order they are required at the other end. A team then needs to be there to “catch” them and position them. - Allocating Swing Driver car parking.
- Moving drivers between locations.
Depending on the number of drivers and the distance between locations, more than one trip may be required. A shuttle may therefore transport drivers backwards and forwards. - Using flights for distant moves.
Sometimes, at the end of a swing, a shuttle will take drivers to an airport so they can fly back to their starting point. The same process may be repeated the following day, then reversed when shooting at that location finishes. - Organising essentials.
Depending on the size of the move, fuel cards, driver food bags, maps and other essential information may need to be organised and distributed. Flights and sometimes accommodation may also need to be booked. - Fielding calls and messages.
Both department heads and drivers can have any number of questions or problems, and the Transport team often ends up coordinating these moving parts.
What Can Delay a Swing?
There are plenty of things that can hold up a swing, including:
- Freight or newly hired vehicles not being ready.
- Drivers being late or, very rarely, not arriving at all.
- Vehicle issues.
- Unstable ground or difficult conditions at a location, particularly after heavy rain.
- Last-minute schedule changes.
- Flight changes or delays.
- Accidents, road closures or unexpected detours.
Departments may also take longer to wrap when moving from location back to studio.
For example, a department may wrap on a Friday night at a location and start again in studio on Monday morning. They may take extra time to pack away everything used on location and prepare the vehicle for studio so there is no downtime on Monday — and so they don’t have to come in during their weekend to do it.
The Swing Driver’s Reality
To some crew, we can look like the rag-tag group of drivers standing around together with backpacks, wearing hi-vis, patiently waiting for them to wrap.
We don’t always get what other crew get — catered meals, merchandise and sometimes even our names in the credits and we work out of normal hours so we're never going to see any cast.
But, like every other crew member and every other department, we too are just as essential.
That, in a nutshell, is swing driving.
Now let’s break it down.
Who Can Be a Swing Driver?
Pretty much anybody who is a confident driver, can follow instructions and read a map. There are drivers of all shapes, sizes, genders, ethnicities and ages and there are vehicles requiring almost every class of licence, so not having your heavy-vehicle licences doesn't mean you can’t be a Swing Driver.
Class 1 drivers are also needed for things such as campers and utes towing equipment.
One important thing to understand about working in this industry is that many drivers are contractors. If you do something wrong, you won’t necessarily be told.
You may simply stop being offered work.
That makes your reputation important.
The Qualities That Keep You on Driving Lists
Patience
Hurry Up and Wait was probably originally coined by a Swing Driver.
There may be a tight deadline to get drivers to a location within half an hour to an hour after the crew have wrapped, only to stand around for hours before they are put into a vehicle.
There can be many reasons for the delay, and most of the time you’ll never know what is happening behind the scenes.
Your job is to be patient.
For every hour you are waiting, there are people working in the background to get the vehicles ready.
And you’re being paid to stand around.
Relax.
You’ll be on the road soon enough.
Be Willing to Learn New Skills
On some smaller productions, Swing Drivers will help the ground crew wrap vehicles ready for movement.
If you aren’t sure whether this is expected of you, watch the more experienced drivers and see what they do.
It helps to have at least a basic understanding of how to:
- Coil cables correctly.
- Secure tie-downs properly.
- Collapse Easy Ups.
- Hitch up trailers.
- Safely help prepare vehicles for movement.
If you’re new, tag along with an experienced driver and watch and learn — provided they’re happy for you to do so.
On a long shoot, the more new drivers learn at the beginning, the quicker and smoother the wrap process can become as the production progresses.
Be Prepared
Swinging usually happens after wrap, so you can be standing around in all kinds of weather, at any time of day or night.
Be prepared for it.
The Transport Department may have some things available, such as sunscreen, spare log books etc, but warm and waterproof jackets, gloves and hats are up to you.
A good Swing Driver arrives prepared for the conditions.
Health, Safety and Self-Care
The screen industry takes Health and Safety seriously. You’ll know this from the multiple-page H&S manual attached to the contract you signed.
You’ll usually be given a Movement Order covering the information the production has control over, such as:
- Where you are going.
