AI Systems
TimeTrain: Entertainment Agency CRM with AI Casting, PPTX Export & 12 Live Industry Intelligence Scrapers
Custom CRM software development for entertainment and talent agencies: AI casting with GPT-4o, 14-stage submission tracking, and branded PowerPoint export.
Django
OpenAI GPT-4o
PostgreSQL
Python
14
Project Submission Status Stages, Complete Pipeline Tracked
12
Live Industry Intelligence Scrapers (IMDB, Deadline, HR & More)
GPT-4o
AI Generates Casting Roles, Talent Suggestions & PowerPoint Content
The Problem
Entertainment and Talent Agency Operations Are Scattered Across Email, Spreadsheets, and Paper Phone Notes
Talent agency software has to handle hundreds of contacts across studios, production companies, and networks, each with individual call histories, email campaign status, and pitching stage. Manually managing submission pipelines across 14 status stages for multiple active projects was operationally unsustainable. Agencies also needed a structured casting workflow: analysing a script, defining role requirements, identifying appropriate talent, and exporting everything as a branded presentation for studio meetings, a process that took days to assemble manually.
Our Solution
Custom CRM Software Development with an AI Casting Engine, PPTX Export, and Live Industry Intelligence
TimeTrain is built as a Django CRM with contact and company management supporting multiple emails per contact, a 5-stage phone sheet workflow, email campaign scheduling, and a submission model with 14 status choices. Meeting participants are saved as snapshots, preserving historical accuracy regardless of future contact record changes. The AI Casting System uses GPT-4o's structured output to generate casting requirements from a project brief, then generates named talent suggestions per role with justification and comparable project proofs. A PowerPoint builder assembles branded presentations automatically with AI-generated quotes, project descriptions, and talent bios per slide. An API integration enables contact research by name and employer. 12 industry scrapers auto-populate an intelligence dashboard covering major entertainment industry publications.
Architecture
Django + Django Templates + PostgreSQL. Celery for async tasks. OpenAI GPT-4o (casting suggestions, PPTX slide content) and GPT-4o-mini (role generation). python-pptx for branded PowerPoint generation. RocketReach API for contact lookup. Printful API for merchandise. Playwright headless for IMDB scraping. BeautifulSoup + requests for news scrapers. django-ckeditor for rich-text email bodies. Session auth with 6-digit OTP password reset.
The Result
One Custom CRM for the Full Agency: Contacts, Submissions, AI Casting, and Branded PPTX in Hours
TimeTrain gave entertainment agencies a single platform for every operational layer, from contact management and phone sheet workflow to project pitching, submission tracking, and email campaign management. The AI Casting System cut the time from script to casting presentation from days to hours: GPT-4o generated structured role specifications, then produced named talent suggestions with commercial justifications and comparable project proofs, and the PowerPoint builder assembled the full branded deck automatically without any manual slide building. The live intelligence dashboard, fed by 12 scrapers, kept agents current on production announcements and competitive casting news without leaving the platform. If your agency needs similar custom CRM software development, whether that is AI-assisted casting, contact and submission tracking, or branded document automation, we build these systems end to end and welcome the conversation.
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