Talent agency management software Every face, every casting, every invoice.
Castwell is the back office for modeling and talent agencies. Applications come in, your roster stays current, clients get shortlists they can open on their phone, and bookings turn into invoices and payouts without a spreadsheet in between.
Set up for your agency, under your brand, on your own domain. We handle the setup with you, including the roster import.
One screen, the whole agency
What Tuesday morning looks like.
Roster, casting and money on one dashboard, and the things that happened overnight waiting for you: a client opened a shortlist, another made a pick, an invoice cleared, someone new applied.
The dashboard, as it is in the product. Click it to enlarge.
The problem
Your agency runs on twelve tabs.
A form tool for applications. A spreadsheet for the roster. Dropbox for digitals, WeTransfer for self-tapes, a PDF for the client, QuickBooks for the invoice, and a notes app for who still needs paying. Every handoff is a place where a booking slips.
Castwell puts the whole job in one system, built the way agents already think: around a face, a casting and a client.
Roster & intake
A roster you can actually search.
Browsing the roster, opening a profile, jumping to their media. Recorded from a live installation.
Every person on your books gets one profile: stats, sizes, skills, divisions, mother agency, union status, guardians, photos, video, resume and comp cards. Search across all of it.
- Search the way you castHeight, sizes, hair, eyes, age, languages, sports, instruments, dance, union, distance from a city. Save the search and share it with the team.
- People, families and animalsSiblings and parents booked together, pets linked to their owners. Every kind of talent has fields that make sense for it.
- A real pipelineSubmitted, interviewing, onboarding, pending, active. Anyone stuck for 14 days gets flagged so nobody goes cold.
- History you can trustEvery status change, note and email is logged on the profile, with who did it and when.
Client picklists
Send the shortlist. See it land.
What your client sees: your brand and your talent. No login and nothing to install.
Pull talent from a search, a saved list or a family into a picklist, set the order, and share one link. You’ll know the moment the client opens it, and from where.
- Open tracking“Opened 1 hour ago, New York.” Five opens means the client is interested, and you can call while they’re still looking.
- Show only what you choosePick which fields the client sees. Measurements yes, phone numbers no. Set an expiry date, revoke the link, re-share.
- Client reactionsLet clients like or pass on each face. You see the reaction, and the picklist owner gets a notification.
- Shared with the teamAdd collaborators, export to CSV, or email everyone on the list about the job.
Casting projects
From invite to booked, in one place.
Find the project, see who has submitted, open its share link, then the client’s view where they pick who they want.
Open a project for the job, add talent, and send each person a private upload link. Self-tapes and stills land in the project instead of your inbox.
- Self-tapes in one placeLarge uploads that pause and resume. Talent see exactly what’s due. You see invited, opened, uploading and submitted at a glance.
- A review page for the clientShare a link, password-protect it if you like, and let the client select who they want. Picks come back to you ready to confirm.
- Everything in one downloadDownload every submission for a project as one ZIP when the client wants files.
- Idea boards before the pitchBrainstorm faces with your team, comment on each one, @mention a colleague, then turn the board into a picklist.
Bookings, invoices & payouts
Know who owes what, to the cent.
From the project to the bookings, the invoice and the recorded payment. One set of numbers, start to finish.
Confirm a booking with its rate lines and Castwell does the fee math. Invoice the client with your letterhead, send reminders automatically, then record the payment and the talent payout against the same booking.
- Commission or markupSet a default per client, override per booking. Talent net, agency fee and client total are always visible.
- Branded PDF invoicesEmailed from the app, with your payment instructions. Overdue ones show up on the dashboard and get a reminder.
- Nobody forgets a payoutOnce the client pays, the talent waiting to be paid show up in a queue until you mark them done.
Try the fee math
The same numbers Castwell shows on every booking.
Pick the rate type and the fee model your agency uses, change the numbers, and watch the figures your client, your talent and your accountant each care about.
For talent and clients
Five links. Zero passwords.
Only your staff log in. Everyone else gets a secure link that does one job, carries your brand and expires when it should. There is nothing to download and no password to remember.
/applyApply
A step-by-step application for people, families or animals. Drafts save as they type. Mark divisions as referral-only.
/picklists/sharedShortlist
The client’s view of your picks, with the fields you allow and optional thumbs up or down.
/submitSelf-tape
Talent upload auditions for a project. Large files resume if the connection drops.
/reviewReview
Clients browse submissions and select talent, behind an optional password.
/updateUpdate
Talent send new stats or photos. Nothing changes until your team applies it.
Product tour
The rest of the product.
The screens your team will spend the day in. Click through; every one is a screenshot from a live installation.
One profile, the whole person
Basic info, contact, stats, materials, skills, private notes, comp cards, linked family members, email history and earnings. Change status with a reason and it’s logged forever.
Your side: members, opens, share history and link status.
The client’s side of the same link. Your brand, the fields you allowed, and their reactions.
Both sides of the shortlist
Who’s on it, how many times the link was opened and from where, when it was shared and to whom, and when it expires. Below it, exactly what the client sees when they open the link.
Think out loud, together
Drag faces onto a board, reorder them, and talk about each one in its own thread. Mention a colleague and they get notified.
Searches that stay saved
“Fit models”, “NYC commercial”, “Pipeline follow-ups”. Save the filter once, share it, and push every match into a picklist or project in one click.
Applications that don’t need cleaning up
Seven clear steps under your brand. Choose a division, add stats and photos, review, submit. Each applicant lands in your pipeline as a complete profile.