- Sometimes the contact details of the whole swing team.
- Any additional instructions of what you might need to do along the way or when you arrive.
- Who to contact in an emergency.
- Other relevant information for that particular swing such as accommodation arrangements, if any.
But ultimately, your wellbeing is your responsibility.
That starts with Self-Care.
Make sure you:
- Wear appropriate clothing and footwear.
- Carry your required hi-vis.
- Have your logbook if one is required for your driving.
- Carry anything else you need for the journey.
- Keep your phone charged.
- Carry a backup battery pack and charging cables.
If you have medication or procedures you may need because of a severe allergy, diabetic event or another personal requirement, make sure the appropriate person knows what they need to know.
If you have a condition that means you may need to stop while traveling to or from a swing, discreetly let the shuttle driver know so they can be mindful of it.
You’ll be relieved to know that the portaloo's are almost always among the last to leave, so there will usually be bathroom facilities on site — no matter how remote the location or what time of day or night it is.
But if you get the opportunity to use a bathroom at a service station on the way, make the most of it.
Keep Your Phone Alive
It is also a very good idea to carry a backup battery pack and charging cables for your phone.
You may think you have enough battery to last until you get back to your car, but delays, phone calls and using Google Maps can drain a battery surprisingly quickly.
You never want to become uncontactable because your phone has died.
Know Your Limits
Be able to get into a vehicle and drive it — but know when to say no. You’ll earn more respect by admitting when you aren’t confident driving a particular vehicle than by getting into it and damaging the vehicle or its contents because of poor or inexperienced handling.
Not many Class 4 vehicles or below will have a split-shift/Roadranger gearbox, but if you aren’t confident with one, check before accepting the vehicle and say so if necessary.
There are also vehicles sometimes referred to as “clutchless manuals.” These can be easy to drive but confusing if you’ve never encountered one before — especially when you have a manual gear change but no clutch pedal.
If you’re getting into an unfamiliar vehicle, always ask the Transport person if there is anything you need to know.
It might be something basic, such as the heater not working.
Or it might be something more important, such as:
- A long clutch.
- Overly sensitive brakes.
- A known mechanical issue.
- A fault that can’t be repaired until the vehicle returns to civilisation.
- A caravan with its own braking system.
Vehicle Allocation Is Usually Not Your Decision
One final point about vehicle allocation to understand.
Sometimes you get to choose what vehicle you'd like to drive and occasionally you'll be required to drive that vehicle throughout the shoot but on bigger shoots, you'll be allocated a vehicle on the day/night.
Just because you have all the required licences doesn’t mean you’ll be given the maximum sized vehicle you are qualified to drive.
The Transport team may put you in a Class 1 vehicle or even a shuttle for many different reasons.
Whatever the reason, it is not for you to question their decision.
You’ve already read some of the many logistics that go into organising a swing. You won’t know what's happening behind the scenes, and this will be only one of many vehicles you may be expected to drive.
Whatever you’re given, drive it with the same care and attention you would give anything else.
You've Finally Been Allocated a Vehicle
Vehicle Awareness
Even if the Transport team or the vehicle’s department has wrapped the vehicle, it is still in everyone’s best interests for you to walk around it and check it yourself.
Wrap can be mayhem.
Clips on tailgates, retractable stairs and even the occasional cable, though rare, can be overlooked.
You may be experienced enough to sort out some of these things yourself, but it is usually better to ask the ground crew first. There may be a reason something has been left the way it is, or they may need to follow up on it.
For example, camera trucks can have two cables — one for charging batteries and one for the air-conditioning unit — and sometimes these trucks need to be handled differently.
Before Getting in the Cab, Scan For
- Tailgates and clips.
- Retractable stairs.
- Cables.
- Doors are latched.
- Lights and indicators.
- Mirrors.
- Any existing damage.
- Gas bottles or other relevant hazards.
- Anything else that looks unusual.
Know What You’re Carrying
One of the most important things to know about a vehicle is what it is carrying.
