01CHALLENGE
What the project had to solve.
A content agency that produces video for dozens of clients across TikTok, Instagram, and YouTube came to us. Each client has several accounts (a brand account plus creators’ personal accounts), and each account has its own content plan, shoots, editing, approvals, and publishing.
The whole process lived in dozens of Google Sheets, conversations, and the manager’s head:
• it was unclear how much content had actually been completed and how much was still in progress;
• shoot and publication deadlines were lost;
• nobody saw the complete picture of who was responsible for what;
• payroll was calculated manually because everyone had a different payment model;
• the client did not understand what was happening with their project.
They needed one system that would bring the entire production process together and give transparency to the owner, the team, and the client.
02SOLUTION
What we built and why.
We first designed the agency’s business processes and then built a complete CRM for content production. Its structure is: client → projects → connected social-media accounts → individual content items.
What is inside:
• Dashboard — active projects, how much has been shot and published, views, viral videos, and team workload.
• Client and project database — projects under each client, and TikTok / Instagram / YouTube accounts under each project (brand + creators).
• Content plan with stages: script → shoot → edit → approval → publication. Every field can be edited directly in the table.
• Separate role-based workspaces: content creator, camera operator, editor, copywriter, and owner — each person sees exactly what they need.
• Shoot calendar with client filters and date rescheduling.
• View analytics: the top viral video, which formats perform, and account-level trends.
• Payroll in three modes: by project, per content item, or a monthly retainer, with automatic calculation.
• A separate sales module: a lead database and stage funnel showing who has been contacted and who has not, plus a lead profile with the communication history.
• Client payments: prepayments, payment history, debts, and monthly recurring revenue (MRR).
• Staged content approval: scriptwriter → camera operator → editor → manager → publication.
• The menu is grouped by department (sales · production · team and finance), with a separate workspace for every specialist.
• A client page with their projects plus a limited-access client portal where the client sees video statuses and approves ideas.
