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Article ContentsAccess Levels OverviewAccess Levels for Videos within RolesHow to Set Role Video Access LevelsHow to Set a User's Access LevelSetting Access on a ProjectSetting Access on a SeriesLocation Casting AccessHow to Add a LocationStacking Permissions for Location AdminsUser Access Levels on a Company Account
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CASTING DIRECTOR: What are the different Access Levels in Cast It Systems?

Edited

This article provides a complete description of the access levels on Cast It Systems, including permissions for videos, specific roles, projects, series, and company accounts.

Article Contents

Access Levels Overview

There are several distinct access levels within a project. Only two levels (Administrator and Location Casting) allow users to upload videos.

  • Administrator: This gives the user full access to the project. They can create roles, upload videos, move roles, grant access to other users, edit the access levels of other users, edit the access levels of roles/videos, and view everything within the project.

  • Location Casting: Administrator Access to their own roles but cannot view any other role by default. (See the Location Casting section below for more details).

  • Auditions: Viewing and commenting only. Access is limited to videos in roles marked for Auditions, Review, and Approval.

  • Review: Viewing and commenting only. Access is limited to videos in roles marked for Review and Approval.

  • Approval: Viewing and commenting only. Access is limited to videos in roles marked for Approval.

  • Cast Lists: Access to view all lists. No video access.

  • Cast List and Auditions: Auditions Access combined with the ability to view all lists.

 

Access Levels for Videos within Roles

Different roles can be made viewable for users of specific access levels. Users with Administrative Access to the Project can change who has access to videos within a role. These can be set either on the Add/Edit User Access Page or on the Videos page.

Note: The default role access level is set to "Auditions."

  • Administrator: Only Users with Administrator access on the project or Series will be able to see videos in roles set to this access level.

  • Auditions: Users with Administrator access or Auditions access to the project or series will be able to see videos in roles set to this access level.

  • Review: Users with Administrator, Auditions, or Review access to the project or series will be able to see videos in roles set to this access level.

  • Approval: Users with Administrator, Auditions, Review, or Approval access to the project or series will be able to see videos in roles set to this access level.

 

How to Set Role Video Access Levels

To change which users can see specific roles, follow these steps:

  1. While in the project on the lists page, navigate to Add/Edit User Access.

  2. Navigate to the Roles tab.

  3. Adjust each role's access level via the drop-down menu.

Tip: You can also filter roles by their current access levels to quickly see how permissions are distributed.

 

A screenshot of a web interface titled "Demo Project" displaying a "Roles Access" management screen. The "Roles" tab is currently active. Below the tabs, a toolbar contains a "Search for Role" input field, a blue "Search" button, a "Clear Search" button, and a "Filter" dropdown. The main content is a list with two columns: "Role Name" and "Access." The list displays four names—Bill, Bob, John, and Sue—each with a corresponding dropdown menu in the Access column currently set to "Auditions." A mouse cursor is visible hovering over the dropdown arrow for the first user, Bill.

How to Set a User's Access Level

Setting Access on a Project

Any user with Administrator Access can give a new user access to an individual project (or episode) or an entire Series. You can even create a user account for someone who has never used Cast It before.

Note: If a user has access at the series level, you do not need to give additional episodic access.

  1. While in the project on the lists page, navigate to Add/Edit User Access.

  2. Make sure that you are on the Users tab.

  3. Select Add User.

    A modal window titled "Add User" containing a form with two required fields marked by red asterisks: Email Address: A text input box with the placeholder "Enter Email Address." Access Level: A dropdown menu with the placeholder "Select Access Level" and a question mark tooltip icon next to the label. At the bottom right of the window, there are three action controls: a blue "Cancel" link, and two disabled (grayed-out) buttons labeled "Add" and "Add & Notify."

  4. Begin typing the user's email address in the search field.

  5. If the user exists: Choose the access level and select Add or Add & Notify.

    • Add & Notify will send the user an email notifying them that they have access to a new project.