The truck with all the camera equipment may be jokingly referred to as the “Million Dollar Truck,” and obviously needs to be driven with that in mind but every vehicle and every load deserves the same level of care.
Gas Bottles and Tunnels
Pay particular attention to whether a vehicle is carrying gas bottles.
These can be found on vehicles such as:
- Catering trucks.
- Wardrobe trucks.
- Make-up trucks.
- Portaloos.
- Other specialist vehicles.
Some tunnels have restrictions relating to vehicles carrying flammable substances. Often, these vehicles will have a warning sign on the side of it (but not all will). You won’t need your Dangerous Goods certification for most of them but you do need to know what your carrying.
For example, the Mount Victoria Tunnel in Wellington has strict requirements, and a production and driver can face serious consequences if a vehicle is taken through when it shouldn’t be.
If you’re unsure, ask Transport or check before entering the tunnel. If necessary, take an alternative route.
Check the Load (only if you have access)
AD trucks are essentially moving offices.
They can contain:
- Drawers.
- Chairs.
- Printers.
- Commercial photocopiers.
- Equipment and supplies.
- Items left on desks or tables.
If something isn’t secured, find somewhere safe for it.
Caravans and campers should also be checked to make sure drawers, cupboards and other loose items are secure.
Most trucks have shelves and bays containing department-specific equipment. Crew are used to wrapping and securing their vehicles, but some things simply can’t be completely contained.
This is another reason to:
- Take corners slowly.
- Avoid harsh braking.
- Take care over bridges where there can be a significant dip on and off.
- Watch the road surface.
- Give yourself time to react.
- Drive to the conditions.
You don’t want the department opening the truck to a mess and damage at the other end and complaining to Transport about the state of their contents.
We All Know This Right?
Watch the bumps and road movements of the vehicle in front of you.
If you’re not told which department’s vehicle you’re driving, there will often be a sign in the window.
Monitoring the road layout on Google Maps can also be invaluable when visibility is poor or you’re dealing with challenging roads, particularly at night.
Self-Driving Departments
It is not unusual for departments to self-drive their vehicles if one of their crew has the required licence.
That can change, however, if shooting hours mean that driver is approaching or has exceeded their permitted work time.
The Transport team may therefore need to take over the vehicle even if it has previously been self-driven.
It's Time to Roll Out
It can be an adrenaline rush when it is finally Go Time.
After sitting or standing around for a while, it’s easy to feel a sense of urgency.
The more hyped-up you feel, the more important it is to slow down and follow your process.
Before you move
Work methodically through your checks:
- Turn truck on to warm up.
- Complete your walk-around.
- Check which side the fuel tank is on (for when you drive in to fuel up).
- Note the size of the tank.
- Nothe whether the fuel cap requires a key.
- Check your vehicle is displaying a TSL License in the window
- Fill in your logbook as required (wheel hubbo, or electronic unit visible from windscreen).
- Set up your cab.
- Adjust your seat and mirrors.
- Set up your phone for handsfree or safe access (and sounds of course!).
- Turn lights on.
- Check the fuel level.
- If driving a diesel truck, check whether it requires AdBlue and check the level.
- Make sure you understand where you are going and what the first stop is.
Sometimes you won’t be released immediately because vehicles need to leave in a particular order — or, more accurately, arrive at the other end in a particular order.
When you're released, drive slowly.
Be aware of:
- Gates.
- Other vehicles.
- People walking around
- Obstacles.
- Tight spaces.
- Long vehicle backs.
Some trucks have extremely long rear overhangs. Be particularly careful when pulling away from something alongside you. Turning too sharply can cause the rear of your truck to swing into or gouge the vehicle beside you.
This is also important when fueling. Be aware of the rear of the vehicle as you swing away from the pump so you don’t collect the bowser.
If you’re driving a manual vehicle, use the first few minutes of slow driving to move through the gears and get a feel for the gearbox and touch the brakes.
And remember, it’s not a race.
You don’t get extra points for arriving first, and you aren’t judged if last to arrive. We all know things can happen along the way and your health and safety is the priority.
