One commercial, from brief to the day the rights expire.
Follow Morning Run, a banking TV commercial by Lumen Films, through all sixteen steps. Each step shows who acts, what ColdCast-SA does automatically and where to see it in the prototype.
Sixteen steps
- 0128 SepClientStatus:Company verified
Lumen Films joins and gets verified
Ayesha Patel, casting producer at Lumen Films, signs up on the Studio plan and uploads the CIPC registration, a director ID and proof of address.
Notifications: Email to Ayesha. Telegram alert to admin when the case opens.
ColdCast-SA does- Company enters the verification queue
- Admin checks the documents against CIPC
- Verified badge switches on once approved
- 021 OctClientStatus:Draft
Ayesha writes the casting brief
Two roles (Lead runner 24–32, Friend 25–35), two shoot days in Melville, R6,500 a day, R18,500 usage for TV and online in South Africa for 12 months, banking exclusivity, self-tape required.
ColdCast-SA does- Brief builder asks for every term before publishing
- Usage calculator suggests a fee range
- Missing terms block the Publish button
- 031 OctPlatformStatus:Published
Disclosure check, then the brief goes live
The brief is checked for fee, usage, territory, period, exclusivity and cancellation terms, then published as BR-204118.
Notifications: Match alerts to talent who fit the brief.
ColdCast-SA does- Disclosure check passed
- Matched talent are notified by role, playing age, city and availability
- Brief closes automatically on 9 Oct 17:00
- 042 OctTalentStatus:Applied (1 of 48)
Naledi sees the brief and applies
Naledi Mokoena, actor and presenter in Johannesburg, sees "Matches 5 of 5" with the reasons. She reads every term before applying, and her agency, Northlight Talent, is copied in.
ColdCast-SA does- Exclusivity check against her Rights Wallet (no clash)
- Application attached to her verified profile and showreel
- Agency sees the submission
- 053 OctClientStatus:Shortlisted
Ayesha shortlists 14 and asks for self-tapes
She filters 48 applicants by playing age, look and experience, moves 14 to Shortlisted and sends the self-tape request with sides and a deadline.
Notifications: Email and in-app request to the 14 shortlisted talent.
ColdCast-SA does- Self-tape request with script, framing notes and deadline
- Pipeline view: Applied, Shortlisted, Audition, Selected, Booked
- 064 OctTalentStatus:Self-tape received
Naledi uploads her self-tape
Two takes recorded at home and uploaded from her phone.
ColdCast-SA does- Video stored privately, visible only to Lumen Films and her agency
- Tape linked to the application record
- 075 OctClientStatus:Selected
Client review link and callback
Ayesha shares a review link with the agency and the bank's brand team. They rate the tapes; Naledi and two others are called back, and Naledi is selected.
ColdCast-SA does- Share link expires and needs no login
- Ratings and comments are kept on the record
- Callback slot is booked in the calendar
- 086 OctClientStatus:Proposed
Booking proposal BK-482913 is sent
Ayesha turns the selection into a booking proposal with the final dates, call time, fee, usage, exclusivity, overtime and cancellation terms.
Notifications: Email and in-app to Naledi and Northlight Talent.
ColdCast-SA does- Second disclosure check on the proposal
- Talent cannot accept until every term is present
- Proposal expires if there is no answer by 8 Oct
- 097 OctTalentStatus:Accepted
Naledi reads Know Your Booking and accepts
A one-page plain-language summary: R31,500 total, 2 days, 05:30 call, TV and online for 12 months, no other banks for 12 months, 50% fee if cancelled inside 48 hours.
ColdCast-SA does- Accept, Ask to clarify or Decline
- Accepting shares her phone number with Lumen Films
- This summary is information, not legal advice
- 109 OctPlatformStatus:Confirmed
Contract generated and signed
The agreed terms fill the production's contract template. Naledi, her agent and Lumen Films sign electronically.
Notifications: Signed copy emailed to all parties.
ColdCast-SA does- Contract matches the proposal exactly; edits create a new version
- Signed PDF stored on the booking
- Usage rights added to her Rights Wallet from 1 Nov
- 1119 OctClientStatus:Confirmed
Call sheet and reminders
Call sheet with location pin, 05:30 call time, wardrobe notes and the on-set contact.
Notifications: Email and in-app to Naledi.
ColdCast-SA does- Reminder 48 hours and 12 hours before call
- Weather and travel note for the sunrise scenes
- 1221–22 OctTalentStatus:Wrapped
Check-in, shoot, timesheet
Naledi checks in on set with a code. Day 2 runs 11 hours, so one hour of overtime is logged and approved by the producer on the timesheet.
ColdCast-SA does- Check-in time stamped
- Overtime at 1.5x after 10 hours, per half hour, as agreed
- Extra scenes or uses need an approved change request first (No Surprise Work)
- 1323 OctTalentStatus:Invoiced
Invoice raised, payment tracked
Northlight Talent invoices Lumen Films for the agreed fees plus the approved overtime. ColdCast-SA tracks the due date; it does not hold the money.
ColdCast-SA does- Payment due 22 Nov (30 days after invoice)
- Reminders at 7 days and on the due date
- Overdue flag and Ask for Help if it is late
- 1423 OctPlatformStatus:Fee invoiced
ColdCast-SA bills its booking fee to the client
Lumen Films is on the Studio plan, so the booking fee is 2.5% of the booked value, invoiced to Lumen Films only. Talent pay nothing.
ColdCast-SA does- Fee calculated on the confirmed booking
- Added to the client's monthly statement
- 151 Nov 2026 – 31 Oct 2027PlatformStatus:Rights active
Usage rights and exclusivity tracked
The ad airs. For 12 months Naledi's Rights Wallet shows where it may run and that banking briefs are off-limits.
ColdCast-SA does- Banking briefs show an overlap warning before she applies
- Reminder 60 and 30 days before expiry
- Use after expiry can be reported and needs a renewal fee
- 16ThroughoutAdminStatus:Audited
Every action is on the audit trail
Each step above is written to an append-only log. If there is a dispute, admin can see who did what and when.
ColdCast-SA does- Audit entries cannot be edited or deleted
- Admin overrides need a reason and send a Telegram alert
Talent pay nothing. The client pays a small fee on top.
Fees move between the client and the talent or agency exactly as they do today. ColdCast-SA tracks the amounts and dates, and earns its subscription plus a booking fee from the client.
Agency commission is set by each agency’s own agreement; 20% is an example.
- Day fee, 2 days x R6,500
- R13,000
- Usage, TV and online, 12 months
- R18,500
- Approved overtime, 1 hour at 1.5x
- R975
- Total invoiced to Lumen Films by Northlight
- R32,475
- Agency commission (20%, example)
- - R6,495
- Naledi receives
- R25,980
- ColdCast-SA booking fee to Lumen Films (2.5%)
- R788
ColdCast-SA does not hold talent money and does not process payments in Phase 1.
One record, moving forward
- Draft
- Published
- Applied
- Shortlisted
- Self-tape
- Selected
- Proposed
- Accepted
- Confirmed
- Wrapped
- Invoiced
- Paid
- Rights active
- Rights expired