  6. If the user does not exist: You will be prompted to create an account. Fill out their first and last name and set an access level.

  7. Image 1 (Empty Form) A modal window titled "Add User" containing a form with two required fields marked by red asterisks. The "Email Address" field displays the placeholder text "Enter Email Address," and the "Access Level" dropdown displays "Select Access Level" alongside a question mark tooltip icon. At the bottom right are a blue "Cancel" link and two grayed-out, disabled buttons labeled "Add" and "Add & Notify." Image 2 (Form with Input) The same "Add User" modal window shown in the previous image, now depicting user interaction. The "Email Address" field contains the partial text input "exa". The "Access Level" dropdown remains at its default "Select Access Level" state. The "Add" and "Add & Notify" buttons remain disabled, indicating the form is not yet ready for submission.

You can edit or delete a user's access level at any time from this same menu.

Setting Access on a Series

A web dashboard interface for "Demo Project" with the "Talent List" tab active. Top Navigation: Breadcrumbs reading "Projects / Demo Project" and a link on the right to "create submission URL." Main Toolbar: Buttons for "Lists," "Video," and "Notes." To the right, a specific button labeled "Add/Edit User Access" is highlighted with a red outline and indicated by a red arrow. Next to it are a "New Role" button and a blue "Menu" dropdown. Content: A list of talent displaying four names—Bill, Bob, John, and Sue—arranged in rows. Column headers include "Name," "Submission Note," "Note," "Avail," "Appt," and "Agent Info." Each row has action icons on the far right (a visibility eye, an expand arrow, and a vertical ellipsis menu).

Setting a user's access level to an entire series is very similar to the project level steps.

  1. Open an episode in the series and select Add/Edit User Access.

  2. On the user access page, select Go To Series Overview.

  3. Add a new or existing user to the series using the same steps as the project level instructions above.

The Series Overview page will show you all users and access levels for the Series level AND for the episodic level. Navigating to the Episodes tab will display each episode within the series and list the number of users connected only to that specific episode.

Location Casting Access

For location casting, this access level allows the user to create roles and upload to the project, but they can only view the roles and videos that they create. Users with this access level must provide a location name, which will be added to every role they create.

How to Add a Location

A close-up view of a rectangular blue button labeled "Add Location" in white text. A white hand cursor is hovering over the button, indicating it is an interactive, clickable element.

  1. On the User Access Page in the project, select Add Location on the far right.

  2. When adding a user as Location Casting, you will now be prompted to select the location.

A partial view of a form showing dynamic fields that have appeared after a selection was made. Access Level: The dropdown is now set to "Location Casting." Location: A new required dropdown field has appeared below, currently displaying the placeholder "Select Location." Additional Access (Optional): A third dropdown field has appeared at the bottom with the placeholder "Select Additional Access."

Stacking Permissions for Location Admins

Users with Location Admin Access can be granted an additional access level. Since Location Admin Access usually restricts viewing to their own uploads, you can stack permissions to allow them to see other content.

On top of Location Admin, they can be granted:

  • Auditions Access

  • Review Access

  • Approval Access

With these additional access levels, they will retain Administrative Access for their own videos but will have one of the view-only access levels above for all other videos on the project/series.

Example: A user set to "Location: Barcelona" plus "Review Access" has full administrator access to any roles created under the location Barcelona, and will additionally have the ability to view any other roles set to Review access.

User Access Levels on a Company Account

These access levels are associated with the user/login itself, rather than specific projects or series.

  • Site Admin: Automatically given Administrative Access to all projects/series hosted by the company they are associated with. They have access to the Admin tools located at the top of the account and the main Bulk Uploader (located on the Project List Page).

  • Site User: Not granted access to any projects or series automatically. They must manually be granted access to any project or series on which they are working. They do not have access to the Admin tools or the main Bulk Uploader.

  • Multi-Site Admin: Grants a user Site-Administrator access to multiple accounts/companies. They can switch between these company accounts with a dropdown menu on the top right of any page.