Casting and Extras in Kinelux — user guide

This guide is for casting directors, their assistants, extras coordinators, producers and

directors. It explains, task by task, how to use the Casting and Extras pages in

Kinelux.

“The casting director” here means the person who casts the roles, whatever their gender.

“The production” means the producer and the owner of the project.

1. The principles: who sees what

1.1 The talent pool belongs to the person doing the casting

The talent pool is your talent book: photos, age, measurements, agent, contact details.

the production's.

on its project.

not the production, nor the director. For extras: the extras coordinator and their assistant.

On a project without a casting director, it is the production, which does its own casting.

There are two separate books: the actors' pool (role casting) and the extras pool. Role

casting does not see the extras, and vice versa.

1.2 Private preparation, presented selection

Work on a role happens in two stages.

“your workspace”. It is **hidden from the production, even if it owns the

project**.

A talent you create goes into your pool (your personal space or your company), not into
You find them again on all your projects, from one film to the next.
The production never has access to your pool. It only sees the profiles you present to it
Only the casting director and their assistant can erase a profile (right to erasure) —
A profile is erased automatically 2 years after it was last used.
Preparation: your leads, who you called, who declined, who is unavailable. It is
Selection: the profiles you have chosen to present to the production. They then move
The Casting page is for role casting (actors chosen one by one for a character).
The Extras page is for extras (background actors booked in groups, day by day).
Job — Role casting — Extras casting
Producer / Production manager — Admin — Admin
Director — Edit — Read
1st assistant director / locations — Read — Edit
Casting director — Admin — —
Casting assistant — Edit — —
Extras coordinator — — — Admin
Extras assistant — — — Edit
Casting reviewer (director, production, client) — Contribute — —
The casting team means the Casting director / Casting assistant jobs (for roles) and the
If there is no casting team on the project, the person who edits the casting acts as the
With Read access, you see profiles without contact details. Without access, the page shows

2. Role casting, step by step

2.1 Roles

Open Casting from the menu. You land on Roles: one large card per character.

import the script: they appear here.

At the top of the page: the Auditions tab (casting team, chapter 3) and the Presentations

tab (casting editors, chapter 6).

2.2 A role's board

Tap a role: you see its board, with one column per status.

Each card shows the photo, name, age, stars, the “1st choice” badge, the “Minor” tag if

needed and, in preparation, the last contact (“12 Oct · Call back”).

Change a status by dragging a card to another column:

left or right on its own.

Dragging a card from Preparation to a selection column presents it

Roles are the characters of the asset library. No characters? Create them or
Each card shows the confirmed actor or the 1st choice, and a counter colored by status.
“Role to be defined” groups the candidates who don't have a character yet.
Column — Meaning — Who sees it
Preparation — Your leads: To contact, Contacted, Interested — Casting team only
Presented — Presented to the director / production — Everyone who sees the casting
Callback — Seen again (callback) — Same
Option — Dates pencilled in — Same
Confirmed — Hired for the role — Same
Rejected — Unavailable, declined, rejected — On request: “Show rejected (n)”
with a mouse: grab the card anywhere;
with a finger: long-press the ⋮⋮ handle at the bottom right of the card; the row scrolls
the casting team clicks “Add a lead”;
the production or the director click “Suggest an actor”: the casting team sees the
the photo, real age and playing age, agency, contact details (if you are allowed to see
unavailability declared by the talent, in orange (casting team only);
Videos: showreel, auditions, self-tapes. A YouTube, Vimeo or Google Drive link plays
Feedback (presented profile), Notes, Measurements, the status History;
at the bottom: “Remove from this role” (the profile stays in the pool) and, for an admin
“I just contacted them by…”: Call, Email, Text or Via the agent.
“What was the answer?”: No answer, Call back, Available / interested, Unavailable, Declined.
Available / interested → the lead moves to “Interested”;
Unavailable or Declined → the lead leaves the board and joins the rejected list, with no notification;
otherwise → “Contacted”.
recipient: “To the talent” or “To their agent”;
pre-filled subject and message, which you can edit;
a “Add “I am available” / “Not available” buttons” checkbox.
in a lead's profile: “Present to the production”;
on the board: tick several cards (circle at the top right), then “**Present to the
Only me;

3. Self-tapes and auditions

3.1 Requesting a self-tape

In the profile, Videos section, click “Request a self-tape” (the profile needs an email

address).

The talent receives an email with the “Send my self-tape” button. The page that opens, with no

account needed, shows:

script is visible;

WeTransfer…). The link must start with https://.

If you have connected your Google Drive (see 3.2), the page also offers “**Upload the video

file**”: the talent picks their video on their phone or computer (MP4, MOV…, 4 GB max), a

progress bar shows the upload, and it resumes on its own after a network drop.

