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The workflow of a video studio, end to end
A video project moves through seven stages: brief, materials, edit, internal review, client approval, delivery and archive. Most of the calendar time is lost between those stages, waiting for a file, a decision or a reply, not inside them. Tasked models the path as a workflow with named stages, each with a default SLA, so a producer can see where every cut is sitting, how long it has sat there and who owes the next move. The Commercial template ships with ten stages, a 48-hour script approval and a 72-hour final cut approval; those are template values and every project can change them.
Writing a video brief that survives the edit
A brief survives the edit when it writes down five things before anyone opens an edit suite: the deliverables with their length, frame rate and aspect ratio; the deadline; who approves and who only comments; how many revision rounds the price includes; and which materials the client owes and by when. In Tasked the brief is the first stage of every video template. It holds the text of the brief on the project, a checklist the stage cannot leave until it is done, the agreed number of rounds, and the client contact who will receive the portal door.
Gathering materials before the edit starts
Materials get gathered before the edit starts when the client has one place to upload, every file is checked on arrival, the list of what is still missing lives on the project as open tasks, and the edit stage does not open until that list is empty. In Tasked the client uploads through the portal without an account, every upload is scanned for malware before it can be opened or shared, and each missing item is a task with an owner and a due date that the stage transition can wait for.
The edit stage, and what a producer needs to see
During the edit a producer needs three things without asking the editor: which version of the cut is current, how long the cut has been in the edit stage against its SLA, and which notes from the last review are still open. Tasked shows each of them on the project: the versions of a cut side by side with notes carried from the older one, the time in stage against the template default (120 hours for the Edit stage in the Commercial and Corporate templates), and every note that became a task with its owner and due date.
Revision rounds: how many, and how to count them
A revision round is one review session that ended with a request for changes or a rejection; a session that ended with an approval consumes nothing. Tasked counts rounds this way per project, compares the count with the number agreed in the quote (two by default, up to fifty), and flags the overage as a count so the studio can bill it on its own invoice. The product never charges the client itself, and the count is derived from the recorded decisions rather than kept in a box someone has to remember to update.
Client approval before colour and delivery
The client approves the picture before colour and delivery through a portal that needs no account: they enter with a code, a link, a phone number or an email, watch the cut, leave notes on the frame, and choose approve, approve with changes or reject. The decision is recorded with the person, the time and the version, the workflow moves to delivery only on an approval, and a request for changes sends the cut back to the edit stage. In the Commercial template the final cut approval carries a default SLA of 72 hours, with reminders to the client no more often than every twelve hours.
Delivery and archive: what to keep for thirty days
After delivery, keep the approved master, the approval record and the notes on it for at least thirty days, because that is the window in which a client asks for a re-export, a different aspect ratio or an explanation of what was agreed. Tasked keeps a deleted file's bytes for 30 days before the purge removes them, keeps the append-only audit log indefinitely, and lets the organisation export its data. Files reach the client through the portal download or a share link that can carry a password, an expiry and a download switch.
A video production workflow you can see on the board
A video production workflow in Tasked is a sequence of stages with owners, dependencies and approvals: brief, shoot, edit, internal review, a door for the client, revisions and delivery. A comment on a stage stays on the stage. A label marks what is urgent and what is waiting on the client. A watcher joins a task or a stage and is updated without paging the whole studio.
Client sign-off without twenty emails
In Tasked the client gets one door - a link, a code, or a one-time code by SMS or email - opens the cut in the browser with no account, leaves notes pinned to a second, and presses approve or request changes. The decision moves the board, rings the editor, and is written to an append-only audit log with who, when, which version and which door. A 72-hour default approval SLA with reminders to the client, and a count of revision rounds used against the number agreed, close the two gaps an email thread leaves open.
Timed notes: a comment that points at a second
A timed note in the Tasked client portal is a comment that carries the playhead position at the moment it was written. It is stored in milliseconds, shown as hours, minutes and seconds next to the text, and clicking it moves the player to that second. In the studio's task thread the same note appears with its time in front of it. The client marks a second; frame-accurate marks at the source frame rate belong to the studio's review room.
The approval SLA, and what happens when it passes
An approval SLA in Tasked is a clock that starts when the approval opens. The default target is 72 hours with a warning 12 hours before, and a job checks every pending approval every 15 minutes. When the target passes, the client whose door can approve gets a reminder by email and SMS pointing back at the portal, at most once every 12 hours per approval; when no client door can be reached, the task's assignees get an in-app reminder instead. Every reminder is written to the audit log.
Who may approve, and how the portal knows
The portal knows who may approve because every door carries five switches: view, comment, approve, upload and download. A new door is view-only; only a door with approve reaches the decision route, and the page never shows a button the door cannot use. A door is scoped to one project or to a whole client, and it names one person when the studio gives it that person's own email or phone. Every decision is recorded with the door and the session it came through.
Agreed revision rounds versus what actually happens
In Tasked a project carries the number of revision rounds agreed with the client - 2 by default, anywhere from 0 to 50 - and the product counts the rounds actually used: one round is one review of one version that came back asking for more work. A plain approval does not count. When used passes agreed, the board shows how many rounds are billable, an audit row is written for every extra round, and an automation can act on it. Tasked does not bill the client for it; the studio does.
A client portal with no account
The Tasked client portal opens with a code, a link, or a one-time code sent by SMS or email. There is no sign-up, no password and nothing to install; the page runs in the browser on a phone or a desktop. The client sees only what was sent to them, watches a preview rendition of the cut - the master file is never served on that path - leaves notes, uploads a brief and approves. The door expires after 30 days by default and can be revoked immediately.
