Documentation

Invitation Management Guide

Learn how to invite the right people to your film projects and build amazing teams. This guide covers everything from finding talent to managing responses.

How Invitations Work

Invitations are your way to personally ask people to join your film project. Instead of just posting and hoping someone applies, you can reach out directly to people whose work you admire.

Why Use Invitations?

  • • Get responses from people you really want
  • • Show that you've looked at their work
  • • Build personal connections in the industry
  • • Save time with targeted outreach

What Happens Next?

  • • They get notified about your invitation
  • • They can view your project details
  • • They decide to accept or decline
  • • You can start collaborating if they accept

How to Send Great Invitations

1
Find the Right People
Search for cast and crew members who fit your project
  • Browse profiles by role and location
  • Check their experience and work samples
  • Read reviews from other filmmakers
  • Look at their availability status
2
Send Personal Invitations
Invite specific people to join your project
  • Write a personal message explaining your project
  • Specify which role you're offering them
  • Include project details they need to know
  • Set clear expectations about the work
3
Wait for Responses
Give people time to review and respond to your invitation
  • Most people respond within 3-7 days
  • You can see if they've viewed your invitation
  • Follow up politely if needed
  • Don't take rejections personally
4
Connect and Collaborate
Start working together when they accept
  • Contact information gets shared automatically
  • Plan your first meeting or call
  • Share scripts and project materials
  • Build your working relationship

Types of Invitations

Cast Invitations
Invite actors for specific character roles
  • Character details and requirements
  • Age range and physical description
  • Scene information and dialogue samples
  • Audition instructions if needed
Crew Invitations
Invite technical professionals for crew positions
  • Technical role specifications
  • Equipment requirements
  • Experience level needed
  • Schedule and time commitment

Understanding Invitation Status

When you send an invitation, it will show one of these statuses. Here's what each one means and what you should do.

Pending

Waiting for the person to respond

Be patient and give them time to decide

Accepted

They said yes! You can now work together

Contact them to start planning your collaboration

Declined

They can't join this project right now

Thank them and look for other candidates

Best Practices for Success

Write Clear Messages
Help people understand your project and their role
  • Explain what your film is about in simple terms
  • Describe the character or job role clearly
  • Mention if it's paid, volunteer, or profit-sharing
  • Include filming dates and location
Be Professional
Make a good first impression with your invitations
  • Use proper spelling and grammar
  • Be polite and respectful in your tone
  • Include relevant project information
  • Respond to questions promptly
Respect People's Time
Remember that everyone has other commitments
  • Give people enough time to respond
  • Don't send too many follow-up messages
  • Understand if they need to decline
  • Keep your project timeline realistic
Build Relationships
Think beyond just this one project
  • Even if they can't join now, stay connected
  • Recommend them for other projects
  • Invite them to future collaborations
  • Leave positive feedback after working together

Avoid These Common Mistakes

Managing Your Invitation List

Keep track of all your invitations in one place. You can see who you've invited, their responses, and manage follow-ups easily.

What You Can Do

  • • View all sent invitations
  • • See response status at a glance
  • • Contact people who accepted
  • • Send follow-up messages if needed

Smart Features

  • • Automatic contact sharing after acceptance
  • • Email and phone protection until they agree
  • • Notification when someone responds
  • • History of all your communications

Privacy and Safety First

We protect everyone's contact information until they choose to share it. When someone accepts your invitation, contact details are shared automatically so you can start working together.

  • Email addresses stay private until acceptance
  • Phone numbers are only shared when someone says yes
  • You can report inappropriate messages
  • All communications are logged for safety

Pro Tips for Getting More "Yes" Responses

  • Research first: Look at their previous work and mention what you liked about it
  • Be specific: Explain exactly why you think they'd be perfect for this role
  • Show your passion: Help them get excited about your project's vision
  • Be realistic: Make sure your timeline and expectations are reasonable
  • Follow up gracefully: One polite follow-up is fine, but don't be pushy