Working with outsources

Outsources are the people outside your agency you hire for client work: influencers, models, photographers, videographers and freelancers. AgencyOS keeps one directory per kind of talent under Outsources in the sidebar. Every directory works the same way; only the specialty fields differ.

• Influencers
• Models
• Photographers and videographers (one list for both)
• Freelancers

If you don’t see Outsources in the sidebar, the module is turned off for your agency or your role can’t view it. Ask an administrator.

What a record holds

• Contact: Name, Phone, Email, Country and City. Name, country and city are required.
• Specialty: what they do, chosen from a fixed list for each kind of talent.
• Links: social media links (required for influencers and models) or a Portfolio link (photographers, videographers and freelancers).
• Pricing: an Approximate price per session or project, and the Payment type: Hourly, Monthly or Per project. Prices are in US dollars.
• Documents such as contracts, rate cards or ID copies, and free-form Notes.

Phone numbers need at least six digits; spaces, +, - and brackets are fine. Prices take digits with up to two decimals. AgencyOS highlights a field it can’t accept and won’t save until it’s fixed.

Find someone

• Search matches name, phone, city, specialty or notes. Status shows Active records (the default), Archived ones or All.
• The second row of filters narrows by Country, City, Price range, specialty and Payment type. Influencer and model lists also filter by Gender.
• Sort by Name, Location or Price. Lists show 30 records a page; use Previous and Next.

Add and edit

1. Click the add button at the top of the directory, for example Add Influencer.
2. Fill in the contact details, specialty, links and pricing.
3. Under Documents, choose one or more files to attach.
4. Click Save, or Save & Add New to save and start the next record straight away.

Click Edit on a row to change a record. Documents you choose while editing are added to the ones already attached.

Sessions and documents

A session is one time you worked with someone: a shoot, a campaign post, a project. Logging sessions builds a price history you can check before booking again.

1. Click Add session on the row. The profile opens with the approximate price, payment type, links and attached documents.
2. Under Add a session, set the Date and the Price you paid, and add Notes such as the client or brief.
3. Click Save session. It appears under Previous sessions.

Click a document’s name in the profile to download it.

Archive and restore

Archive takes someone out of the active list, for example when you stop working with them, and keeps their history. To bring them back, set Status to Archived and click Restore. There is no permanent delete for outsource records. See Deleting and restoring.

Import and export

• Export downloads the directory as a CSV, for example influencers.csv.
• Import adds records from a CSV. Click Download sample CSV, replace the example row, keep the headers and use one row per person. One file can hold any kind of talent: the type column says which. The import screen lists the required columns for each type; the full column list is in CSV templates.
• Upload up to 5,000 records in a file of 5 MB or less. If a row is invalid, nothing is imported and AgencyOS tells you what to fix.