Documents
Upload, organize, and manage all files associated with your agency — contracts, IDs, invoices, comp cards, and more — in one centralized library.
The Documents module is your centralized file management hub. Upload, organize, and manage all files associated with your agency's day-to-day operations — talent contracts, identification documents, invoices, comp cards, proposals, signed forms, and more.
A single document can be linked to multiple entities at the same time. For example, a booking contract can belong to the booking, the talent, and the client company — and it will appear in all three places.
What You Can Do
- Upload files — Drag-and-drop or browse to upload documents (up to 50 MB each)
- Organize by category — Classify documents as Contracts, Invoices, IDs, Comp Cards, and more
- Link to entities — Connect documents to talents, companies, contacts, bookings, events, and packages
- Control visibility — Mark documents as Normal, Sensitive (password-protected), or Private (admin-only)
- Search and filter — Find documents by name, category, source, file type, or linked entity
- Track activity — View a full audit trail of uploads, edits, and link changes
Getting Started
New to the Documents module? Start with:
- Document Library — Browse and manage all your files
- Uploading Documents — Add files to the library
- Managing Documents — Edit, link, download, and delete
Quick Links
| I want to... | Go to |
|---|---|
| Browse all documents | Document Library |
| Upload files | Uploading Documents |
| Edit a document's details | Managing Documents |
| Link a document to a talent or company | Managing Documents |
| Set up sensitive document protection | Sensitive Documents |
| View documents on a talent profile | Entity Documents |
Accessing the Documents Module
Click Documents in the main sidebar (file icon) to open the central document library.
Documents also appear in context on entity profiles:
| Location | What it shows |
|---|---|
| Sidebar > Documents | The central library — all documents in the account |
| Talent profile > Documents tab | Documents linked to that talent |
| Directory profile > Documents tab | Documents linked to that company or contact |
| Settings > Documents | Org password for sensitive documents, access logs |
Plan Requirements
The Documents module is available on all subscription tiers — no feature gating required.
Who Can Access Documents
| Role | What they can do |
|---|---|
| Owner / Admin | Full access — upload, edit, link/unlink, delete, view private documents, manage org password, view access logs |
| Member | Upload, edit metadata, link/unlink entities — cannot delete or view private documents |
| Viewer | Read-only access to non-private, non-sensitive documents |
See Roles & Permissions for full permission details.
Key Concepts
Categories
Documents are classified by purpose — what kind of document they are. Eleven categories are available:
| Category | Used for |
|---|---|
| Contract | Talent contracts, client agreements, NDAs, booking terms |
| Invoice | Billing documents, payment receipts |
| Form | Release forms, model releases, onboarding forms |
| Identification | Passports, visas, work permits, IDs |
| Comp Card | Showmo-generated PDFs, media kits |
| Portfolio | Downloadable portfolio PDFs |
| Correspondence | Emails, letters, communications |
| Proposal | Client proposals, project briefs |
| Statement | Financial statements |
| Template | Reusable document templates |
| Other | Anything that doesn't fit the above |
Sources
Documents are tagged with their origin automatically. Sources indicate how a document arrived in the system:
| Source | Meaning |
|---|---|
| Upload | Manually uploaded by a user (default) |
| Showmo | Generated by the Showmo module (comp cards) |
| System | Auto-generated by the system (e.g., exports) |
| External | Received from external parties |
Visibility Levels
Each document has one of three visibility levels:
| Visibility | Who can see it | How it works |
|---|---|---|
| Normal | All team members (per role) | Default — direct access |
| Sensitive | All team members, but requires the org password | Hidden by default; password unlock reveals them for a limited time |
| Private | Admin and Owner only | Role-based — invisible to Members and Viewers |
See Sensitive Documents for details on setting up password protection.
Entity Links
A document can be linked to one or more entities. Supported entity types:
- Talent — Contracts, comp cards, IDs, model releases
- Company — Master service agreements, vendor contracts, invoices
- Contact — Correspondence with a specific person, NDAs
- Tracking Event — Meeting notes, internal admin docs
- Booking — Signed booking contracts, vouchers, call sheets
- Package — Lookbook PDFs, package briefs
Linking is many-to-many: one document can be linked to multiple entities, and each entity can have many documents.
Thumbnails
Documents display real thumbnails wherever possible:
| Document type | Thumbnail |
|---|---|
| Image uploads (JPG, PNG, GIF, WebP) | Auto-generated preview from the uploaded image |
| Showmo-generated PDFs | Preview of the front side of the comp card |
| Other files (PDF, Word, Excel, etc.) | Color-coded file-type icon |
Storage Limits
| Limit | Value |
|---|---|
| Documents per account | 100 per seat (scales with team size) |
| Per-file max size | 50 MB |
| Files per upload batch | 10 |
A 5-seat account can store up to 500 documents; a 20-seat account up to 2,000. A warning appears when you reach 80% of your limit.
Related Pages
- Document Library — Browse, search, filter, and view documents
- Uploading Documents — Upload files from the library or entity profiles
- Managing Documents — Edit metadata, manage links, download, and delete
- Sensitive Documents — Password-protected and private documents
- Entity Documents — Documents tab on talent and directory profiles