Your agency's extras work, all in one place
The talent pool, the sign-ups, the call sheets, who actually turned up on set and what gets paid and invoiced. Everything that today lives scattered across a form, a spreadsheet and a WhatsApp group.
And you don't have to change how you work: you post the project link to a WhatsApp status just like now. The difference is that whoever signs up fills in their own profile.
What it costs you today
The spreadsheet
Everyone's details get copied by hand from a form into a sheet, and from the sheet into an email. When production asks for twelve people's sizes, someone looks them up one by one.
Photos everywhere
They arrive over WhatsApp, compressed and unnamed. Someone's good photo is on a phone, in a chat from eight months ago.
The paper call sheet
Call and wrap times go in a notebook and get typed up at night. If someone disputes an hour, there is nothing to show.
None of this is the tool's fault: there simply wasn't one.
How it works
Three steps, and the first two are done by someone else.
- 1
You share a link
One per project. You post it where you already do: a WhatsApp status, the group, an email. It works even if whoever opens it has no account yet.
- 2
Each person fills in their profile
Details, sizes and photos come from the extra's own phone, with dated consent. You see who signed up and pick.
- 3
On shoot day, the QR code
The coordinator scans, and the call time, the wrap time and the signature are recorded. The day's sheet comes out as a PDF before you leave set.
See it in action
The full tour, step by step, in six minutes: the talent pool, creating a project, inviting and reviewing people, the production company, the shooting day, the payroll and the monthly reports. With the data of a demo agency.
The video is in Spanish, with subtitles.
Taking the roll with the QR code
How each extra's arrival, departure and signature are recorded on set, from the coordinator's phone. Two minutes.
What actually changes
Three things you notice on the very first shoot.
Checking in forty people is forty scans
On set there is no time for a roll call. The coordinator opens the camera, scans each extra's code, and the call time is recorded on its own, with the signature captured on the same screen. Nobody has to be hunted down on a sheet, no times get typed in, and no one has to decipher handwriting at eleven at night. When people leave, wrap time is captured the same way.
The coordinator scans with their own session, not each extra with their phone: check-in doesn't depend on eighty people's handsets all working at once.
No more lists typed up by hand
Production asks for the names, sizes and shoot days of whoever is coming tomorrow. Today that means opening a spreadsheet and retyping what is already written somewhere else. In Kastor it is one button: the list comes out with the people you selected, as CSV if you are going to keep working on it or as PDF if it is to be sent. And the day's sheet, with everyone's times and signatures, comes out on its own when the day wraps.
What leaves the agency is deliberately trimmed: name, sizes and photos. Age, phone number and diet stay behind.
It bends to how your agency works
No two agencies name things the same way or ask for the same things. That is why diets, licences, vehicles and sizes are written by each agency in its own words, and the questions on each project are yours to decide. And whatever isn't there, we talk about it: a good part of what Kastor does today — the internal notes, the trimmed profile for production, the custom lists — was asked for by an agency while using it.
You talk to the person who writes the code, not to some outside company's support form.
What's included
Talent pool
Search by age, height, city, sizes, languages, vehicle or diet, by experience and no-shows, and by what each person can bring. A profile per person, with their photos.
Projects and sign-ups
Characters with their places, shooting days, your own questions and a reviewer to decide who's in, one person at a time.
Call sheets and confirmation
The call goes out by itself the day before, with each character's time. Each extra confirms with one tap, and notifications reach their phone.
Attendance with QR and signature
Check-in, check-out and signature on the phone, and the daily report signed by the director and production on set. No-shows are recorded.
Transport
Who drives and who rides with whom each day, and the mileage or flat fee paid to the driver.
Profiles for production
A PDF with name, sizes and photos. Age, phone and diet never leave the agency.
Your production company, inside
Each production company has its own access: it accepts or turns down the people you propose, sees what each can bring and answers the quote.
Payroll and closing
Rates per project, character or person, extras and the file for the staffing agency. Then what was invoiced, what it really cost and what's still to collect.
Reports and balance
Who worked, how many days and where, in Excel or CSV. And the period's balance, project by project and by production company.
Your pool, from your Excel
If you already have it in a spreadsheet, it's imported: columns, photos by ID number and an invitation to each person to activate their account.
AI assistant
Ask “what's shooting this week?” or say “invite five women aged 30 to 45”. It sees no personal data and does nothing without your confirmation. Also with your own AI.
Your way, in six languages
Diets, licences, sizes or vehicles: each agency writes its own lists. And everyone uses Kastor in their language: Spanish, Catalan, English, German, French or Italian.
People's data, treated as what it is
An extras database holds names, addresses, photos, sizes and sometimes minors' details. Kastor is built assuming that from the very first screen.
- Consent with a version and a date
- Each person accepts a specific version of the policy, and which one and when are recorded.
- Minors: a guardian, or no profile
- Without the responsible adult's details, a minor's profile is not saved. It isn't a warning: it won't let you.
- Every agency, walled off
- What someone gives your agency is invisible to any other, even if they work with both under the same email address.
- Their data is theirs
- Extras download everything you hold on them and request deletion from their own screen.
- Two-factor
- Admin accounts can require a second code on top of the password.
- Internal notes
- What the agency writes about someone is seen only by the agency: never exported, never in the PDF, and the person is not told it exists.
Pricing
Per agency, per month. No charge per project, no charge per admin, no lock-in.
Small pool
€39per month
Up to 250 extras in the pool
Agency
€79per month
Up to 1,000 extras in the pool
Unlimited
€149per month
Unlimited extras
In all three plans
- Unlimited projects
- Unlimited admins
- QR attendance with signature
- All six languages
- Support included
Prices exclude VAT. Would you rather see it with your own agency's data before deciding? Write to us and we'll set it up.
Before you ask
- Do I have to type in the extras I already have?
- No. If your pool is in an Excel file, you import it: you pick which column is which, upload the photos in a ZIP and each person gets an invitation to activate their account. Newcomers fill in their own profile from your link.
- Does the production company have to log in to Kastor?
- If it wants to: it has its own access to accept or turn down the people you propose and to answer the quote. If not, you keep sending it the PDF profiles, as you do now.
- What if someone also works with another agency?
- They log in with the same email address and have a separate profile in each one. What they give you is invisible to the other, and the other way round.
- Does my people's data end up in an AI?
- Only if you turn on the assistant, and even then not the personal data: the AI sees name, age, city or days worked, never ID number, phone, email, address, bank account or photos. And nothing it proposes happens until you confirm it.
- Can a minor sign up?
- Yes, and their profile is not saved without the responsible adult's details. It isn't a warning you can click past: the app won't let you.
- Can I see it with my own data before paying anything?
- Yes. Message us on WhatsApp and we'll set your agency up so you can look around inside it.
Let's talk
Tell us how many extras you have on your books and how you handle shoot days today, and we'll tell you whether Kastor fits.