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How to Import Professionals into Project Casting

Casting at once using the provided Excel template. You can import profile information, professional attributes, social media details, profile photos, video reels, and CVs.

 Request the Professional Import Template

To receive the latest Professional Import template, contact:

support@projectcasting.com

The Project Casting Support team will provide the current professionals.xlsx template.

Always use the template provided by Project Casting.

Each row in the Professionals sheet represents one professional.

Do not rename, remove, or change any of the column headings in the spreadsheet.

You can include up to 1,000 professional rows in a single import.

Complete the Required Fields

The following fields are required for every professional:

  • user_email
  • talent_agency_email
  • first_name
  • last_name
  • date_of_birth
  • location
  • skill
  • phone_number

Make sure every professional has all required information before uploading the spreadsheet.

Date of Birth

Enter the professional's date of birth using  the following accepted formats:

  • YYYY-MM-DD
For example:

1993-01-17

Select Values from the Dropdown Menus

The spreadsheet includes dropdown options for the following fields:

  • location
  • skill
  • body_type
  • ethnicity
  • gender
  • production_type
  • hair_color
  • eye_color

Always choose from the options provided in the spreadsheet dropdown menus whenever an appropriate option is available.

Do not create or add custom options for skill, body_type, ethnicity, gender, production_type, hair_color, or eye_color.

Location

For location, select the appropriate location from the dropdown menu when it is available. You do not need to manually format the location.

If the appropriate location is not available in the dropdown, enter the city name only.

For example:

Atlanta

Do not manually add a new option to the dropdown list.

Multiple Values

Some fields may support more than one value, such as:

  • skill
  • gender
  • ethnicity
  • production_type

When multiple values are needed, separate them using a pipe character:

|

For example:

Actor|Model|Voiceover Artist

Only use values available in the spreadsheet's approved options. Do not add custom values.

Optional Profile Information

All fields other than the required fields may be left blank.

Optional information can include:

  • description
  • body_type
  • ethnicity
  • gender
  • production_type
  • hair_color
  • eye_color
  • height_ft
  • height_in
  • weight

Complete these fields only when the information is available.

For fields that contain dropdown menus, always select from the provided options.

Social Media Information

The Professional Import template also supports social media information.

Available fields may include:

  • instagram
  • instagram_count
  • facebook
  • facebook_count
  • tiktok
  • tiktok_count
  • youtube
  • youtube_count
  • twitter
  • twitter_count

Enter the professional's social media information where applicable.

These fields are optional and may be left blank.

Add Profile Photos, Video Reels, and CVs

You can optionally include media for each professional.

The following columns are used for media:

  • post_featured_image — main profile photo
  • video_reel — video reel
  • cv — CV or résumé

Only one file can be provided in each media column for each professional.

Important

Media is added only when the import creates a new professional profile.

If the professional already has an existing profile, the import will not update or replace that profile's existing media.

How to Provide Media

There are two ways to provide media with your import:

  1. Add the files to a media ZIP and enter their relative file paths in the spreadsheet.
  2. Enter a direct, publicly accessible HTTPS link in the appropriate media field.

You may use both methods in the same spreadsheet.

For example, one professional may have a profile photo included in the media ZIP while another uses a public HTTPS image link.

Option 1: Add Media Using a ZIP File

Organize your media into folders such as:

media |-- images |-- reels |-- cv

Place each file in the appropriate folder, then compress the media folder into a ZIP file.

Project Casting accepts both of the following ZIP structures:

media/images media/reels media/cv

or:

images reels cv

The importer checks the exact path entered in the spreadsheet first and then checks the alternate supported ZIP structure.

Name Your Files Clearly

Use clear and unique filenames for each professional.

Letters, numbers, and hyphens are recommended.

For example:

jane-doe.jpg jane-doe-reel.mp4 jane-doe-cv.pdf

Using unique filenames makes it easier to match each file to the correct professional.

Enter Relative Media Paths

When a file is included in your media ZIP, enter its location inside the ZIP in the corresponding spreadsheet field.

For example:

images/jane-doe.jpg reels/jane-doe.mp4 cv/jane-doe.pdf

If your ZIP includes the opening media folder, you may also enter:

media/images/jane-doe.jpg media/reels/jane-doe.mp4 media/cv/jane-doe.pdf

The path must include every folder between the top of the ZIP and the file.

If the file is located directly at the top of the ZIP, enter only the filename.

For example:

jane-doe.jpg

Do Not Use Paths from Your Computer

Do not enter the file's location on your personal computer.

For example, do not enter:

C:\Users\Name\Desktop\jane-doe.jpg

or:

/Users/name/Desktop/jane-doe.jpg

The spreadsheet should contain only the file's location inside the media ZIP.

Do not begin the relative path with a slash.

Make sure the folder name, filename, and file extension exactly match the file included in the ZIP.

Option 2: Use Public HTTPS Links

Instead of placing a media file in the ZIP, you may enter a full HTTPS link directly in the appropriate media field.

For example:

https://example.com/jane-doe.jpg

The link must:

  • Begin with https://
  • Link directly to the file
  • Be publicly accessible
  • Not require a login
  • Not require a password
  • Not require special access permissions

If all media is provided using public HTTPS links, you do not need to upload a media ZIP.

Supported Media Types

Profile Photos

Standard image formats are supported, including:

  • JPG
  • PNG
  • WebP

SVG images are not accepted.

Video Reels

Standard video files such as MP4 are supported.

CVs and Résumés

Supported CV and résumé formats include:

  • PDF
  • DOC
  • DOCX
Media ZIP Requirements

The media ZIP:

  • Must not be encrypted
  • Must not be password-protected
  • Must remain within the maximum upload size shown in the Professional Import window

Do not place the professionals.xlsx spreadsheet inside the media ZIP.

The completed spreadsheet and optional media ZIP must be uploaded separately.

Upload Your Professional Import

Once your spreadsheet and media files are ready:

  1. Review the completed professionals.xlsx spreadsheet.
  2. Make sure all required fields have been completed.
  3. Confirm that all dropdown fields use only the options provided in the spreadsheet.
  4. Upload the completed spreadsheet.
  5. Upload the media ZIP separately, if you are using one.
  6. Start the import.
  7. Review the import results and any warnings or errors.

If an error is shown for a professional, review that row and correct the information before attempting another import.

Before You Upload

Before starting your import, confirm that:

  • You received the latest Professional Import template from support@projectcasting.com.
  • You are using the original Project Casting template.
  • You have not renamed, removed, or changed any column headings.
  • Your spreadsheet contains no more than 1,000 professional rows.
  • Every required field is completed.
  • location, skill, body_type, ethnicity, gender, production_type, hair_color, and eye_color use only the options provided in the spreadsheet dropdown menus.
  • You have not added custom values to dropdown fields.
  • Multiple approved values are separated with | where applicable.
  • Media paths exactly match the files inside the media ZIP.
  • Public media links point directly to publicly accessible HTTPS files.
  • The media ZIP is not encrypted or password-protected.
  • The spreadsheet is not included inside the media ZIP.
  • The spreadsheet and optional media ZIP are uploaded separately.
  • You review all warnings or errors shown after the import.
Need Help?

If you need the Professional Import template or have questions about preparing or uploading your import, contact:

support@projectcasting.com