What an approval record is worth
An approval record in Tasked answers four questions months later: who approved, when, which version, and through which door. Every client decision writes a decision row marked as coming from the portal, plus audit rows that name the door, the session and the review round it closed. The log is append-only: there is no update or delete path in any scope, and the trail outlives a deleted account. A deleted workspace is exported, marked deleted and purged after 30 days, with the trail kept without identifying detail.
Client video feedback that does not lose the note
Client video feedback in Tasked stays on the frame or the line that was clicked. A review link opens at that point, not at the start of the file. A watcher on the task is updated when the note changes. A change request from the door returns to the stage with an owner, without copying it from email.
Twenty projects without a spreadsheet
An agency running twenty projects at once does not need a spreadsheet to know where each one stands. Tasked keeps every project on a workflow board with SLA hours per stage, records the time each task spends in each stage, and turns those records into five analytics views: portfolio, bottlenecks, clients, load and risk. The owner reads a weekly report on Monday instead of a tab of formulas.
Team load and capacity: what a fair week looks like
A fair week is one where nobody's open work is larger than their weekly capacity. Tasked measures a person's load as the estimated minutes of their open tasks, split evenly when a task has several assignees, against a weekly capacity of 2,400 minutes by default (five days of eight hours) or the sum of the capacities of the teams they belong to. The workload view paints anyone over that line red.
Finding the bottleneck: median time in stage
The bottleneck in a workflow is the stage with the longest median time, measured from the moment tasks enter it to the moment they leave. Tasked records that interval for every task and every stage, groups it by stage name across all your projects, and shows the median inside the window you choose. It does not credit a whole job's time to whichever stage it happened to be in when it finished.
A risk score you can explain to a client
A project's risk score in Tasked is a number from 0 to 100 built from reasons you can say out loud: how much work is left according to the median times of your own stages, how many days remain to the deadline, and three facts about the board today. Each reason carries the points it added, and the points add up to the score. There is no model call and nothing hidden.
An SLA that means something
An SLA in Tasked is a number of hours on a stage. When a task enters the stage a clock starts: the task is fine until 80 percent of the hours have passed, at risk from there until the deadline, and breached after it. For client approvals a job runs every 15 minutes and nudges whoever the approval is waiting on, with 12 hours between nudges, and every nudge is written to the audit log.
When your process definition is wrong
Your process definition is wrong when the SLA you wrote on a stage does not match the time tasks really spend in it. Tasked's process audit measures the median time in every stage from recorded intervals, counts the breaches against the SLA you set, proposes a correction, simulates it over the last 30 days, and applies nothing until you approve. Approval changes the template; the running boards are offered separately, one by one.
The Monday morning owner report
Every Monday morning Tasked sends the owner a report of the past seven days: tasks completed, open and overdue now, hours waiting on clients, the three slowest stages, the three projects waiting longest on a client, the three busiest people and the three riskiest projects. The numbers come from the same daily rollup the analytics screens use. The AI adds three to five sentences and three suggested actions, and it is never asked for a number.
Studio workload you can see as counts, not a sheet
Studio workload in Tasked is measured from two questions on the board: how many tasks closed this week, and where open work sits now. Throughput is the count of tasks closed. A bottleneck is the stage with the most open tasks. A person's load is how many open tasks they have. The dashboard shows the same numbers inside the workspace.
One engine, many professions
The same workflow engine that runs a commercial from brief to delivery also runs a software change from intake to release, a design request from concept to final files, and an incident from report to customer verify. Stages have types (work, review, approval, gate, done), an approval stage refuses the exit without a recorded decision, and the person who decides can do it through a door with no account. Video is the first profession the engine was tuned for, not the only one it can carry.
Software teams: bugs, stories and a release gate
A software change in Tasked is not a card with a colour. Bugs carry severity and steps to reproduce, stories carry acceptance criteria, epics contain stories, and the software pack ends in a release approval the engine will not let the work leave without a recorded decision. Code review can send the item back to in progress with the label changes requested. QA can hold it until the acceptance check is done. None of that is a plugin.
Design studios: proofing a still or a PDF
A proof in Tasked is a still, a PDF page or a video, and a note on it is a mark on the picture, not a sentence in a chat. Internal review happens before the client sees anything. The client reviews through a door with no account, the round is counted against what the quote allowed, and a request for changes sends the item back to revisions on a path the workflow already named.
Marketing teams: two approvals before anything goes live
A campaign in Tasked cannot skip legal because brand already said yes. Brand review and legal review are two separate approval stages, each with its own role, its own 48-hour window and its own rework path back to produce. After both decisions the work sits at a scheduled gate until the publish date is reached, so nothing goes live because someone dragged a card.
QA teams: raising a defect and tracking the fix
A tester raises a defect with severity, steps to reproduce and where it was found, attaches a recording or a screenshot, and marks the exact frame or pixel. The test cycle pack runs planned, executing, defects open, retest and signed off. A retest that still fails returns to defects open on a named path, so a fix that did not fix does not disappear into a new ticket.
Support teams: when the customer is in the room
The customer on an incident is a counterparty, not a seat. They report through email, WhatsApp or a link, the incident pack runs reported, triaged, investigating, fix in progress, customer verify and closed, and the customer themselves confirms the fix through a door with no account. Customer verify is an approval stage with a 48-hour window. Closure is a decision on the record, not a status the desk typed.
The approval workflow every team has
Something is requested, someone reviews it, changes go back, and at some point it is approved. Tasked makes that a stage type, not a status. When an item enters an approval stage the engine opens an approval on it, the item cannot leave through the approved transition until a decision is recorded, and the person who decides can do it through a door with no account. The same object is a script sign-off, a final cut, a brand review, a release, or a customer verifying a fix.