The workflow is fixed; everything else is data
Alex, 20 Sep 2026: "as simple but most extensible, so we never have to change this workflow but have room for switching things up and improving efficiency and clarity."
Fixed. A change here is a change to how the agency works, and needs Alex's word.
- The chain: client pays → brief form → tasks created → work → Frame.io versions → status moves → approved → costed. Every client, every service, in that order.
- Two task kinds: a piece, and a service month. Nothing else is ever a task.
- Seven statuses, the same on every list: To do, In progress, Internal review, Client review, Needs revision, Approved, Done. Cancelled is the only other closed state.
- People move status, comment on the video or design, and tick. The system creates and fills everything else, and never edits or deletes a task a person made.
- The key leads every name, eleven characters, matched by machine; the rest of the name is for people.
- Nothing is deleted anywhere. Cancel, close, archive.
Free. Changed as data, in one place, without anyone relearning anything.
| What | Where it lives | Who changes it |
|---|---|---|
| Products, bundles, prices, what each creates | catalog tables | Alex, on the catalogue page |
| Brief sections and asset types | tag list on the assigner form | Nigel, Alex |
| Pillars per client, hook types, funnel stages | strategy record, hook bank | Nigel |
| Month checklists and their minutes | checklist templates per service | Alex, the AMs |
| Norms, incentive thresholds, rate card | one table each, read by the sheets | Alex |
| Who works on which client | Team tab | Alex, Nigel |
| Which lists a client gets | the unit → list rule | Junkai |
| Dropdown values: kind, purpose, unit | field options | Junkai |
The test for a request
"Can we add a status for X" → no; X is a checklist item or a field. "Can we track Y" → a field or a tag, filled by the system. "Can we sell Z" → a catalog row. "Can the brief include W" → an asset type. If a request cannot be met on the free side, it is a workflow change, and it is rare.
Related: ../specs/task-model.md, ../specs/video-assigner.md, clickup-creation-only.md.