Events — creating and managing
Who this is for: Recruiters and service providers managing a project What you'll learn: What an event is, how to create and publish one, how to invite talent, how to manage the event gallery, and how events differ from jobs
Overview
An event is anything with a date and a place — an audition, a workshop, a shoot day, a casting call, a screening, or a meeting. Events live inside a project. They give you a way to schedule and coordinate a specific moment in your production, track who is coming, and send targeted invitations to talent.
How events differ from jobs
Jobs are for hiring — they run a pipeline from application through to selection. Events are for scheduling — they have a date, a location, and a guest list. The two often work together: you can link a job to an event so that finalized applicants can be invited directly from the Finalized tab of the job's application pipeline.
How to create an event
- Open your project.
- Select Events from the feature cards.
- Tap Create event (you can also create an event and simultaneously link it to an existing job by using the link job option when creating).
- Fill in the required fields:
- Title — the name of the event (required)
- Category — choose from Audition, Meeting, Workshop, Shoot, Screening, Launch, or Custom (required)
- Description — optional but helpful for letting invitees know what to expect
- Tap Create.
Your event is created in draft. You are taken to the event page where you can fill in all the details.
What information to include
From the event page you can edit each section by selecting the pencil icon:
- Basic information — title, description, category
- Schedule — date, start time, and end time
- Location — venue name and address
- Capacity — maximum number of attendees (if applicable)
- Visibility — whether the event is visible only to invited talent or more broadly
- Related jobs — link the event to one or more jobs in the same project
Publishing an event
Once your event details are complete, submit it for review. The platform checks the event to make sure it meets community standards. After approval it is published and you can begin inviting talent.
A submission readiness banner on the event page shows you what still needs to be filled in before you can submit.
Inviting talent
After an event is published, you can invite talent to attend:
- Open the event and go to Invitations.
- Tap Send invitation.
- Search for the person you want to invite and select them.
- Confirm the invitation.
The invitee receives a notification and can accept or decline. You can see the status of every invitation (Sent, Viewed, Accepted, Declined) from the Invitations section.
If the event is linked to a job, you can also bulk-invite finalized applicants directly from the job's Finalized tab — select the applicants and use the invite action.
The event gallery
Each event has its own gallery where the team can upload photos and videos from the event — stills, clips from the shoot day, or behind-the-scenes material. Any team member can upload to the event gallery.
Closing or cancelling an event
- Complete — when the event has taken place and no further action is needed, mark it as Complete.
- Cancel — if the event will not take place, cancel it. Invitees may be notified.
Use the actions available on the event page to perform either of these.
Common questions
Can I create an event without linking it to a job? Yes. Events and jobs are independent. You can create events with no job connection at all — for a team meeting or a general audition, for example.
Can I change the event date after publishing? Yes. You can edit the schedule section at any time while the event is active.
Who can see the event? The visibility setting on the event controls this. You can restrict it to invited guests only or make it visible to a wider audience.
Can I add members to the event who are not in the project? You can invite any platform member to an event, even if they are not part of your project team. They will be treated as event guests, not project members.
Can I link an event to multiple jobs? Yes. An event can be linked to more than one job in the same project.
What happens to invitations if I cancel the event? Cancelling the event does not automatically notify invitees through the invitation system. Send a direct message or email through the event's email tool to inform guests.
Related help
- Projects — an overview
- Creating and posting a job
- Event invitations — for talent
- Groups within a project