CONTENTS

• What is the Lumi Inbox?
• Overview of the Inbox
• Turn Inbox (Casting) On / Off
• Switch Pending Inbox On / Off
• Switch auto-allocate Producer On / Off
• Customise my Inbox
• How do applicants arrive in the Inbox?
• Assign a Producer to an Applicant
• Pending Inbox Overview
• Import Pending Applications to the Inbox
• Copy Applicant Link
• Open Applicant Card from the Inbox
• Communicate with Applicants
• Filter and Sort Inbox 
• Archive or Delete Applicants
• Restore Archived or Deleted Applicants

What is the Lumi Inbox?

Lumi Casting was created by producers to facilitate an exceptional experience for applicants and casting teams. Lumi Inbox is an integral part of Lumi Casting.

All your applications from Lumi Casting arrive directly into your Project, via the Inbox. From the Inbox, all applicant information is visible, centralised and accessible.

Processing your applicants from the Inbox is easy. You can customise your Inbox columns with the information that is most important to you, and you can sort and filter the Inbox for ease of viewing and processing.

You can rate your applicants, fast track them, cull them, assign a producer and add any notes all directly on the Inbox.

Overview of the Inbox

The Inbox allows you to see all the important information about your applicants at a glance. 

See "Customise my Inbox" (below) to get your Inbox looking exactly how you want it.

Click the Inbox icon to open the Inbox. Note, the Inbox icon will display a count of any unread applications.

 See a count of all applications in the Inbox on the bottom-left. If "Show Archived" toggle is switched on, the count will include archived applications. The count also includes any non-submitted applications that you have manually imported from the Pending Inbox.

You customise the columns you want on the Inbox. See "Customise my Inbox" below.

You can edit information directly on the Inbox, such as assigning a Producer, assigning a status, or adding comments. This directly updates the applicant's Card. 

Click on the applicant's name to open their Card and view their full details and any images or files.

Show Archived - toggle this on or off to view/hide any archived applicants. 

To return the Inbox to its original state (ie removing any filters or sorting), click the "Refresh Inbox State" icon  on the bottom-right.

Turn Inbox (Casting) On / Off

The Inbox is part of the Casting suite of features. Casting is a feature that must be switched on for your organisation before it can be used. Then it must also be enabled in Project Settings.

If Casting is enabled for your Organisation and switched on in Project Settings you will see the Inbox icon in the sidebar.

If you don't have the Inbox icon, you can check if Casting is available to switch on in Project Settings.

Enable Casting in Project Settings:

1. Click your avatar on the bottom-left to open the User menu.

2. Select "Project Settings".

3. Scroll down on the Project Settings page until you see "Casting". If it's not already enabled (blue), switch it to enabled. This change will save automatically.

You will notice the Inbox camera iconwill appear in the sidebar.

Note, if you can't find the Casting on/off toggle in your Project Settings, it means that it has not been switched on for your Organisation. Please contact support@lumi.media to have this feature switched on.

Switch Pending Inbox On / Off

In Project Settings, click the downward arrow to expand the Casting section.

You'll see that "Pending Inbox" is toggled on (blue) by default. 

When this is toggled on the Pending Inbox will display as a separate tab on the Inbox.

The Pending Inbox shows applicants have have started the application process but have not clicked "Submit". You can manually import these partial applications from the Pending Inbox into the main Inbox if you want to communicate with them or find out what they have entered so far.

If you toggle this off (to grey) you will not have access to the Pending tab.

Switch auto-allocate Producer On / Off

In Project Settings, click the downward arrow to expand the Casting section.

You'll see that "Producer Behaviour" is toggled on (blue) by default. 

When this is toggled on, the first user to edit an Applicant Card (ie update a field, or add some notes), will be automatically assigned to that Card as the Producer. 

Customise my Inbox

To set up which columns will display on your Inbox, go to Project Settings. 

1. Click your avatar on the bottom-left to open the User menu.

2. Select "Project Settings".

3. Select the "Categories" tab.

4. Find the "Applicants" Category, then click in the Fields cell to open the "Edit fields in Category" window.

5. Click the star next to any fields that you want to display on the Inbox. The number next to the star will determine the order the columns will display on the Inbox. You can deselect the stars and reselect them to change the order.

