Casting TaylorMade: How-To Guide

You may be asking yourself, “How in the HELL am I supposed to do all of this crap????”

Fear not!! The following is a step-by-step look at how to keep this party rollingggggg

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IN ORDER OF APPEARANCE:

  1. Building Submission Pages

  2. Building Availability Check Links

  3. Building Confirmation Links

  4. Updating Google Forms

  5. Updating Dropbox Links

  6. Building Live Sheets

  7. Facebook Posts

  8. Retrieving Squarespace Links

  9. Building / Sending Availability Check Campaigns in MailChimp

  10. Sending Upcoming Booking Emails

  11. Sending Confirmation Emails

  12. Building / Sending Calendly Links


 
 

BUILDING SUBMISSION PAGES

From the Squarespace HOME menu: Home → Pages → Select “Adults” or “Kids” based on role requirements and follow these steps:

  1. Hover your mouse over the title of a previous Event Page (aka Submission Page) and click “EDIT”

  2. Click “DUPLICATE” at the bottom of the Edit screen

  3. Select “DISCARD CHANGES” (if it asks)

  4. Follow the steps below to finish creating your new Submission Page

Submission Page - Content.png
Submission Page - Options.png
 

CONTENT TAB

  1. Rename Page for appropriate date

  2. Click on date to select appropriate start & end dates from drop-down calendar

  3. Add applicable Show & Role info

  4. Update Google Form based on info needs for roles

    *Step-by-step for FORM UPDATES can be found below

  5. Update Dropbox link via Camera Gif

    *Step-by-step for DROPBOX LINKS can be found below

 

OPTIONS TAB

  1. Replace current calendar star with appropriately numbered star to coincide with work date

    • These stars will need to be kept in a folder on your computer for easy access.

  2. Edit url to reflect work date

  3. Hit “Save & Publish” to make the submission page live!


BUILDING AVAILABILITY CHECKS

From the Squarespace HOME menu: Home → Pages → “AVAILABILITY CHECKS” and follow these steps:

  1. Hover your mouse over the title of “TEMPLATE - Availability Check” and click “EDIT”

  2. Click “DUPLICATE” at the bottom of the Edit screen

  3. Select “DISCARD CHANGES” (if it asks)

  4. Follow the steps below to finish creating your new Availability Check

 

CONTENT TAB

  1. Rename the Availability check to make it easily identifiable (much like the subject line of an email)

    *Ex: “Stars Collide // Availability Check // September 9th // Frat Party Goers

  2. Adjust the date from the drop-down calendars based on work dates

  3. Edit this section to reflect the basic info about the project / role(s) you are checking availability for. Try to include the following if possible:

    • Pay Rates

    • Filming Area

    • Shooting Type (Day / Split / Overnight)

    • Basic wardrobe requirements (Business professional / Casual / Athletic / etc..)

    • Prop requests (luggage, backpacks, athletic gear, etc..)

  4. Update Dropbox Link via Camera Gif

    *Step-by-step for DROPBOX LINKS can be found below

  5. Update Google Form based on info needs for roles

    *Step-by-step for FORM UPDATES can be found below

 

OPTIONS TAB

  1. Upload a Logo image for CTM or the Show you are currently checking availability for

    • These Logos will need to be kept in a folder on your computer for easy access.

  2. Edit url based on avail check you are sending to help easily identify it. You should include the following:

    1. Show initials (STG / SC / TF / TBA / etc..)

    2. Dates being checked

    3. Type of roles being checked (Hospital / High School / Pedestrians / etc…)

  3. Hit “Save & Publish” to make the submission page live!

Avail Check - Content.png
Avail Check - Options.png

BUILDING CONFIRMATION LINKS

From the Squarespace HOME menu: Home → Pages → “CONFIRMS” and follow these steps:

  1. Hover your mouse over the title of a previous Event Page (aka Confirmation Page) and click “EDIT”

  2. Click “DUPLICATE” at the bottom of the Edit screen

  3. Select “DISCARD CHANGES” (if it asks)

  4. Follow the steps below to finish creating your new Confirmation Page

Final Confirm - Content 1.png
Final Confirm - Live Sheet Code.png
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Final Confirmation - Options.png
Final Confirmation - Location.png
 

CONTENT TAB

  1. Rename Confirmation to reflect Show and Date

  2. Select correct date from dropdown calendar

  3. Update “PROJECT NAME” and Date that you are confirming

  4. Update Extras Parking location as listed on the Call Sheet. If a map is available - insert an image of it here as well. Also good to note here if the BG will be catching a shuttle from parking.

