Project Description
We are an Australian casting company for film, television and commercial productions.
We have an extras division included in our agency and are looking to build a high end extras casting workflow. Extras casting involves sourcing and managing large numbers of background performers (extras) across multiple shoot days.
We are seeking a developer or AI automation specialist to build a lean but highly capable AI-powered workflow system that integrates directly into our existing Google Workspace setup.
This is Phase 1 (Enhanced) of a larger system.
Key Goals:
Embed AI agents into our current workflow
Automate repetitive administrative tasks
Structure incoming and outgoing information
Introduce an intelligence layer to assist casting decisions
Improve speed, consistency and scalability
Important:
We are not building a full dashboard or platform in this phase
The system must remain lean, practical and cost-efficient
It must be scalable for future expansion
OBJECTIVE
Build a system that:
Reduces manual admin by 60–70%
Eliminates inbox chaos
Automates key workflows (breakdowns, submissions, bookings, call times)
Assists with casting decisions using AI
Prepares for future system expansion
CURRENT WORKFLOW (CONTEXT)
Our current process involves:
Receiving production schedules (PDFs, emails, documents)
Manually extracting extras requirements
Building breakdowns in Google Sheets
Sending casting briefs to talent agents via email
Receiving submissions via email (often inconsistent formats)
Manually reviewing and organising submissions
Building lookbooks (presentation documents) manually
Sending lookbooks to production for approval
Lookbooks returned with selected talent via the director or producer
Booking selected talent via agents
Tracking confirmations manually
Sending call times (final shoot details) manually
Key Problems:
Highly manual and repetitive
Time-intensive
Inbox becomes disorganised quickly
Difficult to manage multiple productions simultaneously
SCOPE OF WORK (PHASE 1)
The system must integrate with:
Google Workspace
Gmail
Google Sheets
Google Drive
Automation layer:
Make (preferred) or equivalent
OpenAI API
LOOKBOOK REQUIREMENT
Lookbooks are presentation documents sent to production showing selected talent.
The system must:
Use Google Slides where possible
Alternatively, propose a better solution if higher-end output can be achieved
Produce:
Clean
Minimal
Premium-looking layouts
Export to PDF
Be consistent across all productions
AI AGENTS TO BUILD
CORE WORKFLOW AGENTS
1. Schedule Breakdown Agent
Purpose: Automate extraction of extras requirements from schedules.
Input:
PDFs
Emails
Google Docs
Output (into Google Sheets):
Shoot day (e.g. SD1, SD2)
Role name (e.g. “Beachgoers”, “Office Workers”)
Quantity required
Hours required
Location
Notes / special requirements
Requirements:
Must populate our existing Extras Breakdown template
Must handle inconsistent formatting across schedules
2. Casting Brief Agent
Purpose: Generate agent-facing emails requesting talent submissions.
Outputs:
Initial casting briefs
Re-brief emails
Follow-up emails
Requirements:
Professional, consistent tone
Clearly structured information
Editable before sending
3. Submission Intake Agent (High Priority)
Purpose: Organise incoming submissions from agents.
Input:
Gmail threads
Attachments (images, PDFs)
Output (Google Sheets):
Role
Agent name
Talent names
Image links (where possible)
Notes
Requirements:
Must handle messy, inconsistent email formats
Must extract usable structured data
4. Lookbook Generator Agent (High Priority)
Purpose: Automatically generate client-ready lookbooks.
Input:
Selected talent from Google Sheets
Images from Drive or email
Output:
Google Slides document (or equivalent)
Exportable PDF
Requirements:
Structured by:
Production
Shoot day
Role
Clean, minimal layout
Consistent formatting
5. Booking Email Agent
Purpose: Generate booking confirmation emails.
Output:
Emails grouped by agent
Talent grouped per shoot day
Requirements:
Editable before sending
Clear formatting
6. Confirmation Tracking Agent
Purpose: Track agent responses to booking emails.
Functionality:
Read email replies
Detect status:
Confirmed
Unavailable
Waiting
Output:
Automatically update Google Sheets
7. Call Time Drafting Agent
Purpose: Generate final shoot detail emails.
Output:
Email sent to agent
All relevant talent CC’d
Must include:
Call time
Location / unit base
Parking details
Wardrobe notes
Hair & makeup notes
Requirements:
Must use our existing templates
Must dynamically populate information
8. Daily Summary Agent (Optional)
Purpose: Provide daily operational overview.
Output:
What is outstanding
What is urgent
What needs action
INTELLIGENT CASTING AGENTS
9. Face / Talent Matching Agent
Purpose: Assist with selecting the most suitable talent.
Functionality:
Analyse:
Role description
Age range
Look requirements
Rank submissions
Output:
Top picks
Strong matches
Less suitable
10. Submission Quality Agent
Purpose: Evaluate incoming submissions.
Functionality:
Score relevance
Flag weak batches
Identify mismatches
11. Lookbook Balance Agent
Purpose: Improve visual and casting balance.
Functionality:
Detect:
Repetitive looks
Lack of diversity
Overly similar profiles
12. Replacement Strategy Agent
Purpose: Manage booking gaps.
Functionality:
Detect shortages
Suggest:
Backup talent
Re-brief strategy
Backup Selection Requirement
Backup talent must:
Be stored separately
Not mixed with primary selections
In lookbooks:
Appear at the end
Be labelled clearly (e.g. “Backups”)
Be visually distinct
If promoted:
Move into main section
Removed from backup section
13. Continuity / Repeat Face Agent
Purpose: Prevent casting the same person multiple times in a way that breaks realism.
Explanation:
“Continuity” means maintaining visual consistency across scenes
Example:
The same extra should not appear as two different people in the same scene
Functionality:
Track where talent has been used
Flag repeat appearances
14. Role Complexity Agent
Purpose: Identify difficult roles early.
Functionality:
Flag:
High-volume roles
Specific skill roles (e.g. swimmers)
Hard-to-fill categories
15. Creative Memory Agent
Purpose: Learn preferences over time.
Tracks:
Director preferences
Producer notes
Casting style
TECHNICAL REQUIREMENTS
Experience with Google Workspace integrations
Experience with Make or similar
Experience with OpenAI API
Ability to build scalable workflows
Experience parsing unstructured data
DELIVERABLES
Working automation workflows
Structured Google Sheets system
AI prompts configured and tested
Integration with existing templates:
Extras Breakdown
Call Times
Documentation
BUDGET
$400 - $500 AUD
TIMELINE
1-2 weeks
IDEAL CANDIDATE
Strong automation and AI experience
Practical, systems-focused
Avoids over-engineering
Able to deliver quickly
FINAL NOTE
We are building a high-performance casting workflow powered by AI agents.
We are looking for someone who can:
Understand a real-world workflow
Build practical solutions
Deliver immediate impact