How the agency is really doing
Agency fee earned, collected, overdue, client pick rate, picklist open rate. Narrow by client, talent, project or agent.
Animal talent
Animal talent get their own roster with species and breed, linked to their owners so you always know who to call.
What the talent sees
One private link per person. The project, the deadline, a place to drop files. They can add and remove until they press submit, and large files resume if the connection drops.
What the client sees
The submissions for a project under your brand, with each talent’s tapes and stills. The client presses Select and the pick appears on your project, ready to confirm as a booking.
Emails that send themselves
Birthday emails every morning. A welcome when someone goes active. An onboarding checklist when they start. Write it once with merge fields and it sends itself.
How we work
We set it up with you.
Castwell isn’t self-serve, and that is deliberate. No two agencies track the same things, and the ones that squeeze into generic software drift back to spreadsheets within a year. So we configure each installation with you and stay on afterwards.
Discovery call
Thirty minutes about how your agency actually runs: divisions, what you track on a talent, how you bill, what’s in the spreadsheet today. We’ll show you the product against those answers.
Day oneWe set it up
Your own installation on your domain, your logo and colours, your divisions and custom fields, your fee defaults. We import your roster, photos and clients and send you a link to check it.
Weeks one to threeGo live
A working session with your team, then you’re live. After that you have a named person to email, and every improvement we ship lands in your installation.
Week four onwardCastwell is a good fit if
- You represent talent and book them for clients: models, actors, promo talent, kids, families, animals.
- Your roster is somewhere between fifty and a few thousand people.
- You’re tired of a stack of disconnected tools and want one that fits how you already work.
- You want clients and talent to see your agency’s name on everything they open.
And probably not if
- You want a public casting marketplace where anyone can post jobs and apply.
- You need the software to move money for you today. Castwell records payments and payouts; your bank still moves them.
- You want to sign up with a card today and set it up yourself.
Not sure? Ask us. We’ll tell you straight on the call.
A day at the agency
Tuesday, with Castwell.
Dashboard says two invoices are overdue and a project deadline is tomorrow. The reminder already went out.
A client asks for redheads, 5′8″ and up, in LA. Saved search, twelve matches, picklist sent before the call ends.
“Opened 5 times, New York.” You call. They want three for self-tapes. Upload links go out from the project.
Tapes are in, client picks two through the review link. Booked at 20% commission, invoice drafted.
Your team
Everyone sees their part.
Agents don’t need the books. Finance doesn’t need the roster. Roles keep each person focused and keep private data private.
Admin
Everything, plus team members, social accounts, mother agencies and agency-wide settings.
Agent
Roster, search, picklists, idea boards, projects, emails and automations. Everything an agent does in a day.
Finance
Projects, clients, invoices, payments, payouts and analytics, without seeing talent profiles.
White-label
It wears your name.
Every agency gets its own private installation on its own domain. Your logo and colours are on the application form, every picklist, every review page and every invoice. Your clients never see ours.
- Your data, separateNo shared database with other agencies. Your roster is yours.
- Your fieldsWe add the fields your agency tracks during setup, so nothing lives in a “notes” box.
- Your socialPublish to Instagram and track YouTube and TikTok from the same place your talent lives.
Questions
Questions we get asked.
Do talent or clients need to create an account?
No. Talent apply, upload self-tapes and update their profiles through secure one-time links. Clients review picklists and casting submissions through share links, optionally protected by a password. Only your staff log in.
Is Castwell self-serve?
No. Each agency gets its own private installation that we configure with you: your divisions, fields, brand, domain and imported roster. It starts with a discovery call rather than a sign-up form. That takes longer than a free trial, and it is the reason the software is still in use a year later.
What does it cost?
A one-time setup fee that covers configuration and your roster import, plus a flat monthly fee per agency. There’s no per-seat pricing, so add as many agents as you like. We quote after the discovery call once we know your roster size and what needs importing.
How long until we’re live?
Most agencies are live within two to four weeks of the discovery call. The variable is the import: a clean spreadsheet is days; a legacy database with twenty years of photos takes longer.
Does Castwell process payments?
Castwell is the ledger. It creates and emails branded invoices, sends reminders, and records client payments and talent payouts against each booking. Money still moves through your bank the way it does today, so there’s nothing to re-plumb on day one.
Can we bring our existing roster?
Yes. We import talent, photos and clients from spreadsheets, form tools and most legacy databases as part of setup. Client lists can also be imported from CSV at any time.
What kinds of agencies is it built for?
Fashion and editorial, commercial and print, TV and film, fit and e-commerce, promotional and specialty talent, kids and families, and animal talent. If you represent people (or pets) and book them for clients, it fits.
Who hosts it, and who owns the data?
We host each installation separately and keep it updated and backed up. The data is yours: you can export your roster, clients and invoices at any time, and if you ever leave, you take it with you.
Book a discovery call
Let’s look at your roster.
Tell us a little about the agency and we’ll come back within one business day with a few times. Thirty minutes on a screen share, in the product itself.
- 01You send this formA person reads it the same day.
- 02We reply with timesWithin one business day, with a couple of questions so the call is useful.
- 03We walk through it togetherOn the call we show Castwell against how your agency works. If it isn’t a fit, we’ll tell you.
Prefer email? hello@castwell.com
Got it. Talk soon.
We’ll reply from hello@castwell.com within one business day with a few times for the call.