Availability Checks

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. 

What to do  #

  1. Check client’s availability on their Calendar 
  2. Log 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. 
  • Import client booking 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. 
  • If the request has come in on the day of the submission, 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. 
  • It may be that this has come in without any submission or meeting, in which case manually type in whatever information you can. 
  • When: Fill in the date and time of the Availability Check. 
  • With: This should autofill. If not, make sure you link contact to the relevant name. To do this, click on the link symbol and a box will open which offers “link contact” (see image). Click on the pencil icon and start typing contact’s name. If it does not appear, it is not in our system and will have to be added.   
    • Go to the option “create contact” and manually add all detail here. Click the red “LINK” button and the contact will be added to our system. You MUST make sure there is a contact to link this to before completing the booking. 
  • The following sections will autofill if the job information has come from Spotlight, if it doesn’t or the original submission came from elsewhere, you can manually input it. 
  • Booking type: Commercial/Stage/Film etc 
  • Project title: Make sure this is filled with a relevant name 
  • Summary: Should auto-fill, if not copy any info from the original breakdown. 
  • Role: As above 
  • Role Description: As above 
  • Meeting type: Is it an Audition/Chat/Screen test? 
  • Notes for Client: In the “notes for client” section, fill in how the booking came in and how. Example: Maddy Hinton called/Laura from Hammond Cox emailed), plus anything the client will need to know about. Example: ‘use a German accent/wear a suit’ etc.  
  • You can copy over information from any emails received here. 
  • Dates At this stage the date info will be in the box Date Information, rather than populating the calendar, double check that the information on dates is consistent with the request, as this can change from the original Submission. 
  • 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. 

3. Contact 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. Update the 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. Weekly Journal  #

  • Record incoming information (phone call or email from casting director/production company) in relevant section of WJ, starting with date of contact, your initials, the client initials, who the contact is and what it’s about. 
  • Record any outgoing conversation with the contact (phone call or email from casting director/production company) in relevant section of WJ, starting with date of contact, your initials, the client initials, who the contact is and what it’s about. 
  • Log the Availability Check under the right heading, starting with date of meeting, initials of client and details of who it’s with and what it’s for. 

6. Create a follow up task if necessary  #

  • You can follow the instructions on how to create a Task here. 
  • Be sure to link the relevant client and contact. 
  • Be sure to initial and date, being as clear and concise in the task itself as possible.