Managing Auditions

Once you've created and published an audition, Castora gives you a full set of tools to manage the process from first submission to final decision. This guide covers everything from organising multiple auditions to tracking progress and closing out casting calls.

Your audition dashboard

The dashboard is your command centre. It shows all active auditions across your organisation with key metrics at a glance:

Total submissions — how many self-tapes have been received.
Pending reviews — submissions that haven't been scored by all assigned reviewers.
Deadline status — time remaining until submissions close, or "Rolling" for open-ended auditions.
Verdict progress — how many submissions have been shortlisted, held, or passed.

Filtering and sorting

With multiple auditions running simultaneously, the dashboard offers several ways to find what you need:

By project — filter to see only auditions within a specific project.
By status — show active, closed, or draft auditions.
By deadline — sort by upcoming deadlines to prioritise urgent reviews.
Search — find auditions by title, role name, or project.

Organising with projects

Projects let you group related auditions together. A single production might have auditions for multiple roles, and keeping them under one project makes navigation and reporting much simpler.

Creating a project

From the dashboard, click Projects in the sidebar.
Click New Project.
Give it a name and optional description.
Start creating auditions within the project, or move existing auditions into it.

Project-level views

When you open a project, you see all its auditions in one place with aggregated metrics. This is particularly useful for productions casting multiple roles simultaneously — you can see overall progress without clicking into each audition individually.

Editing a live audition

You can update most aspects of an audition even after it's been published:

What you can change

Description and requirements — update the brief if you need to clarify expectations or add new details.
Supporting materials — upload additional scripts, reference clips, or character notes at any time.
Scorecard criteria — add or modify criteria. Note: changing weights or removing criteria after reviews have started may affect existing scores.
Deadline — extend or shorten the submission window.
Reviewers — add or remove team members from the reviewer list.

What you can't change

Audition title — this is locked once published to maintain consistency in shared links and performer-facing pages.
Submitted tapes — you cannot edit or delete a performer's submission. Only the performer can resubmit if the audition allows it.

Update notifications

When you make significant changes to a live audition (deadline extension, new materials), performers who have already accessed the audition can be notified. Toggle the Notify performers option when saving your changes.

Tracking submission progress

Submission states

Each submission moves through a lifecycle:

Received — the performer has submitted their self-tape and materials.
In Review — at least one reviewer has started scoring the submission.
Reviewed — all assigned reviewers have completed their scores.
Verdict Set — the submission has been marked with a final decision.

Monitoring reviewer activity

The Reviewers tab on each audition shows:

Which reviewers have completed their scores
Which reviewers still have pending submissions to evaluate
Average time taken per review

If a reviewer is falling behind, you can send them a gentle reminder directly from this screen.

Submission management

Sorting and filtering submissions

As submissions come in, you'll want to focus your attention effectively:

Sort by score — surface the highest-rated submissions first.
Sort by date — review in chronological order.
Filter by verdict — show only shortlisted, held, passed, or un-reviewed submissions.
Filter by reviewer status — show submissions that still need your review.

Comparing candidates

Select multiple submissions to enter comparison mode. This opens a side-by-side view where you can:

Watch two or more self-tapes simultaneously
Compare scores across all criteria
See reviewer comments for each candidate
Make shortlist decisions with full context

Closing an audition

When casting is complete, close the audition to finalise the process:

Open the audition and click Close Audition.
Choose whether to notify performers of the outcome.
Optionally add a closing note that performers can see.

What closing does

Stops new submissions — the audition link becomes inactive and performers see a "Closed" status.
Preserves all data — submissions, scores, comments, and verdicts remain accessible for reference.
Locks the scorecard — no further scoring changes can be made.

Closed auditions can be reopened if needed, and all data is retained indefinitely.

Duplicating auditions

If you're casting similar roles or running the same type of audition repeatedly, save time by duplicating:

Open the audition you want to copy.
Click Duplicate from the actions menu.
Edit the duplicated audition's details as needed.
Publish when ready.

Duplicating copies the brief, requirements, scorecard configuration, and materials. It does not copy submissions, scores, or reviewer assignments.

Use projects to stay organised — even for single-role productions, a project provides helpful structure.
Check reviewer progress regularly — don't wait until the deadline to discover that half your team hasn't scored.
Extend deadlines proactively — if you're not getting enough quality submissions, extending by a few days is better than closing with a thin candidate pool.
Close auditions promptly — performers appreciate knowing when a process has concluded, even if the news isn't what they hoped for.
Archive rather than delete — you never know when you'll need to reference a past audition for a similar role.