As soon as it is sent, the video lands in the profile's Videos section, the request switches to “received” and

the lead moves to “Interested”. A new upload replaces the previous one.

Choose “To the talent” or “To their agent”.
Set the “Due by” date (optional).
Review the pre-filled instructions (framing, 10-second introduction…).
Click “Send request”.
the film, the role, the deadline and your instructions;
their scenes only (the “sides”), with the role's lines highlighted. Nothing else from the
a field to paste the link to their video (unlisted YouTube, Vimeo, Google Drive,
Open the Auditions tab of the Casting page (or the “Request a self-tape” form).
Click “Connect my Google Drive” and choose your Google account.
Google asks you to allow Kinelux to manage the files it creates: Kinelux sees nothing
Videos land in your Drive, in the “Kinelux — Self-tapes” folder, with **one
The file is shared as “viewer, anyone with the link”, like an unlisted YouTube video:
The upload goes to the Drive of the person who sent the request. If they haven't connected theirs, the
“Disconnect” removes Kinelux's access. Videos already uploaded stay in your Drive.
If you remove access from your Google account, the card shows “reconnect it”.
Manual reminder: on a “pending” self-tape, click “Send a reminder”. The
Automatic reminder: every morning, Kinelux sends a reminder for self-tapes due
“New session”: date, first slot (10:00 by default), place (address, floor, door code),
Open the session. In “Invite”, tick the leads to invite. Only active leads
Click “Invite (n)”.
a banner “Front desk · n arrived · n seen · n no-show”;
for each invitee: “Arrived” (the time is recorded), then “Seen”; or “No-show”;

4. “My castings”: what the actor or extra sees

The actor or extra doesn't need a Kinelux account. At the bottom of **every casting

email, they find a link to their “My castings**” page. The page is bilingual French /

English and works on a phone.

They only see what is addressed to them:

video file” if the casting director has connected their Google Drive);

“I have arrived”;

make it”, and a QR code to show on arrival on set;

or remove one.

They never see their internal status (rejected, option…), nor the other candidates.

Their unavailability appears in orange on their profile, for the casting team only (the

production doesn't see it), and when you book an extra (“Unavailable that day”).

“Invalid link”? Just use the link in the latest email received.

their requested self-tapes, with the instructions and the “Send my self-tape” field (or “Upload the
their upcoming auditions: date, time, place, “I will come” / “I cannot come” buttons; on the day,
their shoot calls (extras): date, time, place, “I confirm” / “I can’t
their unavailability: they add a period (“From … To …”, with an optional note)

5. Casting Pro: working without waiting for the production

5.1 The casting project

Your production doesn't use Kinelux? Create a Casting project in your own space

(the Solo plan is enough). Choose this format when you create the project.

The menu is reduced to the essentials (script, assets, casting, role presentation, extras…).

Import the script or create the characters, then work as usual.

5.2 Free reviewers

Invite the director, the producer or the client from Crew → Invite, with the job

“Casting reviewer (director, production, client)”.

word (“spot on”, “too young”). Clicking the same button again removes the feedback.

Feedback is visible to everyone who sees the profile. The candidate card shows “👍 n · 👎 n”.

5.3 Handing over to the production

The day the production has its own Kinelux project:

It's free: a reviewer doesn't count as an active seat.
They see the presented profiles, without contact details, and can read the script.
They give their feedback in the profile's “Feedback” section: 👍 Yes or 👎 No, plus an optional
Ask them to invite you to their project with the job “Casting director”.
In your casting project, click “Hand over to the production” in the banner (reserved for
Choose the production's project and click “Hand over”.
Characters are matched by name (case, accents and punctuation ignored).
Handing over again creates no duplicates.
Your talents stay in your pool. The production sees the presented profiles, not your
The banner keeps the history: “Handed over to “…” on …”.

6. Client presentations (commercials) and PPM deck

6.1 Creating a client presentation

Presentations tab of the Casting page (for people with casting edit access).

are all ticked to start with.

6.2 What the client sees

The client opens the link without an account: photo, name, age or playing age, links to audition videos and

the showreel. Never contact details, notes or preparation. For each role, they:

6.3 Following the feedback

In the Presentations tab, each profile shows “👍 n · 👎 n”, “Approved by …” and the

latest comment. The candidate's profile shows “Choice approved by the client · name, date”.

A new approved choice on the same role replaces the previous one.

“Disable link” deactivates it at once (the client sees “Inactive link”); “**Put back

online**” reactivates it.

