Live agency work
People, clients, options, bookings, usage and balances
Plan a changeover around the work still live.
Moving to Posa’s model and talent agency software should begin with your agency’s active bookings, people, media and history. Agree what must move, what can remain in an archive and who checks it before changing systems.
A considered future journey. Migration services and a universal importer are not available today.
One changeover, three connected kinds of workPlanning map · no import is running
Media and permissions
Originals, albums, order and who may see them
History worth keeping
Signed versions, messages, invoices and older work
Private review
Check the links, not just the rows.
- Right person and client
- Original agreement and media
- Explained opening balances
- Unknowns with a named owner
Agree active records to move and history to keep usable.
Only after an agreed, tested handover
Change where the team works.
Capture final changes. Confirm responsibilities. Keep the agreed fallback and archive available.
Current system responsible until handoverA proposed changeover
Keep the next shoot and the older agreement in view.
The current system remains responsible for active work until an agreed and tested handover. A future move needs a named agency lead, accounts reviewer and clear ownership of unresolved items.
Timing, source access, supported records, responsibilities and charges need agreement first. This is not an instant migration promise or a delivery schedule.
- Choose representative workInventory active talent, clients, options, bookings, rights obligations and financial records. Walk through a few linked jobs, a renewal and a talent onboarding; include an awkward case.
- Obtain authorised source exportsAgree access with the source provider and agency. Inventory record exports, original media and documents. A public website feed is not a complete private CRM or accounting export.
- Map the records and the unknownsKeep source IDs, relationships, dates/time zones, currencies, status and permissions. Leave missing values unknown. Review same-name people and conflicting source records rather than merging by name.
- Review a private importInspect a representative batch away from public pages. Check errors, changes and repeat handling before accepting it. Review media originals, albums, order and permissions alongside the records.
- Check balances and practise the workThe agency checks links and signed history; accounts checks opening balances, deposits and outstanding amounts against original records. Train the people who will handle live jobs and exceptions.
- Agree the final handoverSet the last-change capture, any editing pause, named decision makers and fallback. Sign off the reconciled result before switching responsibility; retain a usable archive and agree future export and exit arrangements.
A useful first inventory.
Prepare this with the people who book the work, manage talent and keep the accounts. Keep private exports and model media out of public enquiries and this website.
| Bring to the review | Check before handover |
|---|---|
| People and relationships | Active and archived talent, clients and contacts; stable source IDs; representation links, duplicates and unknown fields. Identify who can authorise the export and review. |
| Active jobs and options | Dates/time zones, people, client, option rank, unanswered availability, fees and latest agreed terms. Name an owner for every job spanning the changeover. |
| Usage and signed records | Original agreements and versions; each talent’s territory, channels, period and exclusivity; upcoming renewals and unclear rights. A new system does not extend permission. |
| Money and opening balances | Issued documents, credits, deposits, receipts and allocations, outstanding client amounts and talent/partner obligations, with currencies kept separate. Accounts explains differences against original evidence. |
| Original media | Original files and a file inventory; album/order links, missing files, private/public permissions and rights evidence. Compare file counts and integrity, not just thumbnails. |
| History and exit | Which messages, documents and older jobs move; what stays in a searchable, readable archive; who can access it, retention responsibilities and a useful future export. |
| Changeover ownership | Final changes since the reviewed export, editing responsibility, training, sign-off, fallback and how any new work is brought back if the handover is paused. |
What if the export is incomplete or an opening balance does not make sense?
Keep the affected work in the current system and give the gap a named owner. Request the missing authorised records or originals; do not fill missing dates, rights, contact details or balances with sample values or treat a blank balance as zero.
Accounts should compare the original invoices, credits, receipts and allocations before agreeing an opening balance. Keep an unexplained amount separate from an approved balance. Active bookings, unclear rights and signed records remain with an identified agency owner while the issue is resolved.
If a reliable export is unavailable, agree a smaller scope or a usable archive before considering a move. A missing export is a reason to revisit the plan and handover decision. No import or migration service is available here today.
Agree who owns each side of the change.
A private review is an intermediate step. It is not permission to retire the existing system, publish media, resend documents or treat balances as settled.
While you compare
Keep one agreed place responsible for live work. Review representative records privately and record differences. Decide how edits made after the first export will be captured.
At the handover
Check record links, original media, agreement versions and financial totals. Agency and accounts owners agree the result, the final changes and when responsibility moves.
If the move pauses
Use the agreed fallback. Preserve new work and explain how it returns to the responsible system. Keep the old archive usable; agree retention and export before access is closed.
Evaluate the design before planning an import.
Posa is in private preview. Staff can save linked agency drafts; the public workflow examples show the wider intended product. There is no production migration service, universal importer or one-click changeover available.
Start with a representative job
Explore bookings and confirmations and usage and renewals. Keep your actual agreements in your current system.
Understand the commercial questions
See the approved plan prices. Migration scope, effort, training and any service charges have not been agreed as plan inclusions.
See what is available now
Read the private-preview information or try the separate browser-only comp-card maker. Neither starts an import.
Before you leave the current system.
Use these questions to make the scope and responsibilities clear.
Can you migrate my agency today?
No migration service is open. This page describes a considered future journey. Supported exports, record/media/history scope, review responsibilities, effort, charges and timing must be agreed before a move can be planned.
Can you import everything from Guava, Mediaslide or Syngency?
There is no universal importer or complete-import guarantee. Each agency needs an authorised source export and a review of what it contains. Compare the specific questions on our Guava, Mediaslide and Syngency pages; they are software comparisons, not evidence of completed migrations.
Will a website XML feed be enough?
A website feed can contain public profile information, but it does not establish complete private contacts, bookings, signed terms, accounts history or original media. Inventory the full authorised source records and files before agreeing what can move.
What happens to active bookings, rights and deposits?
Keep a named agency owner for live jobs and rights, and an accounts owner for balances and allocations. The current system remains responsible until an agreed, tested handover. Importing a record does not confirm a booking, extend usage, sign an agreement or collect a deposit.
Does all history need to move into the new working system?
Agree the active records needed for daily work and what can remain in a usable archive. Signed versions, original media and financial evidence need clear links and access. Decide retention, who remains responsible, and future export/exit arrangements before closing source access.
Is migration included in the subscription or guaranteed by a date?
No migration inclusion, charge or delivery time has been approved. Scope depends on source access, missing information, media/history and review needs. The approved monthly plan prices do not settle these services.