We're proud to announce the release of our new audition scheduling tools. We're currently in our first phase of release and will continue improving upon this feature. In this help article, we will cover the main 4 components of scheduling tools.
- Creating your audition schedule
- Using the schedule view and editing your audition schedule
- Organizing your schedule and sending audition requests
- Schedule view filtering
Creating Your Audition Schedule
There are several different ways you can go about creating an audition schedule. First we will cover creating your audition schedule while creating your job.
- When first creating your job in the “Post a Job” editor, you can optionally add audition details in the “Talent Locations/Auditions” section:
- Then in the Application Manager for your production, click to open the calendar, which is located right beneath the filters panel:
- Expand the calendar panel and go to the date of your auditions. You will see the audition represented by this icon:
- Clicking on that icon will give you the option to edit the audition schedule and add more details to it:
- You can also create an additional audition on this date by clicking on the “Create a new schedule” option
- Note: Details for auditions initially created in the “Post a Job” editor are viewable by the public in your published casting call. Any additional audition schedule details added later through the Application Manager will only be visible to applicants who are sent audition requests.
Alternatively, instead of (or in addition to) creating an audition in the “Post a Job” editor, you can do it from scratch right from within the Application Manager calendar by clicking the “+ New Audition” option at the top of the calendar or the “+” icon on a specific date. This audition information is private and only ever visible to applicants who receive audition requests:
- Clicking either of those will open the audition schedule creator.
- You can also create a brand-new audition schedule by first selecting one or more applicants and then selecting “Request an Audition” in the Actions menu:
- Clicking that will open a screen with 3 options:
- Request a self-tape audition: This option is specifically for requesting self-tapes and is independent from any in-person audition scheduling
- Create an in-person audition: This option will take you to the audition schedule creator.
- Move to the audition folder: This option moves applicants to the “Audition: Moved from Submissions” folder, where they can later be added to a new or existing audition schedule.
If you manually select a few applicants before creating your audition schedule, you will see this at the top of the audition schedule creator screen:
However, you do not have to select any applicants before creating your audition schedule. If none are selected, you can associate it with a specific role or roles:
...or just leave it open-ended and decide later which applicants you want to add and for what roles the audition will be for.
The audition schedule creator provides you with various customization options for your audition schedule, including:
- Setting audition dates and times
- Scheduling breaks
- Choosing whether or not to manually or automatically add applicants to the schedule
- Allowing for automatic rescheduling
- Setting location details
Using the Schedule View & Editing Your Audition Schedule
After creating your audition schedule you will automatically be taken to your Schedule View, which you can also toggle to at any time by selecting the last View button:
Here’s what an audition schedule looks like in the Schedule View before any applicants have been added:
A) You can hover over this role indicator to see the roles for which there are applications in your audition schedule.
B) Autofill your entire schedule with unscheduled applicants (from the “Auditions: Moved from Submissions” folder). You can see all of your unscheduled applicants at the bottom of the screen, in what’s called the “unscheduled drawer”.
You can also drag applicants from the unscheduled drawer to a time-slot to add them to your audition schedule. They can be filtered by role by using the menu on the right side.
C) This opens the audition schedule editor, where you can edit your audition name, location, and the date and times of your schedule, including individual time slots:
D) Open a printable version of your audition schedule (this will only work once you have confirmed applicants in your schedule).
E) Expand all time slots.
F) Autofill an individual time slot with unscheduled applicants.
G) This indicates a scheduled break.
Deleting a Schedule
There may be an occasion when something changes with the production and you need to scrap an audition schedule you have created. This can only be done prior to the auditions having started. To delete the schedule, you would click on Edit Details.
This will bring up the Edit Schedule Details where you can click on the trash icon found at the bottom right hand corner of the screen. After clicking that icon, you will the be reminded that if you proceed that the deletion is irreversible.
Organizing Your Schedule & Sending Audition Requests
In the initial audition-schedule creator you can choose for your schedule to be either automatically filled with unscheduled applicants -- or you can manually drag them to your schedule from the unscheduled drawer. If you choose the manual option, you can always decide to autofill your entire schedule (or autofill individual time slots) later.
Either way, when applicants are added to a time slot you will see several different actions that can be taken:
A) Send new audition requests to all of the applicants in your schedule that are in the “draft” state:
B) Time slot statuses -- these numbers indicate how many applicants are in draft state, have confirmed their audition request, or have requested to be rescheduled.
C) Unschedule all applicants from your audition schedule. This option clears your audition schedule. Note: If an applicant was already sent an audition request, then they will now be sent a request-cancellation notification. You also have the option to send these applicants a custom message if you choose.
D) Drag the applicant to another time-slot. (This action will also trigger a request-cancellation message to the applicant if the applicant was already sent a scheduling request for a previous time-slot. They will then be able to accept the new time-slot you’ve assigned them.).
E) Move the applicants into the “Audition: Yes” or “Audition: No” sub-folders, to organize the applicants whose auditions you liked or didn’t like.
F) Unschedule the applicant
G) Audition request draft -- this will send the applicant the request and move them from “draft” to “sent” status.
After an applicant has been sent an audition request, they move out of the “draft” status. First, they go into “sent” status after the audition request is sent:
Once the applicant confirms their request they will be in “confirmed” status:
If the applicant requests to reschedule their audition, then they will be marked with “reschedule” status:
Applicants who need to reschedule will first be able to select from any open time slot, if you‘ve made the automatic-rescheduling option available to them. Otherwise (or if none of the open time-slots work with their schedule) the applicant will be required to send you a message noting their availability. You can easily see that message by clicking on the message icon (seen above), which opens the messages tab on their application. Clicking the message then opens the Messaging app, where you can read the full message and send a reply if you choose.
Organizing Your Schedule & Sending Audition Requests
Like the other Application Manager views (e.g. grid view, video view, etc.), there are a variety of ways to filter the applicant results in the schedule view:
- You can apply any filters from the existing filter options (such as filtering by location, gender, skill, etc.).
- You can filter by a specific role.
- You can filter by specific subfolders with the main “Audition” folder.
If there are results, your audition schedule will be highlighted to show the relevant details:
Additionally, when filters are applied only time-slots that contain highlighted applicants will be expanded by default. The rest will be collapsed.
If there are no results, your audition will be highlighted to show that as well: