Day as usual: who touches what, and where it gets recorded

One page for the whole team. ClickUp is where work is planned and talked about. Calendar is where time with clients and shoots is booked. Drive holds footage and documents. Frame.io holds finished video. The bank holds money. The portal reads all of them every night and turns them into the management view, the tools for generating work, and the automatic creation of tasks and folders. Nobody plans work in the portal, and nobody reports work twice.

The tools, and what each one is for

The rule that makes it all add up: every task, event, file and payment names a client. The portal's hygiene page lists anything that does not, by owner, every morning.

Owners: Alex and Junkai

Morning: the portal's Today page and the hygiene list. Anything unlinked is assigned to its owner in ClickUp, not fixed by hand.

Week: the client sheet, budgets against actuals per client, workload per editor, the pipeline sheet. Sales calls go in Calendar with the prospect's name. Invoices go out of Stripe with counted lines ("8x short form videos", "event", "retainer"). Remote payments carry a named payee and, for shoots and talent, the client in the memo.

Month: one page, three decisions: pricing by package kind, staffing against sold work, which client type to sell next. Set the editor and designer per client on the Team tab; the portal assigns from it.

What you touch: portal, Calendar, Stripe, bank, the two sheets. ClickUp only to assign or comment.

Account managers: Jil, Rayne, Junkai on his accounts

Morning: the media buying daily check (its own SOP) for each account. Anything that needs the buyer or a creative is a ClickUp task under the client, assigned, with a due date. Tick the item on the month's "AM" checklist task for that client; the portal creates that task on the 1st.

Week: the weekly client update, ticked on the same checklist. Client calls booked in Calendar with the client's name in the title; the portal counts the time. When a client buys a package, the portal creates one edit task per sold piece under the client; you attach the script and brief to each and it goes to the client's editor automatically.

When a shoot is booked: put it in Calendar with the client's name and the word "shoot". The Drive folders and ClickUp tasks appear on their own. Tell the videographer where the folder is.

Month: the monthly report (its own SOP), ticked. That tick is the record of the work; there is no separate time sheet.

What you touch: ClickUp, Calendar, Drive for client documents, the portal for briefs, reports and the client's page. You never upload to Frame.io.

Media buyer: Jonathan

Morning: the daily check SOP, account by account, in the order the portal's health page ranks them. Every change you make is a decision in the portal, one line: account, what, why, what you expect. The portal judges it seven days later. Escalations follow the escalation SOP and become a ClickUp task for the AM.

Week: the reporting SOP. Creative requests are ClickUp tasks under the client, tagged for the strategist, never a message in a channel that nobody can find later.

What you touch: Ads Manager, the portal's health and decisions pages, ClickUp for requests.

Creative strategist: Nigel

Angles and scripts are drafted in the portal from the client's evidence and approved there; that approval is what lets an edit task be created. Shoots are in Calendar with the client's name. On the shoot day the folder already exists in Drive; footage goes to Raw. Edit notes go as comments on the ClickUp task or on the Frame.io version, never in a channel.

What you touch: portal for angles and scripts, Calendar, Drive, Frame.io comments, ClickUp comments.

Editors: Wai, Giles, Chris, Irsyad, Vanessa

Morning: your ClickUp list. Every edit has a task under its client already; if one does not, tell the AM before you start, do not start without it. Move the task to In progress and start the timer if you can. Footage is in the client's shoot folder in Drive.

Delivering: upload the first version to Frame.io from your own login, named with the creative key on the task, HOFT-B03-07, nothing else. Every later version goes up as a new version on that same asset with Frame.io's versioning, never as a new file. Move the task to Review. When the AM marks it approved, the task closes. Your speed is measured from task opened to first version, and your revisions from the versions on one deliverable, so the name and the login are what make your work count as yours.

What you touch: ClickUp, Drive, Frame.io. Nothing in the portal.

Designer: Greg

Same as editors, in ClickUp: statics, carousels, decks and web work are tasks under the client, and the task name says the count ("3 statics 3 carousels"). Finished files go to the client's Drive folder, linked on the task, and the task closes. Statics can be generated from the portal's approved copy when the AM asks for that; the task still lives in ClickUp.

Videographers and talent: Titus, Asher, Wayne, Khai, Rachel

You are booked by Calendar. On the day, footage goes to the shoot folder the AM sends you. Your payment carries the client's name in the memo, which is what lets the cost sit on the right client.

Remote support: Carlos (SEO), Celart (appointment setting)

Tasks in ClickUp under the client, or under Atlas Media when the work is our own. Nothing else.

What the portal does with all this, every night

Reads ClickUp, Calendar, Drive, Frame.io, Stripe and the bank. Places each delivered piece on the package it was sold in. Costs each editor's month across the pieces they made. Puts AM time from checklists and meetings on the client. Rebuilds the client sheet, the BI tabs, the Team tab and the hygiene list. Creates the month's AM checklist tasks, and the folders and tasks for any shoot or package that appeared that day. It never edits or deletes anything anyone else created.

If you only remember one line: name the client, use your own login, work from a task.