Glossary
Key terms and concepts used throughout NowRep, including the difference between Internal and External visibility.
Internal vs External
Many items in NowRep can be marked as Internal or External. This controls whether they are visible only to your team or also available through your agency's public-facing website.
Internal
Internal items are for agency management only. They are not accessible through the API and will not appear on your agency's public website.
Use Internal for:
- Work in progress – Items still being organized or curated
- Confidential information – Talents or portfolios not ready for public viewing
- Organizational purposes – Groupings and collections for internal workflows
| Item | Internal Behavior |
|---|---|
| Talent | Managed within NowRep but hidden from your public website. Bookers can still book them and propose them to clients in packages on an ad-hoc basis. |
| Portfolio | Used to organize a talent's work internally (e.g., grouping photos from different shoots). Not displayed publicly. |
| Board | An internal organizational grouping of talents for your team's reference. Not accessible externally. |
External
External items are available through NowRep's API endpoints, allowing your agency's public website to display them.
Use External for:
- Public-ready content – Curated portfolios and talents ready to showcase
- Website integration – Items you want displayed on your agency's website
- Client-facing presentations – Content meant for external audiences
| Item | External Behavior |
|---|---|
| Talent | Visible on your agency's public portfolio website through the API. |
| Portfolio | A curated collection accessible through the API, typically displayed on your agency's website to showcase a talent's best work. |
| Board | A public grouping of talents accessible through the API. Agencies use external boards to create themed talent collections (e.g., "New Faces", "Commercial Models") on their website. |
Switching Between Internal and External
You can change an item's visibility at any time:
- Open the item (talent profile, portfolio, or board)
- Find the External toggle in the settings or details section
- Toggle on to make it External, toggle off to make it Internal
Note: Making a talent Internal does not affect their existing bookings or internal workflows—it only controls their visibility on your public website.
Other Key Terms
Talent
A person represented by your agency. Each talent has a profile containing their information, measurements, documents, and media.
Talent Status
Every talent has a status that indicates their current availability. For detailed explanations, see Talent Status.
| Status | Description |
|---|---|
| In Town | Available for booking. Interpretation is flexible—may mean literally in town or simply available, depending on your agency's workflow. |
| Out of Town | Temporarily unavailable. May mean literally traveling or simply not available for the time being. |
| Inactive | Not available for booking. Used when a talent is on a break from work (e.g., personal leave, maternity). |
| Archived | No longer actively represented, but the agency may still manage existing bookings. The talent's data is preserved but hidden from active lists. |
| Deleted | Permanently removed. The talent is no longer associated with the agency in any capacity. |
Portfolio
A collection of media (photos, videos) showcasing a talent's work. Talents can have multiple portfolios for different purposes (e.g., editorial, commercial, runway).
Default Portfolio
A protected Default Portfolio is created automatically with every Talent. It is externally eligible, but it becomes public only through an explicit Board, Package, or Site assignment.
- Assignment flows offer Use Default Portfolio or Choose Another Portfolio
- An account preference controls the initial choice, which you can override
- Empty Default Portfolios cannot be published as usable public content
Note: The Default Portfolio's identity, title, Talent owner, Default status, and direct deletion are protected. You can still maintain its Media, cover, description, category, and other permitted presentation details.
Board
A curated selection of talents, typically created for a specific purpose like a client presentation or themed grouping.
Package
A group of talents associated with a specific job or event. Unlike boards, packages are tied to booking workflows.
Event
A scheduled job, casting, shoot, or other booking. Events appear on the calendar and can have talents booked to them.
Booking
The assignment of a talent to an event, tracked through status stages (Requested, Confirmed, etc.).
Billing
A Booking Board financial outcome for booking-linked talent with an invoice that has been sent through NowRep or marked sent manually. A linked talent stays in Billing until their active invoice obligations are fully paid.
Paid
A Booking Board financial outcome for booking-linked talent whose active invoice obligations are fully paid. A booking stays in Billing until all active linked talent obligations are fully paid.
Receivable
An invoice amount your agency expects to collect. Invoices count as receivable after they are sent through NowRep or marked sent manually. Generated-only invoices do not count as receivable.
Media Library
The central repository for uploaded images, uploaded videos, embedded videos, and generated Showmo presentations. Files such as contracts and Showmo PDFs belong in Documents, not Media. See Media.
Media Placement
Every Media item belongs to exactly one Portfolio. Move changes that placement; copy creates an independent Media and Storage object in another eligible Portfolio.
Showmo Source
Generated Media whose direct source and represented Talent are recorded by Showmo. It begins in the Talent's protected Showmo Output Portfolio and may move only to another Portfolio for that Talent or an eligible System Portfolio. Media Tags are not used for this identity.
Directory
Your contact database containing companies (clients, agencies) and their associated contacts.
Role
A named set of permissions assigned to a team member that determines what they can see and do. NowRep has five built-in system roles (Owner, Admin, Member, Viewer, Talent) and supports custom roles created by the account owner. See Roles & Permissions for details.
Permission
A specific capability granted by a role, such as the ability to create talents, delete events, or manage settings. Permissions are enforced at every level — the interface hides actions you don't have permission to use, and the server rejects unauthorized requests.
Primary Owner
The single team member (typically the account creator) who has extra protections beyond the Owner role. The primary owner cannot be removed or deactivated, and is the only person who can transfer ownership or change the account name.
Custom Role
A role created by the account owner with hand-picked permissions, tailored to your agency's specific team structure. Custom roles sit between Admin and Talent in the hierarchy. See Custom Roles.
Site Module
The content management area within NowRep that controls your external portfolio website. From here you manage which talents and boards are visible on the site, create pages and blog posts, configure branding, and set up the connection. See Site for details.
Site Visible
An additional toggle on talents and boards that controls whether they appear on your portfolio website. An item must be both External and Site Visible to appear on the site. This is independent of the External visibility setting — you can have external talents that are not yet published to the site. See Publishing Content for details.
Push to Site
A manual action that sends the latest data from NowRep to your portfolio website in a single request. Available via the Push to Site button in the Site module's publish bar. See Integration.
Live Sync
An optional automatic update mechanism using webhooks. When enabled, every change to site-relevant data (talents, boards, portfolios, media) notifies your portfolio site so it can pull updates immediately. See Integration.
System Page
An automatically created CMS page (About or Contact) that cannot be deleted. System pages have fixed slugs but their content and SEO settings can be freely edited. See Pages.
Talent Portal
A dedicated interface for team members with the Talent role, allowing represented talents to view and manage sections from their own profile, calendar, and documents. This feature will be released in a future update.