Talent Profiles

Profile Overview

Every talent profile contains:

• Basic Information – Name, birth date, gender, pronouns
• Guardian on File – Guardian details for minor talent when needed
• Contact Info – Email, phone, addresses
• Status & Visibility – Availability and access settings
• Talent Type – Category (Model, Actor, etc.)
• Profile Photo – Primary headshot

Basic Information

• Name – First name and last name (required)
• Birth Date – Used for age calculations
• Gender & Pronouns – Optional fields for inclusive representation

Guardian on File

When a talent's birth date indicates they are under 18, NowRep shows a Guardian on File section in the profile editor. Use it to record the guardian or parent of record, their relationship to the talent, email, phone, and any useful internal context.

Signed consent forms and releases belong in Talent Documents. Upload them from the Documents section in the edit form or from the talent profile Documents tab; the guardian form does not require a document ID.

Guardian details are agency-facing compliance information. They appear on the talent profile detail page and in the profile header indicator so your team can check the guardian quickly before making major decisions. Missing guardian details show as a soft warning for minor talent, but they do not block saving the profile.

If a guardian record already exists, it remains visible even after the talent turns 18 or the birth date changes. Clear the guardian record only when your agency no longer needs it for representation, consent, or recordkeeping.

Talent Status

Every talent has a status that indicates their current availability for bookings. Understanding these statuses helps your team manage talent effectively.

Active Statuses

These statuses are for talents you're actively representing:

In Town

The talent is available for booking. The interpretation of "In Town" is flexible and depends on your agency's workflow:

• Literal interpretation: The talent is physically present in your market/city
• Availability interpretation: The talent is available and ready to work

Your agency decides how to use this status based on your operational needs.

Out of Town

The talent is temporarily unavailable. Like "In Town," this status is flexible:

• Literal interpretation: The talent is traveling or in another market
• Availability interpretation: The talent is temporarily not available for new bookings

Tip: Some agencies use In Town/Out of Town to track physical location, while others use it simply to indicate availability. Choose the approach that fits your workflow.

Inactive

The talent is not available for booking for an extended period. Use this when:

• A talent is taking a break from work (e.g., personal leave, maternity, pursuing other opportunities)
• The talent has requested to pause their representation temporarily
• You need to temporarily remove them from booking workflows

Changing Status

You can change a talent's status in several ways:

• From the talent library – Click the action menu (⋮) on a talent card
• From the talent profile – Click the settings icon action menu
• While editing talent – Change the status field in the edit form

Changes take effect immediately and don't affect existing bookings—only future availability.

Visibility

Control whether a talent appears on your agency's public website. See Internal vs External for detailed definitions.

When to Use Each

• Internal – New talents, talents in negotiation, or those not ready for public viewing
• External – Talents ready to be showcased on your public website

Changing Visibility

You can change a talent's visibility the same ways you change status:

• From the talent library – Click the action menu (⋮) on a talent card
• From the talent profile – Click the action menu (⋮) on the top right
• While editing – Change the visibility field in the edit form

Talent Types

Talent types categorize your roster. Default types include:

• General
• Model
• Photographer
• Influencer

You can add custom types specific to your agency in Settings → Talents. See Account Setup for details.

Profile Photo

The profile photo appears in all talent avatars throughout the system—talent lists, boards, packages, and anywhere the talent is displayed.

Setting a Profile Photo

1. Open the talent's profile
2. Either:
   • Click the avatar on the profile detail page, or
   • Edit the talent profile and upload a photo in the profile section
3. Upload a new photo (you cannot select from existing media)

Archiving and Cleanup

When a talent leaves your agency or you need to remove them from your active roster, start with Archive. If representation has ended and your agency is ready to minimize the profile after a grace period, use Schedule Cleanup from the archived talent.

Archive

Archiving is for talents you're no longer actively representing but may still have ongoing business with.

When to archive:

• The talent has left your agency but you're still managing some of their existing bookings
• You want to keep their data for historical records
• There's a possibility they may return in the future

What happens when you archive:

• The talent is hidden from active talent lists and searches
• Their profile, portfolios, and booking history are preserved
• You can still access their profile through the archived filter
• Existing bookings remain intact and can be managed

To archive a talent:

1. Open their profile
2. Click Archive in the actions menu
3. The talent moves to the archived list

To unarchive an archived talent:

1. Use the archived filter to find the talent
2. Open their profile
3. Click Unarchive

Schedule Cleanup

Profile cleanup is the irreversible process for an archived talent whose representation has ended.

When to schedule cleanup:

• The talent's book is closed with your agency
• Your team is ready for the profile to be minimized after a fixed 30-day grace period
• You understand that some financial and business records must be retained even after profile cleanup

What happens when you schedule cleanup:

• The talent remains archived
• Unarchive is unavailable until cleanup is cancelled
• Profile edits, portfolio creation, and document upload/link actions are blocked
• Cleanup runs automatically after the grace period unless cancelled
• The Cleanup Review page lets your team review media and document decisions before the scheduled date

From the Cleanup Review page, authorized users can keep the scheduled cleanup date or complete cleanup immediately after typed confirmation and reason capture.

See Talent Profile Cleanup for the full workflow and retention boundaries.