How BGCAN works

Your roster, casting requests, availability checks and bookings in one place, built around how BC background agencies already work.

1. 1

   Set up your agency

   Create an account, choose “I run or work at a talent agency” and name your agency. In Settings, add your logo, address, licence number and contact details; casting and performers see these. To add teammates, ask them to create an account, then add their email under Settings → Team.

   Where: Settings

2. 2

   Bring your roster over

   Export your client list from AgencyClick (or your Google Form) as a CSV, then use Roster → Import. You'll see a preview first, and anyone already on your roster is skipped. Each performer can have an assigned agent; everyone at the agency can still see and submit them.

   Where: Roster → Import from AgencyClick

3. 3

   Let performers keep their own profiles current

   Open a profile and press “Invite to log in”, or tick several people on the Roster and press “Invite to log in”. They get an email to set a password, then update their calendar, sizes, photos, vehicles and wardrobe themselves. Parents manage all their kids from one login. You can send a password reset from their profile any time. For new people, turn on your sign-up page in Settings and share the link.

   Where: Profile → Performer login

4. 4

   Work casting requests

   Requests casting directors send you appear under Casting requests, urgent ones first. For casting directors who aren't on BGCAN yet, enter the request yourself with New request. Each request shows the documents, dates, day or night, what's on set and wardrobe needed.

   Where: Casting requests

5. 5

   Find the right people

   The Matches tab lists everyone who fits (age on the shoot day, gender, height, area, skills, wardrobe, union rules, calendar and other bookings), with the best fits first. “Everyone on the roster” shows the reasons anyone doesn't fit. Search understands phrases like “men over 6' non-union Okanagan”, “jacket 42” or “wheelchair users in Vancouver”.

   Where: Request → Matches, or Search

6. 6

   Check who's available

   Tick people and press “Ask if available”. They get the question by email, in their login and (if you switch texting on) by text, with Yes / No / Maybe buttons. Replies show beside each name on the request, and a Yes or No fills in their calendar. Record an answer yourself if someone calls you.

   Where: Request → tick → Ask if available

7. 7

   Submit, then confirm casting's picks

   Tick the people you want to put forward and press Submit. The casting director picks who they want; you get a notification, double-check with the performer and press “Confirm booking”, which books every shoot day. If they can't make it, press “Can't make it” instead. For requests you entered yourself, record casting's pick with “Casting picked them”.

   Where: Request → Submit, then Confirm booking

8. 8

   After the shoot

   On Bookings, mark each day worked, no-show or cancelled by production (with or without a cancellation fee). Rebook moves someone to a new date and keeps the old day on record; Fix date corrects a date entered wrong. Mark days paid as you pay them.

   Where: Bookings

9. 9

   See how it's going

   Reports show your busiest months, who gets booked most, no-shows, which casting directors book you most and each agent's booked days, for any date range. Download the bookings as a spreadsheet any time.

   Where: Reports

10. 10

    Share with casting

    Put people in a List and share it by link (photos, age, city and sizes; never contact details or private notes). You can also let casting directors browse your roster: Settings → Casting directors.

    Where: Lists, Settings