The AI assistant: casting, call times and timesheets by asking
1 min 34 sec
All demo videos
Plain-English talent search, multi-role casting, and live timesheet operations
Managing a UK talent or supporting artist agency requires juggling hundreds of micro-decisions daily: cross-referencing artist availability, checking diary overlaps, verifying that compliance contracts are signed, and matching talent to exacting casting briefs.
RosterDeck’s integrated AI assistant understands your agency’s live roster, diary bookings, and rate cards. Operating both inside the booker workspace and directly on the production timesheet link, it translates plain-English instructions into structured database actions while strictly enforcing human-in-the-loop review before any data is written.
Step-by-step walkthrough: what happens in this demo
Every action in this walkthrough corresponds directly to RosterDeck’s live production features. Click any timestamp to jump to that moment.
Step 10:00
Ask what needs your attention
Query diary clashes, scheduling conflicts, priority daily tasks, and signed document status.
Ask the assistant about your agency diary in natural English. The assistant inspects live bookings to identify double bookings, scheduling conflicts across upcoming jobs, and high-priority action items for the day. You can also verify document status, such as asking whether a talent contract, NDA, or compliance form sent to an artist has been signed and returned.
Key takeaway: Instant visibility across your agency schedule catches double bookings before they become shoot-day problems.
Step 20:13
Find cast in plain English
Filter the roster by wardrobe items, DBS clearance, availability, or visual look-alikes.
Search your roster using conversational prompts rather than complex multi-dropdown filters. Ask for specific wardrobe assets (e.g., "six men with a tuxedo, available today"), filter for verified compliance credentials like valid DBS clearance, or describe an appearance or resemblance to a known actor. The cast gallery rebuilds dynamically around the criteria.
Key takeaway: Finds niche wardrobe, compliance criteria, and specific looks without manual database cross-referencing.
Step 30:25
Cast thirty artists across four roles in one instruction
Populate an entire shoot day in a single prompt with structured proposal card review.
Cast a complete multi-role shoot day in one instruction: for example, casting thirty artists split across pilots, dancers, SWAT teams, and background onlookers. Rather than executing changes silently, the assistant generates an interactive proposal card detailing every candidate name, role allocation, and suitability. The booker reviews the proposal and clicks approve before any record is committed.
Key takeaway: Cuts casting time from hours to seconds while keeping full human control over every booking.
Step 40:41
Production sets call times by asking
Production uses the embedded assistant on their timesheet link to set call times and check rates.
The AI assistant is available directly on the secure timesheet link that production opens on location (with zero login needed). Production can assign call times across whole roles at once (e.g., "Set call time for all dancers to 07:00") and query rate card rules and pay rates without calling the agency office.
Key takeaway: Saves assistant directors repetitive data entry and eliminates unnecessary phone calls to the agency.
Step 50:51
Sign the unit in and track individual cast
Sign in all thirty artists at once, then query individual arrival and transport details.
Production can sign in the entire unit simultaneously at their contracted call times in a single sentence. During the shoot, production can query individual artist status, such as asking whether an unarrived artist is travelling on a production pickup, or retrieving an artist’s exact sign-in timestamp.
Key takeaway: Gives on-set production teams immediate answers on cast whereabouts and arrival times.
Step 61:05
Add supplements to one artist or a whole role
Apply shoot-day adjustments mapped directly to official rate card categories.
Add supplements in plain English, such as a haircut fee for an individual artist, or a wet down supplement for every pilot on set. RosterDeck automatically maps the conversational request to the official rate card category and agreed union fee, rather than creating arbitrary free-text entries that complicate payroll.
Key takeaway: Standardises supplement logging against official rate cards, preventing end-of-day billing disputes.
Step 71:17
Wrap the day and total the overtime
Wrap all thirty artists in one line and calculate itemised overtime costs from the rate card.
Sign out the entire unit in a single instruction. Production can then ask the assistant which roles or artists ran into overtime and receive an instant financial total. The figures are computed directly from the job’s locked rate card, giving production accountants immediate, reliable wrap costs before leaving set.
Key takeaway: Instant wrap accounting gives production transparent overtime figures without waiting for payroll processing.
Platform rules & operational safeguards
Built specifically around UK film, television, and commercial casting standards.
Safety Architecture
Approval-First Safety Model
The assistant never commits bulk changes directly to the database. Every suggestion produces a structured proposal card requiring explicit agent approval.
Context Aware
Roster & Diary Intelligence
Understands calendar bookings, artist attributes, wardrobe inventory, verified DBS clearance, and document signing statuses across your entire agency.
Mobile AD Tool
On-Set Production Assistant
Embedded directly in the production timesheet link so 2nd and 3rd ADs can set call times, sign cast in, and apply supplements by voice or text on set.
Accurate Pay
Automated Rate Card Compliance
Translates plain-English supplement requests and wrap times into official PACT/FAA or Equity rate card line items and overtime calculations.
Frequently asked questions
Common questions about how this workflow operates in RosterDeck.
No. RosterDeck utilises an approval-first architecture. Any bulk action, roster filter, or role assignment compiles an interactive proposal card showing every candidate and role. Changes are only committed once an agent explicitly clicks approve.
Yes. The assistant is integrated with RosterDeck’s rate card engine (covering PACT/FAA, PACT/Equity, and BBC/Equity). It accurately maps supplement requests to official categories and calculates overtime tiers in accordance with industry agreements.
Yes. Production contacts access the assistant directly inside their live timesheet link on any smartphone or tablet browser. No app download or user account is required.
The assistant handles queries covering wardrobe assets (e.g. black tie, police uniforms), compliance credentials (e.g. DBS clearance), physical attributes, calendar availability, and visual look-alikes or actor resemblances.
More demos
Other walkthroughs covering the rest of the platform.