Fuel and the Journey
To begin with, be very aware of your fuel usage. Even though the transport team usually have fuel bowsers on site and your truck should have plenty in it, fuel consumption can vary considerably depending on:
- Vehicle weight.
- Terrain.
- Engine and vehicle type.
- Tank size.
- How far you are traveling.
- How remote the location is.
Think ahead about where you may need to refuel, particularly when traveling well inland or to remote locations.
Most productions have a specific stations fuel cards.
You should know:
- Whether your vehicle has a dedicated fuel card.
- The PIN number, if required.
- Whether someone else will be meeting you somewhere with a fuel card.
- If so, where.
- Whether the location you’ve been told is a normal service station or truck stop.
- What to do with receipts
There is nothing worse than sitting at one fuel stop while everyone else is waiting at another, with that sinking feeling that you’ve misunderstood something.
When Things Go Wrong
There are literally numerous moving parts on swings so incidents do happen.
If any of the following happen, don’t keep it to yourself. Notify someone on your team because others will need or want to know. There is often a mechanic or someone on the transport team traveling at the same time as the swing (and this is why you’re often told which specific route to take) but also, other drivers like to be prepared.
You should normally be part of a WhatsApp group, so this is the time to use it.
Occasionally your diesel vehicle will start a DPF burn off process where as well as a light coming up your screen, it might sound like the engine is revving or the air conditioning suddenly came on. That's the Diesel Particulate Filter burning off a build up of toxic particles it's stored.
Most trucks do this passively while you're driving but some do it actively. Usually you don't need to pull over but if the dashboard lights change or an alarm starts, you can pull over but whatever you do, don't turn the vehicle off. There will be a gage on the dash showing the levels and once it's burned off, everything will go back to normal and you can continue. Sometimes this can take up to 20 minutes but isn't common.
Notify Transport if you encounter:
- A weighbridge stop. (Know your license plate because the more modern weigh bridges will flash it on a sign and you don’t want police chasing after you!)
- Police or highway patrol pulling you over.
- A police operation involving drug/alcohol testing, logbook checks or another specific focus.
- A road closure, such as the Desert Road.
- An unexpected detour.
- An accident or other incident such as a tyre blow out.
If You Have an Accident or Breakdown
First, make yourself and the area as safe as possible.
If you can safely do so:
- Put your hazard lights on.
- Pull over.
- Put on your hi-vis vest if you weren’t already wearing it.
- Notify Transport and/or ring an ambulance.
- Give them your precise location.
- Take photographs if it is safe to do so.
You might not realise this but the crew member whose name is on the TSL has a lot of responsibility and can be fined heavily and even have the vehicle impounded so be extremely vigilant.
Don’t Feel Obliged to Stop for Other Drivers
If you see other Swing Drivers pulled over, you don’t necessarily need to stop.
They may simply be having a bathroom or logbook break.
If there is something genuinely concerning, there is a good chance Transport will already know about it.
If you’re unsure, check the WhatsApp group.
Self-Care Includes Taking a Break
The industry runs on the principle of Self-Care.
You don’t need permission to stop for a bathroom break or coffee out of the log book required breaks.
That doesn’t mean, however, that every town becomes a sightseeing opportunity or an excuse to visit someone you haven’t seen for years simply because you’re passing through.
Look after yourself, but remember that you are still working.
When You Arrive
Often within a few kilometres of your destination, you'll start seeing arrows that have been put up by Locations to guide you but don't count on them. Swing drivers are often the first to arrive, before Locations has even settled in.
Arrows or not, as soon as you see an entry point, slow down.
Location parking can be anything from a carpark at a supermarket, school or hall, a side street or public park to a paddock on a massive farm. You might be in the middle of a city or have had to drive up a steep, winding, gravel road on a mountain range but where ever it is, there will always be a layout plan for where vehicles need to go.
This is called a Mud Map.
While on smaller productions, or if space is limited, these bases may all be in the same area but if bases are spread out, you may be asked to go straight to one of these where someone will 'catch' you and show you where to park.
Or you may just 'dump and run' and the transport team will position the vehicles later.
There are 3 main vehicle areas and while some of the below departments may set up at different bases, the following are most common.