  5. Edit Live Sheet Code:

    *Step-by-step for creating LIVE SHEETS can be found below

    1. Paste code created for the LIVE SHEET in corresponding show’s skins over highlighted section starting with src= (leaving the top row as is)

    2. Increase or decrease “height=(number)” as needed to show all names listed on the live sheet without excess space at the bottom

  6. Insert applicable wardrobe notes that were sent over from the Costumes Department. Include any images they may have sent for reference as well.

  7. Update Hair / Makeup notes if specific looks were requested

  8. Update Google Form

    *Step-by-step for FORM UPDATES can be found below

 
Final Confirmation - Content 3.png
 

OPTIONS TAB

  1. Upload LOGO image for corresponding show

  2. Update link to reflect date and show initials

 

LOCATION TAB

  1. Update with Extras Parking location provided on Call Sheet from production

  2. Click Save & Publish in the bottom right corner to make the confirmation link active!


UPDATING GOOGLE FORMS

 

BUILD TAB

  1. Update Form Name to reflect what it is for.

  2. Edit Form Fields to reflect info needs. On SUBMISSION Forms you will need to make sure and include all Role Choices for applicants to choose from!

  3. Add or remove various Form Fields as needed. ALWAYS keep Name, Phone, & Email!! I’d recommend keeping Ethnic Appearance, Gender, and Age on all forms (aside from final confirmations) as well.

 

STORAGE TAB

  1. CONNECT EMAIL:

    • Enter “extrasbooking@gmail.com” for all Booking Confirmations or Final Confirmations

    • Enter “extras.apply@gmail.com” for all Submissions and Availability Checks

  2. CONNECT GOOGLE DRIVE:

    • Connect to “extrasbooking@gmail.com” for all Booking Confirmations and Final Confirmations

    • Connect to “extras.apply@gmail.com” for all Submissions and Availability Checks

  3. Name the Google Sheet to match the Form Name chosen on the BUILD TAB

    *This is where all of the form submissions will drop - and can be found in the corresponding Google Drive account.

  4. Click APPLY to save your changes to the Form

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UPDATING DROPBOX LINKS

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Start in Dropbox and follow these steps:

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  1. Select “File Requests” from the left side menu

  2. Click “Request Files” on the right side menu

  3. Name the file request based (this should match the submission date or availability check you are sending)

  4. Click “Next”

  5. Copy link

  6. Click “Done” and return to Squarespace to paste your link

DropBox Link - Design.png
Dropbox - Link Editor.png
 

On Squarespace:

Click “EDIT” on the Camera Gif and follow these steps:

  1. Select Design Tab

  2. Scroll down to the “Clickthrough URL” section and click the circle to the right of the current URL link to open the LINK EDITOR

  3. Paste the new link you just created into the address box

  4. ALWAYS make sure the “Open in New Window” option is selected!!!

  5. Click “Save” on the top left of the Link Editor window


BUILDING LIVE SHEETS

LIVE SHEET - 1.png
LIVE SHEET - 2.png
 
  1. Duplicate sheet for current work date

  2. Rename to “Date - LIVE”

  3. Delete all columns except “PRELIM”, “NAME” and “SPECIALTY” (if necessary - only needed if people are booked with specialty items like cars or pets)

  4. Rename “PRELIM” to “CALL”

  5. Delete all STAND IN / PHOTO DBL, Hidden Rows, and WORKSPACE rows

  6. Remove pay rates from role titles

  7. Make it look clean & neat

  8. File → Publish to Web → Stop Publishing (this cuts the live connection to other live sheets so that Squarespace will update faster when changes are made) → EMBED → Select correct sheet from dropdown list → Click Publish

  9. Copy everything after <iframe to paste into corresponding code box on Squarespace


FACEBOOK POSTS

 

From the CTM Facebook page:

Click “Write a post…”

  1. Copy the Show Name and Role info from the Submission Page on Squarespace and paste into the new post on Facebook

  2. Add “FOLLOW THIS LINK TO APPLY” and paste the link to the corresponding Submission Page on Squarespace. (Don’t forget to change “.squarespace.com” to “.net” before sharing your post)

    *Step-by-step for SQUARESPACE LINKS can be found below

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RETRIEVING SQUARESPACE LINKS

  1. On Squarespace - Click the small arrow at the top left corner of the desired page to view the published version of the page

  2. Copy the link from the address bar

  3. Paste the link in the desired location and edit it to replace “.squarespace.com” with “.net”

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BUILDING / SENDING AVAILABILITY CHECK CAMPAIGNS IN MAILCHIMP

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From the Campaigns tab - replicate a previously sent avail check and follow these steps:

  1. Edit the Name of the campaign for easy identification within Mailchimp

  2. Edit the subject line to reflect the availability you are requesting

  3. Edit the “Design” of the availability check to reflect the Project / Role info you are primarily seeking. You will need to hit the gray “Save & Close” button to save each block as you edit, and then the blue Save & Close to save your design settings and return to the previous menu.

