Talent Profile Cleanup
Archive a talent, schedule profile cleanup, review eligible media and documents, and understand what is retained.
Overview
Talent Profile Cleanup is the irreversible process for minimizing or removing a talent's profile data after representation has ended. Use it only after the talent has been archived and your agency is ready to start the cleanup grace period.
Cleanup is different from archiving:
- Archive is reversible. It removes the talent from active workflows while preserving their profile and history.
- Cleanup is irreversible after it completes. It minimizes the retained talent record, removes profile data, and handles eligible media and documents according to retention rules.
Before You Schedule Cleanup
Schedule cleanup only when:
- The talent is no longer represented by your agency
- The profile should remain archived during the cleanup grace period
- Your team has reviewed any open bookings, packages, invoices, or legal recordkeeping needs
- You understand that cleanup will run automatically after the grace period unless it is cancelled
If you only need to hide a talent from active work, use Archive and do not schedule cleanup.
Schedule Cleanup
Cleanup can be scheduled from an archived talent's action menu. The action appears as Schedule Cleanup.
When you schedule cleanup:
- The talent remains archived.
- A fixed 30-day grace period starts.
- The talent cannot be unarchived while cleanup is scheduled.
- Profile edits, portfolio creation, and document upload/link actions are blocked for that talent.
- Cleanup runs automatically after the scheduled date unless an authorized user cancels it.
To unarchive the talent again, cancel cleanup first. The talent returns to the archived state, and then you can unarchive as a separate action.
Cleanup Review
After scheduling cleanup, NowRep opens the Cleanup Review page. The review is optional, but it gives your team a clear look at what will happen.
The review has four steps:
| Step | What It Shows |
|---|---|
| Profile | Profile records that will be minimized or removed |
| Media | Portfolio and profile media connected to the talent |
| Documents | Documents connected to the talent |
| Final | A summary of the cleanup plan and completion choices |
Default Media and Document Decisions
NowRep applies safe default decisions even if no one completes the review:
- Exclusive media and documents are selected for deletion by default.
- Shared media and documents are unlinked from the talent by default.
- Financial documents and other business records that NowRep must keep for audit, tax, or legal reasons are preserved.
In the review, you can unselect exclusive media or documents if your agency wants to retain them. Shared items cannot be selected for storage deletion from this workflow because they may still belong to another talent, portfolio, package, booking, or business record.
Complete Cleanup Now
From the Final step, authorized users can either keep the scheduled cleanup date or complete cleanup immediately.
Completing cleanup now requires a typed confirmation and a reason. Use this only when your agency is confident the profile should be cleaned before the 30-day date.
What Cleanup Removes
Cleanup removes or minimizes profile-related data, including:
- Talent profile fields and contact details
- Guardian on File data
- Notes and profile-specific attributes
- Management and external agency links
- Talent-owned portfolio links
- Selected exclusive media and documents
- Direct profile image storage when it is owned by the cleaned profile
Shared media and documents are unlinked from the talent instead of deleted.
What Cleanup Retains
Some records remain for business, audit, or legal integrity:
- A minimized talent stub remains so historical records do not break.
- The retained stub is not designed to identify the talent in the UI.
- The visible talent number is replaced with a cleanup-only number.
- Sent invoices, financial records, retained package artifacts, and other platform-owned business records that NowRep must keep for audit, tax, or legal reasons are preserved.
- Audit entries record that cleanup happened without re-storing deleted profile details.
After Cleanup Completes
After cleanup completes, the talent is no longer available as a normal profile. The retained record is only a minimized system stub used to keep historical relationships valid.
If storage deletion for selected files reports a temporary error, NowRep keeps a retry record and retries the storage removal from the internal cleanup runner. This does not restore the talent profile.
Related Pages
- Talent Profiles - Profile basics, status, visibility, and archiving
- Talent Library - Finding active and archived talents
- Talent Documents - Uploading and managing talent paperwork
- Managing Documents - Document links, metadata, and deletion