Unit Base
- Cast Campers/Caravans
- Extra's Marquee
- Catering (Meals)
- Unit/Craft Services (Coffees, snacks, also Easy Ups etc)
- HMU (Hair and Make up)
- Prosthetics
- Wardrobe/Costume
- AD's
- Art/Set Dec (Set Decoration)
- Greens
- SPFX/VX (Special Effects/Visual Effects)
- Armour and Weapons
- DIT (Digital Imaging Tech)
- ATL's/Script Supervisor
- Animals
- Stunts
Tech Base
- Camera
- LX (Lighting)
- Rigging
- Grips
- Sound
- Locations
- Transport
- Picture Vehicles (Vehicles featured in filming)
Set
- Bases for all the above
- Green room/s for Cast and Extra's
Every vehicle has different spatial requirements, so where you park will depend on what the vehicle needs around it.
Sometimes you’ll need to park as close as possible to the vehicle beside you while still leaving enough room to get out — often at tech base.
Other times there will be a specific distance between vehicles to allow room for stairs, ramps or other equipment to come out of the side doors.
Listen carefully to the person directing vehicles on the ground.
They may be busy positioning other vehicles and may not need yours immediately. If so, they may send you somewhere out of the way until they are ready for you.
Before You Walk Away
Never assume you’ll be in the same vehicle again.
Collect all of your personal belongings.
- Turn off the lights.
- Remove the keys from the ignition.
- Leave the keys on the seat or where you’ve been instructed.
- If the location is on a busy street, you may be instructed to leave the keys above the visor.
- Occasionally you may be asked to lock the vehicle and leave the keys with someone.
- That person may be Security or another department, such as Unit/Craft Services, which often has a key rack.
- Let Transport know about any issues that need attention.
- Complete your logbook requirements.
Normally, you would be expected to fuel up the vehicle before arriving, but if time is tight, Transport may prioritise getting drivers to the destination and deal with fuel afterwards.
If Being Accommodated
On multiple day swings up and down the country, it’s not unusual to end your swing at or near your accommodation. There will almost always be a security guard but still find out if you need to keep your keys on you before walking away.
When checking in, something that trips up many drivers is when reception asks to take a copy of your credit card, even if you have no intention of booking anything up.
If you know you’re going to be accommodated and you don’t have a credit card (a debit card usually isn’t accepted) then let someone on the production know. It can get very uncomfortable and is not what you need after a big day (or night) on the road.
If Flying
If your travel distance is less than 3 or so hours from base, you will probably be shuttled to and from a swing but often you’ll be shuttled or bused to the nearest airport.
When you filled in your contract, you will have been asked if you have an Airpoints number. This is so you get the rewards from your flight but it’s also so you can be sent your flight details. If you don’t have the Air New Zealand app, it could be a good time to download and set it up now rather than in the departure lounge.
Usually a larger production will check everyone in but on smaller ones, you need to do that yourself.
The app will also notify you if there is a delay, and most importantly, when to board. And scanning the ticket in the app at the gate is easier that carrying one with you.
And by the way. Ignore the massive baggage allowance. Productions usually book flexi fares in case of changes and these allowances come with them.
Logbooks and Work Time🚨
If your driving is subject to NZTA work-time and logbook requirements, you are responsible for understanding and recording your work and rest time correctly.
5½ hours work → minimum 30-minute rest
Maximum 13 hours work in a cumulative work day (14 hours in total including breaks) → minimum 10-hour continuous rest
Maximum 70 hours in a cumulative work period → minimum 24-hour rest
Log Book Entries Include More Than Just Driving.
Loading, unloading, vehicle maintenance, administration and other paid work can count as work time.
These are legal requirements, not just production preferences. Always check the current NZTA requirements if you are unsure.
Work Time is Log Book Time
Logbook hours can be a murky topic among drivers, and it isn’t always openly discussed.
The basic principle is simple:
Whatever you’re being paid for by the production counts as work time in your log book.
You may spend hours in a shuttle, stand around in a paddock waiting for a vehicle, or get straight onto the road.
Waiting around does not automatically become a rest break.
