One Hub page for you, Hector, Philip and Taylor showing every video Marathon owes a client, seeded from the shoot itself so a missing ClickUp task cannot hide a video.
The pipeline, and who knows what
Step 1
Booked
Package or booking says video, with the count. Hub already freezes this.
Step 2
Filmed
The wrap confirms each video line was shot, or dropped.
Step 3
Footage in
Field Upload verifies the Drive copy. Hub already sees it.
Step 4
Editing
Editor taps start. Nothing tracks this today.
Step 5
QC
Hector passes it or sends it back with a note.
Step 6
Delivered
Sent to the client, board row closes.
Steps 1 to 3 the Hub can fill in with no one touching anything. Only steps 4 to 6 need a tap, and that is the whole gap you are feeling.
What already exists
Piece
State
What that means here
Shoot record knows video was booked
Built
Frozen package carries the video lines and count, for Aryeo, Hub booking and the intake form alike. No task needed.
Wrap confirms the video was filmed
Built
Already answers per video line, including the no agent no video rule.
Footage upload verified to Drive
Built
Field Upload runs on all three laptops and verifies with rclone check.
Hub logins for the four of you
Built
You, Hector and Taylor are admins. Philip is active as a photographer and needs this one page opened to him.
Edit stage vocabulary
Partial
Capture, ingest, edit, polish, QC, upload exist as ClickUp subtask names, and the wrap already closes some. Only on shoots that got a task.
Anything tracking a video after upload
Does not exist
Photos have the cull and release pipeline. Video has nothing. Editor Turnaround Monitor never started, Module 4 R3 never built.
The build
1. The board at hub.marathonhq.app/videos
One row per video owed, not one per shoot. A three video shoot shows three rows.
Columns: client and address, which video, shoot date, days since footage landed, stage, who has it.
Default view is everything not delivered, oldest footage first, so the stalest edit sits at the top.
Colour on age, not on opinion: amber past the agreed turnaround, red at double it.
Tapping a row opens the shoot brief and the editor notes already in the notepad.
2. Rows appear by themselves
This is the part that fixes your actual complaint.
A row is created the moment the shoot record says video was booked, before anyone films anything.
If a shoot never gets a ClickUp task, the row still exists, because the source is the shoot, not the task.
If the wrap says a video was dropped, the row closes itself with the reason on it.
Nobody can forget to add a video to the board, because nobody adds them.
3. Three taps, phone sized
Philip and whoever else is editing.
Start editing, which stamps who and when.
Ready for QC, which puts it in front of Hector.
Hector passes it, or sends it back with a one line reason that stays on the row.
Delivered closes the row. Same append only history as the sign approvals, so a row cannot be quietly rewritten.
4. ClickUp stays in sync, one direction
So Taylor keeps managing accounts where he already does.
Where a shoot has a task, the Hub ticks the matching video subtasks as stages pass. It already does this from the wrap.
Where it has no task, nothing is invented in ClickUp. The Hub is the record.
The board never reads a stage back out of ClickUp, which is what stops the two disagreeing.
5. Nudges, after the board is trusted
Phase 2, deliberately not day one.
A video sitting past turnaround pushes to Hector, the same push that already carries field issues.
A short evening count of what is in edit, in QC and overdue.
Built only once the board has been right for a couple of weeks, so the first alert is not noise.
Decisions I need from you
Are five stages right, or too many to tap on a phone?
Editing, QC, DeliveredRECOMMENDED
Add Polish between editing and QC
Just In edit and Delivered
How much does Philip see?
This page only, his own rows editableRECOMMENDED
The whole board, read only on other people's rows
Make him an admin
What is the promised video turnaround, so the board can colour on it?
48 hours from footage landing
72 hoursRECOMMENDED
Per client, I will give you the list
Does the board cover video that never came from a shoot, like a Metro podcast cut, an ad edit, or a re-edit a client asked for?
Shoot video first, add the rest in phase 2RECOMMENDED
Everything from day one, with an Add video button
Shoot video only, ever
Who gets assigned a video, and when?
Unassigned until someone taps start editingRECOMMENDED
Hector assigns it after QC on the previous one
Whoever filmed it, by default
Send it back to me
This is your review, compiled as you tap. Hit send, or copy it and paste it into the chat.