  4. Send a “TEST EMAIL” to extrasbooking@gmail.com, extras.apply@gmail.com, and extrascastingtm@gmail.com in case you need to forward the availability check to people that are not registered in the Mailchimp database.

  5. Edit your recipients list.

    • This can be a “New Segment” as filtered based on your needs - make sure the dropdown option next to Contacts match is set to “ALL” of the following conditions

    • or you can select Paste Emails - and drop in a list of email addresses from another source. Not all of them will be in the database - so you will have to forward the availability check through a gmail account to those people that were left out. Mailchimp will give you a list of those address

  6. Hit Send!


SENDING UPCOMING BOOKING EMAILS

Sent through “extrasbooking@gmail.com”

Find a previously sent Upcoming Booking email → Forward it → Choose “Edit Subject” from the Drop-down arrow next to “To” → Follow the steps below:

  1. Edit subject line to remove “FWD:” and reflect appropriate show and work date

  2. Delete the block of unneeded “FORWARDED MESSAGE” mumbo-jumbo above the Casting TM logo

  3. Update Work Date

  4. Update Show & Work Date (again..)

  5. Edit this section to reflect the appropriate Work Date (AGAIN!!! - yes this is overkill, but people are stupid)

  6. Insert “ExtrasCastingTM@gmail.com” in the “To” box and paste the BG’s email addresses in the BCC box - for privacy reasons and hit “Send”

    *You can safely send to between 75-100 email addresses at one time. Any more than that will need to be split up between multiple emails.

 
Upcoming Booking.png

SENDING CONFIRMATION EMAILS

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CONFIRM LINK.png

Sent through “extrasbooking@gmail.com”

Find a previously sent FINAL INFO email → Forward it → Choose “Edit Subject” from the Drop-down arrow next to “To” → Follow the steps below:

  1. Edit subject line to remove “FWD:” and reflect appropriate show and work date

  2. Delete the block of unneeded “FORWARDED MESSAGE” mumbo-jumbo above the Casting TM logo

  3. Edit Date and Show

  4. Click Details Link to see editing options

  5. Click “Change” and paste in corresponding Squarespace Confirmation link. (Don’t forget to replace “.squarespace.com” with “.net” before sending)

  6. Insert “ExtrasCastingTM@gmail.com” in the “To” box and paste the BG’s email addresses in the BCC box - for privacy reasons and hit “Send”

    *You can safely send to between 75-100 email addresses at one time. Any more than that will need to be split up between multiple emails.


BUILDING / SENDING CALENDLY LINKS

 

Our calendly account is set up as a google login with extras.fitting@gmail.com. Current password is : bookingTM14

Create new event

  1. Give it a name (usually something to do with the project it is for)

  2. For location put “Location and wardrobe notes will be emailed to you the night before your fitting.”

  3. Number of people allowed to sign-up for each time block. This will be dictated by the Costumes department. Hit Next

  4. Length of each time block - also dictated by Costumes department

  5. You will need to clear out all of the default times and re-enter the times dictated by the Costumes department on the specific days in question

  6. You will need to select “YES” to hide the event from your calendly home page. This prevents random people from signing up for fittings. Hit Next

  7. Edit “Invitee Questions”. You will need to remove the random default question and add in a Phone Number field. Hit Save & Close

  8. Click “VIEW LIVE PAGE” to retrieve sign-up link from the address bar at the top. This can be sent via text message or through a confirmation email to BG so they can sign-up for fitting slots.

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From the calendly HOME page under My Calendly you can select “SCHEDULED EVENTS” to see everyone that is currently signed up for a fitting slot.

Hit “Export”

  1. Double click the downloaded file to unzip it.

  2. Go to your Fitting Skins

  3. Click File → “IMPORT” → “UPLOAD” → “Select a file from your device” → select the unzipped file (this file should be in your downloads folder ending in .csv) → “Insert new sheet(s)” → “IMPORT DATA”

  4. Rearrange pertinent data / columns as needed

  5. Compare with established fitting date sheets

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