NZTA’s definition of work time includes driving as well as other work-related duties, including loading and unloading, vehicle maintenance and cleaning, administration and other paid employment. Rest time must be genuine rest and must not involve work activities.
Rest Breaks
If you are subject to the work-time requirements, you must take at least a 30-minute rest break after 5½ hours of work time.
A rest break must be uninterrupted by work activities. For example, refuelling, paperwork or other work-related duties cannot be carried out during the rest break.
The 13-Hour Rule
In a cumulative work day, you can work for a maximum of 13 hours (with breaks, this becomes 14 hours).
You then need a continuous rest period of at least 10 hours.
The cumulative work day is not simply “a 24-hour clock starting at midnight”. It is a period of work that does not exceed 24 hours and begins after a rest period of at least 10 hours.
This is important because Swing Drivers can have unusual days involving:
- Long periods waiting for vehicles.
- Shuttle travel.
- Flights.
- Ferry crossings.
- Long-distance driving.
- Late arrivals.
- Early calls the following day.
The 70-Hour Rule
You can accumulate up to 70 hours of work time during a cumulative work period.
After reaching the applicable limit, you need a continuous rest period of at least 24 hours.
Keep track of where you are in your cumulative work period. If you’re getting close to 70 hours and are asked to do another swing, raise it with Transport before accepting the job.
Ferry Crossings
Ferry crossings can be particularly confusing for Swing Drivers.
NZTA says a scheduled ferry trip of more than one hour may count as a rest break, including time spent in the vehicle during the sailing.
When recording the ferry crossing, you must record the actual departure and arrival times.
After the ferry docks, you may drive for up to 60 minutes to reach safe parking or storage, even if that takes you over the normal work-time limit.
The required 10-hour rest period must then be taken immediately after that post-ferry driving.
Ferry Reminder
Record the actual ferry departure and arrival times.
After docking: maximum 60 minutes’ driving to safe parking/storage.
Then take the required 10-hour rest.
If you are unsure how a particular ferry crossing affects your logbook, check the current NZTA requirements rather than relying on what another driver tells you.
Logbook Details That Matter
If you’re required to keep a logbook, you need to record your work and rest times correctly.
NZTA requires information including:
- Your name.
- The date the logbook page starts.
- The time the page starts (midnight or noon – and every page in a 70 hour/work period must start at the same time as the first page in that period).
- The date of the end of your last 24 hour break (you break finishes when you start filling in your log book so that will be the date you enter, both at the top of the grid and in the below allocated space)
- The registration number of each vehicle driven.
- Start and finish distance recorder readings where applicable.
- Start and finish times and locations for all work-time hours.
- Start and finish times and locations for rest breaks.
- The required information on the logbook cover and activity grid where applicable.
Only One Logbook
You can only keep one logbook at a time.
So if you arrive at work and realise you’ve left your logbook behind, Transport may have spare books available and some service stations may also have approved logbooks under their counter.
If you move to a new logbook, make sure you understand what needs to happen with the existing one.
Yellow Employer Copies
The current NZTA guidance says the yellow employer/record copy of each completed logbook page must be removed and given to the employer at the end of the cumulative work period, or within 14 days of the record being made, whichever comes first.
Most productions don’t require you to hand these in but they need to be torn out and retained in case requested.
Admin
As you can imagine, every production is a writhing sea of documentation, numbers and deadlines that HOD's (Heads of Departments) and the accounts team are always managing. One of the many aspects to be reported on are what's called Hot Costs. These reports are on what is being spent on any given day, in every single department, to track how their budget is going. These might not seem to relate to drivers but there are two aspects that are.
Your Timesheet.
Your times have to be submitted at the end of each day of work and timesheets submitted by the cut off. Not having the tech skills to do this is no excuse and No, you can't leave it till next week. All of your hours affect these Hot Costs and need to be tracked. So if you're struggling, ask for someone's help.
Receipts
These are also important for the same reason.
Fuel receipts should have
- Your name
- Vehicle Rego
- What swing it was on
Production's Call and Wrap Times
You will normally be told who to text your Call and Wrap times to.
Your Call Time is the time you have been instructed to be at the meeting point before a swing.
Whether you arrive early or whether the shuttle, flight or other transport is late leaving, your Call Time is the start of your work hours.
Your Wrap Time is generally when you get out of the shuttle or vehicle.
If you stay behind to discuss something, that doesn’t necessarily change your wrap time — unless you are asked to do further work.
Important:
The industry standard work day is often described in production terms as 10.25 hours plus a 45-minute lunch break, adding up to an 11-hour day and this also applies to swing drivers (even though we have 30 minute breaks)
In the case of a 14 hour day (13 working 2x30 resting), this mean any hours worked over this time is seen as Over Time and you'll be paid over time rates.
Payroll times and legal work-time/logbook requirements are different. But what they have in common is they both require a 10 hour break.
Hourly or Daily rate?
Again, depending on size and budget of production, you may be on an hourly rate (self explanatory) or daily rate.
A daily rate is based on the 11 hour day mentioned so still gets over time.
On a daily rate, a half day is 6 hours. Most extensive travel days can also be recorded as 6 hours regardless of how long you're actually traveling (mostly when flying then getting to accommodation etc).
Minimum Call Times
Many productions have a minimum call time of four hours (but sometimes 3, so check).
In other words, you may only physically work for two hours but still be paid for four.
This is usually a default setting in the payroll software so even if you submit the 2 hours you worked, you’ll be automatically paid for four.
Broken Turn Around — BTA
Broken Turn Around (BTA) is a production term used when a crew member starts work before they've finished their 10 hour break.
Breaking turn around needs approval because it has financial consequences for the production and incurs additional rates.
If anything happens and you think you’re going to break turn around, you need to notify someone immediately.
For Swing Drivers, there is another important consideration: the legal work-time requirements.
When you’re asked if you’re available for a swing the following day, check the proposed Call Time against your required rest.
If the proposed Call Time is less than 10 hours after your previous work period ends, don’t simply accept it and hope someone else has checked or won’t notice.
Tell Transport:
“My 10-hour rest period ends at [time], so the earliest I can start is [time].”
Sometimes a later call time will be acceptable.
But never agree to a call time that knowingly cuts into a production required turn around or legally required rest period.
Getting Paid and Getting Reimbursed for Unexpected Expenses
Pay is generally weekly, often on Thursday night or Friday, depending on the production.
If you’re driving on a large production then chances are you’ve already gone through the extensive sign up process and will probably have login details. Usually payroll is Monday to Sunday and the cut off period for entering hours is early Monday morning. If you do have an account, log in and check the hours entered are correct. If they aren’t, let the crew member you send your hours to know.
On smaller productions, you’ll be given a manual timesheet/invoice template or sent one electronically. This can be filled out manually but preferably electronically and needs to be submitted by the cut off. In this instance, you will likely send directly to your payroll contact in transport to be approved before they then forward it to the payroll team.
If you need to pay for something personally because a production card or other payment method isn’t available, contact your Transport contact or boss and ask what to do before spending any money.
Sometimes this is unavoidable and each production handles it differently but one thing is constant, no production likes surprises.
Call first.
While this is by no means a comprehensive guide to swing driving it hopefully gives you an overview of what to expect.
It can be overwhelming and confusing if you’ve never swung before and you’re suddenly standing around or in a shuttle with seasoned drivers talking shop. Remember all of these drivers were new once and because swinging isn’t for everyone, most are there for the (hopefully well paid) adventure so they’ll happily answer any questions you might have and help where they can.
You may or may not notice that everyone working on a production is under pressure therefore respect and patience is essential.
And lastly…
A word of warning.
Never underestimate who knows, is friends with, or related, to who. Careers have been ended from loose chit chat in the hours spent in a shuttle or plane so be mindful. Even if what you say might seem funny or even complimentary, there may be context you have no idea about and you can absolutely guarantee that what you’ve said will get back to that person.
So, keep your log book up to date, send in your hours, sleep well, stay safe and hydrated but most of all, have fun!
Hopefully I'll meet you soon.
E
