How to Create an Availability Check

Intro

An availability check can come off the back of a Submission, Meeting or Self Tape, but is just as likely to be the first contact we receive regarding the job. 

Availability checks can be very vague. Get as much information as possible and fill in as much as you can on TagMin. More information can be added as we get it.

What to do 

  1. Check client’s Availability on Tagmin 
  2. Create Availability Check on Tagmin
  3. Contact and confirm with Client 
  4. Respond to confirm with Contact 
  5. Log in Weekly Journal 
  6. Set any relevant tasks to chase for updates. 

How to do 

1. Check client Availability on TagMin  

  • Go to the client’s TagMin page by searching their name in the client search bar or finding them on the Client tab. 
  • Click on the Calendar icon, located in the centre panel, below their headshot. 
  • Check if there are any date clashes. 
  • If you are on the phone for the AV Check, you can use the information from the calendar as a basis for the conversation. Example: “I can’t see anything booked on those dates at the moment, but I will double check with the client and get back to you asap. What’s the best way to contact you?” 

2. Create Availability Check on Tagmin 

  • Even if the client is unavailable log the Availability Check
  • To create an Availability Check, go to the client’s TagMin page by searching their name in the client search bar or finding them on the Client tab.  
  • Once on the client page, find the Availability Check tab and press the ‘+’ button. This will open an AV check on the right hand side of the screen for you to edit.
  • If the AV check is linked to a submission, use the Import client booking field to search, by typing the name of the project into the search field. 
    • If you cannot find the name of the booking double check on Spotlight and see if you can find the original Submission, then search with the specific submission title. 
    • If the request is regarding a submission that was done the same day, Spotlight won’t have imported the information yet. You can import this information by clicking on the small Spotlight icon on the top right and searching for the relevant job. 
    • Make sure you are importing the correct booking – some submissions may have similar names, so there may be multiple submissions for McDonalds, for example. Check it is the right one. 
    • Once you have linked the AV check to the submission, much of the below will self populate, but please check that the information is correct and amend where necessary.
  • In many cases AV checks come to us direct without any submission or meeting, in which case manually type in as much information as you can.  
  • Project title: If auto-filled, check the information is correct, if not copy any info from the original breakdown or write in any info provided when the check was made. 
  • Linked Contacts: Important!
    • If the Contacts involved are already on TagMin, please click on the icon and use the Contact search bar to search for and link existing contacts.
    • Select the relevant name, check the ‘Type’ field has the correct information eg; Casting Director, Producer etc.
    • Press the red ‘Link’ button.
    • You can link as many contacts as you like here.
    • If the Contact is not on TagMin, press the ‘+’ button and create the contact by filling in as many of the below fields as possible, once you have input as much information about the Contact as you can, press the red ‘Create’ button.
  • Booking type: Commercial/Stage/Film etc 
  • Summary: If auto-filled, check the information is correct, if not copy any info from the original breakdown or write in any info provided when the check was made. 
  • Role: As above 
  • Role Description: As above.  
  • Notes for Client: Use this field to copy in any specifics from the check, including how the check came about (email, phone call etc), who you spoke to and any other information. You could copy and paste any emails into here, being sure to update the Weekly Journal as you go.
  • Location: If a location was mentioned in the AV check, please put details here.
  • Agreements: If any fee information was mentioned in the AV check, please put details here and send whatever information you have been given to the iCan team.
  • Agency Comments: Important! Use this field to copy in any specifics from the check, including how the check came about (email, phone call etc), who you spoke to and any other information, including if the Client is unavailable and won’t be proceeding with the job. You could copy and paste any emails into here, being sure to update the Weekly Journal as you go.
  • Dates: If the AV check is linked to a submission, the dates will import and populate the Date Info box, rather than the Overall Dates or Scheduled Dates boxes.
  • If you are inputting the information yourself you can use the Overall Dates box if the check is for a block of time, or the Scheduled Dates box if it is for more sporadic dates. Make sure you have selected “Show on Calendar”, this allows us to see the AV check from our Dashboard and also when doing an availability search on TagMin.
  • If the Submission came from somewhere other than Spotlight, click the Additional Information tab at the bottom, go to the Source dropdown box and select the relevant answer. 
  • If we are contacted to say the AV Check is off, hide the dates on the calendar and make a note in the Agency Comments, Even if the client is unavailable log the Availability Check
  • Have a think about whether we can use this Contact for further Contact Development and set any relevant follow up Tasks.

3. Contact and confirm with client  

  • Check their Contact Preferences
  • If possible, phone with all information.  
  • If not make sure you email/WhatsApp all information asking for confirmation asap. 
  • If you have to leave a message, email or WhatsApp, make sure you ask them to call you back to confirm. Making sure you give them as much info as possible. 
  • Update Status on TagMin. Send them TagMin email and forward any relevant scripts or info that have been sent. 
  • TagMin can always be amended later if we need to ask for another time or pass on the request. 

4. Respond to confirm with Contact

  • Once the client has confirmed their availability, let the contact know. 
  • If they called and asked for a return call, ring them back and give them whatever information you now have. 
  • If they emailed, reply with whatever information you now have. 

5. Log in Weekly Journal 

  • Record all contact (phone call or email from casting director/production company) in ‘Communication’ section of WJ, starting with date of contact, your initials, the client initials, who the contact is and what it’s about. 
  • Scroll down and log in the Availability Check section , starting with date of meeting, initials of client and details of who it’s with and what it’s for.

6. Set any relevant tasks to chase for updates

  • You can follow the instructions on how to create a Task here. 
  • Check that the AV Check is linked to the relevant Contacts.
  • Check that there is a clear summary of everything that has happened in the Agency Comments field.