6. Go to the Inbox to view the updated columns. 

You can edit the columns that display on your Inbox at any time.

How do applicants arrive in the Inbox?

Applicants are automatically imported to the Inbox from Casting. You don't need to do anything.

Unread & Read Applications

Once the applicant clicks "Submit" their record will appear in the Inbox, and the Inbox sidebar indicator will increment by one.

You can tell which applications are "Unread" by their blue name and the blue vertical indicator. 

"Unread" means that the application has not been edited in any way by a Lumi user. Simply opening and viewing an application will not change the status from "Unread" to "Read".

"Read" applications - Once an application is edited in any way it will become "Read".  This could be editing a field or adding some notes. The user will automatically be assigned as the Producer when they edit an application. See more detail in "Assigning a Producer" (below).

Once the status changes to "Read" the application will display as follows. The blue vertical indicator will be removed and the name will display in black. 

Assign a Producer to an Applicant

If "Producer Behaviour" is switched on in Project Settings, the first user to edit an Applicant Card (ie update a field, or add some notes), will be automatically assigned to that Card as the Producer. Their user avatar will display in the Producer field for that applicant.

You can assign a different Producer if needed.

Inbox view:

Card view:

If you don't want the first user that edits an applicant card to be assigned as the producer, you can switch this behaviour off in Project Settings. See the relevant section above.

Pending Inbox Overview

Open the Inbox, and then click the Pending tab. Here you will see the applicants that have started, but not submitted their application.

Pending applications are automatically and immediately imported to the Pending Inbox whilst your applicant is applying via the Casting app.

Displays a count of the pending applications.

Status column shows whether an application is Registered, Pending or Complete.

• Registered - The applicant has only entered their name, phone and email address and the authorisation code, but no additional information has been entered.
• Pending - The applicant has entered some information in their application. The information is automatically saved as they click "next" in the application. Pending means that they haven't gone all the way to the final page of the application. 
• Complete - Applicants with the status Complete, have made it to the "Ready to submit" page, but haven't clicked "Submit" yet. Perhaps they want to check over their answers, or gather more photos or files to upload before submitting.
• Submitted - Once an applicant clicks "Submit" their status becomes "submitted" and they will move from the Pending Inbox to the Inbox.

"Updated" indicator - This indicates an application that has been imported to the Inbox, has since been updated by the applicant, but they haven't yet submitted the changes. You can manually import an "Updated" application.

Modified Date - the date and time the applicant made changes to their application.

Created Date - the date and time the applicant started the application.

Reminder Sent - the date and time a reminder email was sent to the applicant. A reminder email will be automatically sent to an applicant after 72 hours of starting but not submitting their application. A reminder email is also sent after 72 hours of an applicant editing but not resubmitting their application.

Refresh Inbox state - clicking the arrow icon  in the bottom-right will return the Inbox to its original state, removing any filters or sorting that has been applied.

Import Pending Applications to the Inbox

You can only see basic information about your applicants on the Pending Inbox (ie their name, email and phone details). If you want to see all the information they have entered so far via Casting, you can import a pending application to the Inbox.

Once they are in the Inbox you can open and view their Card. You can also communicate with them on the Inbox, the Comms Centre, or from their Card. 

Records that have a status of "Pending", "Unpaid", or "Complete" can be imported. Records that have a status of "Registered" cannot be imported. This is because they have only completed the registration page and haven't entered any data yet.

Updated applications - The "updated" tag indicates applications that were previously in the Inbox, but have since been updated by the applicant, but not yet submitted. Updated applications can be manually imported to the Inbox.

You can import an application in two ways:

1. Import multiple applicants with bulk actions

1. Select the checkboxes next to the application(s) you want to import. The bulk action menu will open.
2. Click the Import icon. Note, if the import icon is greyed out, one of the applications you've selected might not be eligible for import (ie they might have a status of "Registered"). Simply, deselect this application and the import button should become active.
3. The imported applications will appear on the Inbox, and will be removed from the Pending Inbox.

2. Import individual applicant by right clicking on the row

1. Right click on the row of the applicant that you want to import. 
2. Click the Import icon. Note, if the import icon is greyed out, it means the record is not eligible for import (ie they might have a status of "Registered").
3. The imported application will appear on the Inbox, and will be removed from the Pending Inbox.

Copy Applicant Link

You can copy a Pending application link so you can manually send it to the applicant, if they want to edit or continue their application.

Right click on the applicant row and select "Copy Applicant Link". This saves the link to the clipboard so you can paste it in an email or message.

Open Applicant Card from the Inbox

Click on an applicant's name in the Inbox to open their Card and get the full view of their application. 

View your applicant's answers to questions, their photos, audition videos and any other documents you asked for in the application. 

At the top of their Card there are quick links to their Socials to help you get a better idea of who they are.

Click the back arrow in the toolbar to return to the Inbox.

Communicate with Applicants

You can send an email or sms to your applicants directly on the Inbox.

1. Click the checkbox next to the applicant(s) you want to email or sms. The bulk actions menu will open.
2. Click the Comms icon  in the bulk actions menu.

3. Select Email or Phone.

4. Fill in the required information and click "Send". 

A log of the communication will be recorded in the Comms Centre, and on the applicant's Card.

Note, if you want to communicate with a Pending applicant, you will need to first import them to the Inbox. See "Import Pending Applications to the Inbox" above.

For a detailed guide on sending emails, sms and file requests, see the Comms Centre Help Guide.

Filter and Sort Inbox 

As well as customising which columns display in your Inbox, you can filter and sort your Inbox for ease of performing a particular task.

Sort your Inbox

Click in any column header to change the sort order of the Inbox. 

In the example below, clicking in the "Rating" column changes the order from highest to lowest rating. Clicking again changes the order from lowest to highest rating, and clicking a third time returns to the original order.

Your sort order will persist when you leave and return to the Inbox, when you logout/login and even when you refresh your browser.
You can remove all sorting and filtering by clicking the "Reset Inbox State" button  on the bottom-right.

Filter your Inbox

You can filter by any of the columns on your Inbox, and by a combination of columns. For example, you might only want to view applicants for a specific Producer, or applicants above a particular rating. 

1. To filter, click the downward arrow on the top-right, and then click the filter icon.

2. Then click the upside-down triangle icon on the column you want to filter by.

3. Set your filter parameters.

In the example below, I've layered the following filters, to display my ideal applicants:

• Rating = 9
• TV Appearance = Yes
• Arrested? = No

Remove all Filters and Sorting

You can remove all filters and sorting simply by clicking the "Reset Inbox State" button  on the bottom-right.

Archive or Delete Applicants

You can archive or delete applicants directly on the Inbox.

Archive applicants

1. Select the checkbox next to the applicant(s) you want to archive. The bulk actions menu will open.

2. Scroll down on the bulk actions menu, then click the archive   icon.

3. Click "Archive".

4. Click "Confirm".

5. Archived applicants will display with a greyed out name and a red vertical indicator on the side. They will only show in your Inbox if the "Show Archived" toggle is switched on (blue).

Hide Archived Applicants

Click the "Show Archived" toggle to off (grey) to hide archived applicants on the Inbox.

Delete Applicants

    1. Select the checkbox next to the applicants you want to delete. The bulk actions menu will open.

    2. Scroll down on the bulk actions menu, then click the delete   icon.

    3. Click "Delete".

    4. Click "Confirm".

5. Deleted applicants will be removed from the Inbox.

Restore Archived or Deleted Applicants

Restore Archived Applicant

    1. Open the archived Card that you want to restore.

    2. Click the three dotson the top-right to open the action menu.

    3. Click "Restore" on the action menu.

    4. The applicant will be restored to active on the Inbox.

Restore Deleted Applicant

If you need to restore a deleted applicant you can do so from the Recycle Bin.

1. Click your avatar on the bottom-left to open the user menu.
2. Click "Recycle Bin".

    3. Click the restore arrow next to the applicant you want to restore. 

  4. The applicant Card will be restored to the Lumi Library, and will be accessible in the sidebar under Card Categories     "Applicants".

Please let us know below if this guide was helpful!