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Casting agencies · CRM

Keep every producer, every project and every performer on record.

A CRM for a casting agency is the record of who hired you, for what, and which performers you called. GullySales sets up the fields, the stages and the habit of updating them, in a tool already in ordinary use in India.

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Scope, fee, reporting and term are agreed in writing after we have read your brief and spoken to you.

An actor auditions on camera while a casting director and coordinator review headshots

What CRM means

A CRM is the record where every enquiry, call and quote is kept against a customer, replacing separate notebooks, spreadsheets and memory. GullySales sets up or cleans an existing CRM and reports from it by enquiry outcome rather than by activity logged.

Also for casting agencies

Sales and marketing for casting agencies, the overview.

Last updated 18 Oct 2026.

For casting agencies

Where it usually goes wrong, and what we would do.

  • “The producer's memory sits in one person's phone”

    If the casting director leaves or is on set, nobody knows which line producer asked for what last time. A shared record of contacts, projects and preferences keeps the relationship with the agency and not with a single phone.

  • “Two records are needed, buyers and talent”

    A buyer record tracks projects, shortlists and bookings. A talent record tracks type, language, availability, consent and last update. Mixing them into one sheet makes both unreliable.

  • “A stale pool wastes the call”

    Ringing performers whose numbers changed or who moved cities loses an afternoon at the moment a producer is waiting. A last-updated date on each entry shows which ones to confirm before a project starts.

  • “A shortlist is a stage, not an end”

    A producer who received a shortlist and went quiet is not a lost client. Recording the shortlist, the reply and the next step shows which projects need a follow-up and which are finished.

What we do

What we deliver for casting agencies.

Every deliverable, what it covers for you, and the result it is there to produce. Nothing here is an extra.

  1. A buyer record

    Fields for production house, contact role, projects, languages, shortlists sent and outcome.

    Result: Each producer shows every project you have worked on together.

  2. A talent record with consent

    Fields for type, age range, language, availability, consent, guardian details for a minor and last update.

    Result: Each entry shows consent and the date it was last updated.

  3. Project stages

    A pipeline from announced, introduced, briefed, shortlist sent, booked to wrapped.

    Result: Every live project sits in one stage.

  4. A pool refresh list

    A view of entries not updated for a set period, so the team can confirm details before a project.

    Result: The list shows who needs a confirmation call.

  5. Team habits note

    A short guide on who updates which field and when.

    Result: Each field has a named owner.

How the result is measured

  • Enquiries logged in the CRM
  • Data completeness
  • Reports generated from CRM data

Recorded as a baseline before work starts, so every later report has an honest comparison.

Read the full CRM implementation and customisation page

Fields worth keeping

The fields that let a casting desk find the right person and the right buyer in one search.

Performer consent and its date
The coordinator records it at registration. It lets you call a performer for a job and shows you what they agreed to, including photographs and showreel use.
Languages, age range and look type
Filled by the performer, checked by the casting associate. It lets you pull a shortlist for a Tamil mother role or a young Kannada lead without scrolling through everyone.
Last confirmed availability
Updated by whoever speaks to the performer last. It marks the stale entries, so a call does not begin with a number that has changed.
Production stage and buyer role
The casting lead sets it. It tells you whether a project is in script, in casting or wrapped, and whether the contact is a producer, director or line producer.
Credits the production allows you to name
Added when the production agrees. It stops a junior associate quoting a project the client wanted private.

Who it is for

This is written for these casting agencies.

  • Film casting agencies and casting directors
  • Web-series and OTT casting teams
  • Advertising film casting specialists
  • Child artiste casting agencies
  • Background and junior artiste coordinators
  • Regional-language casting offices for Kannada, Telugu, Tamil or Malayalam
  • Model casting for fashion shoots and brand campaigns
  • Reality show and television casting teams

Not for

It is not the right fit if.

  • You keep a short list of names and a spreadsheet already serves, so a system would add work without saving any
  • No one has time to update availability, so a database would again fill with numbers that have changed

How it works

How the CRM work runs

The work itself, in order. How an engagement starts, from your brief to a written scope, is set out on our method page.

  1. 1

    Map the sales process

    We sit with the people who sell and write down how a deal moves from enquiry to payment, including where it stalls.

  2. 2

    Agree stages, fields and owners

    Each stage gets a name your team already uses and a proof that the deal has left it. We agree which fields are required at which stage, and who may change what.

  3. 3

    Build on a copy

    Pipeline, fields and views are built on a trial copy where the CRM offers one, or in a separate pipeline where the plan allows. Live work stays untouched.

  4. 4

    Connect channels, then switch on automations

    Channels are connected first. Each automation is then switched on separately, so a misfiring rule is easy to find.

  5. 5

    Test with real deals

    The people who will use the CRM run open deals through it. Gaps are fixed before the whole team switches over.

  6. 6

    Switch over and trim

    Once real use shows which fields stay empty and which stages nobody uses, those are cut and the handover record is updated.

Where this fits

Three pieces of sales work, in this order.

This work sits inside sales management. A target, a review routine and someone who owns the number.

  1. Step 1

    Sales audit

    Find where deals are being lost and what to fix first.

    Start here if you cannot say where orders are lost.

  2. Step 2

    Sales process design

    One written way to sell, from first enquiry to repeat order.

    Start here if every salesperson sells differently.

  3. Step 3 · you are here

    Sales management

    A target, a review routine and someone who owns the number.

    Start here if the team has targets and no routine.

Tell us what you need Your brief is read before we call. Scope, fee and term in writing.

FAQ

Questions owners ask before they call.

Not here? More answers, or ask on WhatsApp.

Tell us what you need
Which CRM tool should a casting agency use?
Pick one your team will actually open, and that can hold consent notes and dates. GullySales sets it up in whichever tool you already use, or in a simple shared sheet to begin with.
Is it safe to hold performers' details in a CRM?
Hold only what consent covers, restrict who can see it and record guardian consent for minors. Rules on personal data change, so check with your own adviser about what you store.
Who should be allowed to see performer details?
Only the casting team that needs them, and not every associate or freelancer. Contact details and photographs are personal data, and a child's are more sensitive. Give each person access to what their work needs, and remove it when they leave.
How do we remove a performer who asks to leave?
Remove their record, photographs and showreel when they ask, and tell them it is done. Keep only a note that the request was met. A pool that cannot honour a withdrawal loses the trust that brought performers to it.
How much does it cost?
There is no price list, because the work differs by business. The fee is scoped after we have read your brief and spoken to you, and put in writing before anything starts, split into our time, your media spend and production.
How long is the contract?
The term is agreed in writing after we have spoken, along with the fee and the reporting. It is never a default twelve months, and renewal is decided on the numbers against the baseline recorded at the start.
How soon will we see results?
It depends on the trade, the channel and what is already in place. After we have read your brief and spoken to you, we say what we would expect to move first and how it will be measured against the baseline. Nothing here is guaranteed.
Who will actually do the work?
The person you speak to before anything starts. We work from one office in Nagarbhavi, Bengaluru, with no account managers in between.
What do you need from us?
Your brief, and a conversation. After that, access to whatever this work touches, such as your website, your accounts or your enquiry record, and time with the people who handle your enquiries.
What if we are not happy with the work?
Tell us and the plan changes. Everything is reported against the baseline, so a number that is not moving is visible to both sides. The term is in your written scope, and the refund and cancellation policy sets out the rest.

More for casting agencies

Everything else we would do for you.

Closest to this: leads and follow-up

Also for casting agencies

Or start from the overview: sales and marketing for casting agencies.

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