Documentation on ITCFLOW

Booking Workflow

Mon, 01 Jan 0001 00:00:00 +0000

Booking Workflow

ITCFlow’s booking workflow is organized into event stages. Each stage represents a step in the booking process and can be sent to clients independently.

Event Stages

Stage	Description
Selection	Initial pool of talent candidates presented to the client
Casting	Follow-up stage for live casting sessions
Option	Tentative booking — client has expressed interest
Job	Confirmed booking — talent is locked in

Event Statuses

Each event stage has a status that reflects where it is in the workflow:

Client Management

Mon, 01 Jan 0001 00:00:00 +0000

Client Management

ITCFlow provides a comprehensive directory for managing your clients, agencies, and external contacts.

Contacts

The Contacts app lets you manage all the people and organizations your agency works with.

Add: Click Add Contact — first name and last name are required
Edit: Pencil icon in the list or Edit button on the detail page
Delete: Trash-can icon — deletion is permanent
Company linking: Each contact can be linked to a company

Companies

Manage agencies, production houses, and other organizations.

Creating a Talent

Mon, 01 Jan 0001 00:00:00 +0000

Creating a Talent

This guide covers how to add talents to your roster, manage their profiles, and generate application form PDFs.

Adding a New Talent

Go to Talents in the sidebar
Click Add Talent
Fill in the required fields (name, contact info)
Add optional details: physical attributes, measurements, clothing sizes, languages, skills
Click Save

Talent Profile Sections

Info: Basic identity, contact details, and agency information
Photos: Photo gallery with upload, reordering, and book management
Documents: Secure document storage for contracts, IDs, certificates

Advanced Search

The Talents list includes an “Advanced Filters” modal that lets you search by:

Documents

Mon, 01 Jan 0001 00:00:00 +0000

Documents

The Documents app lets staff securely store and retrieve files associated with talent records and briefs. All files are kept in a private storage bucket — no file is ever publicly accessible.

Document Types

Admins can configure document categories that appear in upload forms.

Built-in types include: Contracts, Identity Cards, Mandates, Casting Scripts, Call Sheets, and more.

Managing Document Types:

Go to Admin → Documents → Document types
Add new types with a unique code, label, and category (Talent, Event, or Both)
Set sensitivity level and active status

Sensitivity and Security

Each Document Type has an Is sensitive flag that controls:

Managing Bookings

Mon, 01 Jan 0001 00:00:00 +0000

Managing Bookings

This guide covers availability checks, booking confirmations, and talent transfers.

Checking Talent Availability

Send availability check emails to talents in any event stage.

Click Check Availability in the top action bar
Select talents to check (or leave all unticked to check everyone)
Click Send — each talent receives a personalized link
Talents reply via their secure one-time link

Confirming Bookings

Once availability responses are collected, send booking confirmation emails.

Quick Start Guide

Mon, 01 Jan 0001 00:00:00 +0000

Quick Start Guide

This guide covers the essential setup steps to get your agency running on ITCFlow.

Agency Logo

Upload your agency logo to appear on public-facing pages — brief selection pages, client response pages, and the talent application form PDF.

Go to Admin → Config → Agency logos → Add agency logo
Enter a name (e.g. “Acme Agency 2026”)
Upload your logo image (PNG or SVG recommended)
Tick Active to make it live
Save

Only one logo can be active at a time. Switching logos takes effect immediately.

Sending Briefs

Mon, 01 Jan 0001 00:00:00 +0000

Sending Briefs

This guide covers how to create briefs, send them to clients, and manage talent PDF downloads.

Creating a Brief

Go to the Talents list page
Select talents using bulk mode or selection mode
Click Add to Selection
Fill in the brief details (title, client, booker, rates)
Click Create Brief & Selection

Sending to Client

Open the brief detail page
Click Send to client in the top action bar
The client receives an email with a secure public link
The client can view talent cards and submit their response

Downloading Talent PDFs from Public Briefs

Clients and bookers can download printable PDFs for any talent:

Session Management

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Session Management

This guide covers security and UX features: session monitoring, automatic logout, banner messages, and password requirements.

Active Users Dashboard

Monitor who is currently online.

Staff sessions: Admin → Maintenance → Active Sessions

View all logged-in staff members
See last activity time and IP address
Filter by active in last 15 min or 1 hour

Public visitors: Admin → Maintenance → Public Activities

Track visitors on public pages (brief public, talent availability, login)

Auto-Logout After Inactivity

Staff members who are inactive for more than 60 minutes are automatically logged out. The idle timer resets on every page load, form submission, or HTMX request.

Talent Management

Mon, 01 Jan 0001 00:00:00 +0000

Talent Management

ITCFlow provides comprehensive tools for managing your talent roster. This guide covers photo galleries, photo books, and PDF composites.

Photo Gallery

Each talent has a dedicated photo gallery accessible from their profile page via the Photos tab.

Uploading Photos

Open the talent’s profile and click the Photos tab
Drag one or more image files onto the upload zone, or click inside the zone to open the file picker
Optionally set a Taken at date
Click Upload

Accepted formats: JPEG, PNG, WebP. Maximum file size: 10 MB per file.

Tracking Availability

Mon, 01 Jan 0001 00:00:00 +0000

Tracking Availability

This guide covers availability statuses and email delivery monitoring.

Availability Statuses

Admins can configure the selectable values talents can submit in response to an availability check email.

Managing Statuses:

Go to Admin → Config → Availability statuses
Add or edit statuses with labels like “Available”, “Unavailable”, “Available with conditions”
Set the Is Positive Status flag to mark favourable responses
Set the Show to talent flag to control visibility

Email Delivery Monitoring

Every email sent through the system is tracked in the Email Logs.