D2C consumer brands (two, one owner) · E-commerce · Build 03
Creative ops at scale: 800+ briefs, 5 pods, 2 brands, zero touch.
Two D2C brands under one owner, dozens of creative briefs a week, all renamed, numbered, foldered, and documented by hand. We built a config-driven automation that generates every brief's task name, Drive folder, and brief doc automatically — then replicated the whole stack to a second brand's workspace.
800+.
Creative briefs auto-generated to date
5.
Creative pods across two brands, one automation
1.
Config object to add a new pod — no code
40+.
Active tasks per pod, synced multiple times daily
The brief
Every brief needed a name, a number, a folder, and a doc — by hand, dozens of times a week.
The problem
Every creative brief needed a standardized name, a sequential brief number, a Drive folder for media, and a brief doc copied from a template — by hand, dozens of times a week. Creator TikTok uploads landed in Drive folders that didn't sync to ClickUp, so the media-buying team had no visibility into new content.
Worse, files uploaded by external creators were owned by their personal Gmail accounts — eating their 15GB quotas instead of the org's pooled storage. And as the team added creative pods, the whole manual system had to be replicated again for each one.
The solution
One config-driven automation where each creative pod is a single config object: briefs name and number themselves, folders and docs appear, creator uploads sync into ClickUp — and adding a pod or a second brand is a config change, not a project.
01 · Cross-workspace sync
Two brands, one codebase — replicated field for field.
ClickUp can't copy fields, statuses, views, or forms across workspaces, so the second brand was rebuilt from scratch and kept in step by code: pod ⇄ HQ replication with the automation running identically on both sides.
- Fields · statuses · views · forms rebuilt
- One codebase, two workspaces
- Adding a pod is a config change
replication — pod ⇄ HQ
Pod workspace
Ambassador brief — May
DraftingHQ workspace
Ambassador brief — May
Waitingreplicated across workspaces — with retries and resilience patches for the days APIs misbehave
02 · The ambassador pipeline
Creator uploads become ClickUp tasks on their own.
The sync scans creator upload folders and creates a task per creator and a subtask per file — deduped by file ID, stopping gracefully at 4.5 minutes to stay inside Google's execution limit. Media buyers finally see new content the moment it lands.
- Task per creator, subtask per file
- Deduped by file ID
- Runs inside Google's limits
the ambassador pipeline
New ambassador signs up
Routed to the right pod
multi-pod briefs, one source of truth
Tracking synced back to HQ
ambassadors in sync
127
no pod ever works from a stale brief
03 · The Drive migration
Files that ate creators' personal quotas now live in the org's storage.
External uploads were owned by personal Gmail accounts, eating 15GB quotas. The migration re-homed everything into pooled org storage, with per-task error isolation and ordered updates so a mid-run failure never leaves a brief half-renamed.
- Org storage, not personal quotas
- Per-task error isolation
- Ordered updates — never half-done
apps script — the great migration
Shared Drive /
Campaigns — currentcreated ✓
Pods — briefs & assetscreated ✓
Ambassadors — contentcreated ✓
Archive — legacy, intactcreated ✓
migrated with structure preserved — nothing lost, everything findable
The outcome
800+ briefs generated with zero touch, across 5 pods and 2 brands, on one codebase.
800+ briefs generated with zero touch, across 5 pods and 2 brands, on one codebase. Adding a pod is a config change, not a project.
A 4+ month ongoing relationship: production incidents triaged and patched same- or next-day, migrations executed without downtime, and the system evolving with the team — no client incidents outstanding.
Want a system like this one?
A 30-minute call to map what you have to what you need. Fixed-fee where the scope is known, $100/hr beyond it, and everything documented so your team runs it without me.
Demos are illustrative recreations; company names withheld out of respect for client privacy.
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