“New client presentation”.
Give it a title (seen by the client).
Tick, role by role, the profiles to show. Only presented profiles are listed; they
Choose “Full last name” or the initial (“Ana B.”).
Tick “The client can approve one choice per role” (ticked by default for commercials).
“Create link”, then “Copy link” and send it to the client.
give 👍 or 👎 to profiles;
tick “Approve this choice” on one profile (if you allowed it);
enter their name (required) and a comment (optional);
click “Send my feedback on “the role””.
the 1st choice (or the confirmed actor);
the “▶ audition video” tag if they have a self-tape or a showreel;
if the role isn't confirmed, up to 3 alternatives (“Alternatives: …”).

7. Extras

Open Extras from the menu. The tabs are: Days, Check-in, and for the extras

team Extras pool and Auditions.

7.1 Needs by day

Needs come from the active shooting schedule. Add “Extras” elements to the schedule's

scenes (for example “Passers-by × 20”, “Bar customers × 6”): they appear here, day by

day. Cut or postponed scenes don't count.

For each day (“Day 4 · Thursday 12 November”), each group shows:

7.2 Overbooking

You always plan a few extra background actors for drop-outs. The “Overbooking” menu

(extras admin) sets this margin: from +0% to +30%, 10% by default.

Example: 20 passers-by needed with +10% → 22 targeted.

7.3 Booking extras

“n confirmed of N · n pencilled in · target n”;
the scenes involved;
a gauge: green = confirmed, purple = options, line = need;
a “Fill” button (if people are missing), “View / edit” or “View”.
the booked extras: name, photo, “Option” or “Confirmed”. “Confirm” turns an option into
“Add from your pool”: filters by name or skill, gender and age. Each photo
An extra is booked per day and per group.
If they are in two groups on the same day, Kinelux flags it (“Extra in two groups”).
Booking makes the extra visible to the production. The rest of the extras pool stays private.
Click “Sign-up link”. Kinelux shows the link and its QR code.
Copy the link or share the QR code (social media, casting call, poster).
The counter shows the number of sign-ups. “Disable the link” turns it off; “Re-enable the
Their profile lands in your extras pool, tagged “Signed up via the link”.
They immediately receive a welcome email, sent by Kinelux in your name (if they reply, the reply
If they sign up twice with the same email, their profile is completed, with no duplicate.
Under 16: the sign-up is refused, with an explanation (it must be done with a
The time is pre-filled with the day's crew call, the place with the day's first
Click “Send”. Each confirmed extra receives an email with the date, time and
Extras without an email are counted separately.
Open the day's call sheet.
Kinelux shows “N change(s) since the shooting schedule” (including “confirmed extras”).
Click “Apply”.
Today's shooting day shows by default. Each confirmed extra has their own line: photo, group,
Check in: “Arrived” → “Meals” → “Wrap”, or “No-show”. The circular
At the top: “n arrived out of N · n no-show · n wrapped”.
“Attendance sheet (CSV)” downloads, for Excel and payroll: name, group, call time,
The day before or in the morning, with a connection: Sync in the app. Today's and tomorrow's
Open On-set mode → “Extras check-in” card (or “My shoot” → the project's
Check in as on the website: “Arrived” → “Meals” → “Wrap”, or “No-show”; the arrow
“Scan the extra's QR code” opens the camera: aim at the QR code from their call (“My

8. Frequently asked questions

Can the production see my whole talent pool?

No. It only sees the profiles you present to it on its project, without contact details

until “Confirmed”. The rest of your pool, your leads and your contacts stay private.

Does the project owner see my preparation?

No, even if they own the project. Only the casting team sees the preparation.

A talent is a candidate for two roles. Do I have to enter them twice?

No. Add them from the pool to the second role. The profile shows “Also a candidate for: …”.

The talent replied in writing to my email. Where is their reply?

In your inbox: emails go out in your name and replies come back to you. Only the

“I am available” / “Not available” buttons are recorded directly in the profile.

The talent lost their self-tape link.

Click “Send a reminder”: they receive a new link. They can also go through “My

9. Known limitations

These are planned but not available yet:

by Kinelux are not available yet.

mode yet for presenting in a session, nor PDF export of the presentation.

chapter 7.9). Extras' photos only show with a connection (otherwise their initials).

CSV sheet). Check-in for actors doesn't exist yet.

warns you if an extra who is already booked declares themselves unavailable afterwards.

by the extra; the sign-up form is in French.

Videos: file uploads go through your Google Drive (see 3.2). Dropbox and video hosting
Client page: videos open through a link, without a built-in player. No full-screen
iPhone app: “My castings” and self-tapes are not in the app yet (check-in is:
Check-in: times don't feed into the budget or payroll yet (use the
Unavailability: it shows when you book an extra, but no alert
Extras sign-up: no print-ready PDF poster with the QR code, no photo cropping
Talent photos: they stay attached to the account of the person who uploaded them; they would be lost if that account were deleted.
Budget: the extras line is not calculated yet.
AI: role brief and assisted search in the talent pool are planned for later.