The Automated Relationship Systems are what elevates The Actor’s Office far above any software you’ve ever used for your career. It’s like having an assistant in your back pocket letting you know when it’s time to follow up with your contacts and what to do.
There are six built in systems you’ll be using. Three systems for Casting Directors and three systems for the Industry.
From now on, you’re going to be looking at your relationships through the lens of either Casting Directors OR Industry folks. Industry folks are writers, producers, directors, etc.
When you add a contact you can manually add them to an Automated Relationship System. (More on this in How do I add a Contact?)
Here are the 6 systems working in the background:
Targeted System: Casting DirectorTargeted System: Industry
Follow Up System: Casting Director
Follow Up System: Industry
Maintenance System: Casting Director
Maintenance System: Industry
To understand the difference between Targeted, Follow Up and Maintenance List go to:
What are the Targeted, Follow-Up and Maintenance Lists?
Let’s break down each system so you can see the steps. All time frames are based from the day they are added to the system.
Casting Director Systems
Targeted System: Casting Director
Due Immediately: Set a Google Alert for their nameDue Immediately: Follow on social media where appropriate
Due Immediately: Engage on Social Media - repeats every 14 days
Due in 1 Day: Research workshops, classes or panels to connect - repeat every 45 days
Due in 7 days: Send a postcard - repeats every 60 days
Due in 60 days: DM on social media or email - repeats every 60 days
(If an Audition or CD Workshop is scheduled with someone on your Targeted List and was added to your calendar, the day after the appointment is complete the Contact is automatically moved to the Follow-Up System.)
Follow Up System: Casting Director
Due Immediately: Add any applicable notes to ContactDue Immediately: Assess your audition using the form in the Audition Module (this feature will be available in Feb 2022)
Due Immediately: Manually add them to your Actor Newsletter
Due in 1 Day: Follow on social media where appropriate (only appears if they weren’t on a Targeted List first)
Due in 1 Day: Set a Google Alert for their name (only appears if they weren’t on a Targeted List first)
Due in 7 Days: Send a thank you card or a thank you email for the opportunity or meeting
(Once the last step of this system is complete they automatically move to the Maintenance List.)
Maintenance System: Casting Director
Due Immediately: Engage on Social Media - repeats every 14 daysDue in 21 Days: DM on social media or post something about career - repeats every 45 days
Due in 60 Days: Send a postcard every 8 weeks - repeats every 60 days
Due in 90 Days: Send Actor Newsletter - repeats every 90 days
Industry Systems
Targeted System: Industry
Due Immediately: Set a Google Alert for their nameDue Immediately: Follow on social media where appropriate
Due Immediately: Research them and add info to Notes - repeats every 90 days
Due Immediately: Engage on Social Media - repeats every 30 days
Due in 1 Day: Use LinkedIn to see how you are connected and reach out appropriately
Due in 5 Days: Find email or DM them and request a one-on-one meeting
Due in 35 Days: DM on social media or email - repeats every 90 days
(If a Meeting, Event, Class or Audition is scheduled with someone on your Targeted List and was added to your calendar, the day after the appointment is complete the Contact is automatically moved to the Follow-Up System.)
Follow Up System: Industry
Due Immediately: Add any applicable notes to ContactDue Immediately: Set a Google Alert for their name (only appears if they weren’t on a Targeted List first)
Due Immediately: Follow on social media where appropriate (only appears if they weren’t on a Targeted List first)
Due Immediately: Manually add them to your Actor Newsletter
Due in 1 Day: Send a thank you email or thank you card
Due in 1 Day: If someone referred you to the meeting, let them know how it went!
(Once the last step of this system is complete they automatically move to the Maintenance List.)
Maintenance System: Industry
Due in 7 Days: Engage 1x a month on Social Media - repeats every 30 daysDue in 30 Days: Email in a month with an update on anything discussed
Due in 120 Days: Follow up every 3 months - repeats every 30 days
Once a system is added to a Contact, it will appear under each Contact in the Relationships Reminders tab. You will see all the actions that you get to do there.
You can click on Future to see what actions you’ll get to do or Completed to see what actions you’ve done.
By clicking the info button next to each reminder you can read a bit more info and in some cases there’s an action button to help you take action in that moment.
The system will remind you when to follow up and what to do on the Dashboard in the Relationship Reminders panel. It will list the Contact and how many reminders you have for them.
When you log in to TAO everyday, go straight to the Relationship Reminders FIRST to create, build and maintain your relationships.