Videographer
Brief, booking, footage
Build and send the brief, follow client picks and booking, film selected ideas, and hand off one accessible Drive folder with editor notes.
One cycle, clear handoffs
The brief drives the shoot, the footage handoff opens editing, and each approved cut becomes a post that still needs its own approval. A missing shoot date does not prevent footage from reaching the editor when a brief exists.
Editor
Pickup, cuts, revisions
Read the brief and footage notes, set Editing, upload each cut to its matching Cortex slot, and complete revisions through approval.
Strategist and ops
Escalations, reviews, posts
Keep pillars and urgent ideas current, own stalled booking escalations, send client reviews and finals, and secure approval for each post.
Client
Picks, booking, approvals
Choose ideas, book the shoot, review cuts, and approve posts individually before they are scheduled.
Milestones and reminders
The example in the source brief uses an August planning month, September shoot, and October posting month. These are recurring relative deadlines.
| When | Milestone | Owner or action |
|---|---|---|
| 23rd of planning month | Brief work opens | Videographer starts the lineup with pillars, urgent ideas, and notes. |
| By the 1st of shoot month | Brief and booking link sent | Videographer explicitly sends in Cortex. |
| 3, 6, 9 business days after send | Booking reminders | Cortex follows up; team watches Waiting on. |
| 12 business days after send | Still not booked | Strategist gets the urgent escalation and follows up. |
| Shoot day when possible | Footage handoff | Videographer sends one Drive link and notes. Reminders continue every 48 hours until handed off. |
| Within 5 business days of shoot | Edited cuts uploaded | Editor uploads each cut into its project slot. Without a known date, agree on a manual due date. |
| 3, 5, 7 days after review sent | Client review reminders | Cortex reminds; ops follows up on day 9. The source does not specify business days here. |
| After edit approval | Finals and posts | Strategist prepares captions and posts; client approves each post before scheduling. |
The 12-step route
Use the role reports for screen-level detail and meeting talking points.
1
Videographer · 23rd
Open the month
Review focus pillars, urgent ideas, strong past posts, and useful meeting notes.
2
Videographer
Build the brief
Include at least one video per focus pillar. Check the client preview and make sure every card has a clear topic.
3
Videographer · by the 1st
Send the brief and booking link
Use the explicit send action in Cortex. Saving a draft does not reach the client.
4
Client and team
Choose ideas
The client approves or passes on each idea. The team confirms picks before production.
5
Client; strategist if stuck
Book the shoot
Picks and booking may happen in either order. Record an outside booking in Cortex when its date is known.
6
Videographer
Film the selected ideas
Gather raw footage into one accessible Google Drive folder, ideally on shoot day.
7
Videographer
Send footage and notes
Use the shoot card to send the Drive folder and useful edit notes. The brief-only path works without a recorded booking date.
8
Editor
Pick up the project
Use Ready to edit as the cue. Read the brief and notes, verify access, then set Editing when work begins.
9
Editor
Upload each cut
Use the matching Cortex slot, wait for processing, and verify playback. Revised cuts replace the prior cut in that slot and keep version history.
10
Strategist, client, editor
Review and revise
The strategist sends review, the client comments, the editor revises and marks All revisions complete, and the strategist sends the next round.
11
Cortex and team
Confirm all edits approved
The source flow says the last approval moves the project to Approved and the editor to Done. Check the visible statuses before closing the work.
12
Strategist and client
Send finals and schedule
Approved edits become draft posts with captions. Each post needs client approval before it is scheduled or goes live.
When the normal route breaks
| Situation | Next action |
|---|---|
| Shoot happened but no date was recorded | Send footage from the brief's shoot card anyway. Record the actual date when known and agree on an editing due date. |
| No brief exists | Create or find the brief first. The no-date handoff needs a brief to attach the footage. |
| Drive access fails | Fix folder permissions, re-share the link, and confirm the editor can open it. |
| Editor not notified in Google Chat | The handoff is saved. Message the editor the link directly and flag the notification problem to ops. |
| Upload fails or stalls | Check the slot and pending record before retrying. Retry in the same slot; report persistent failures with project, filename, and error. |
| Booking moved or canceled | Coordinate with the strategist to correct the shoot. Do not hand off footage for a shoot that did not happen. |
| Client review is quiet | Use the review reminder cadence and ops follow-up, then confirm which version the client reviewed before revising. |
Upload rule
A direct file upload and a shoot footage handoff serve different purposes. The standard shoot handoff in the Claude process is one Drive folder link plus notes. Edited cuts and finals belong in Cortex slots. A pending upload is not ready until processing and playback are confirmed.
Decisions still to confirm
These points were not settled by the source process. Keep them visible until Jack and the teams assign an owner and rule.
No-date deadline
Define the fallback deadline when the real shoot date cannot be recovered. Until then, the editor and strategist agree on a manual date at handoff.
Client picks
Name who confirms picks and who follows up after picks arrive without a booking.
Upload monitoring
Name who watches pending or failed uploads and who clears duplicate pending records.
Internal review
Define which role initiates internal review for each client, plus the handoff to the strategist.
Baseline: Claude, Brief to Finals. Operational refinements reflect the September 2026 Cortex release and team handoff guides.