In-house video production team · Media & Production · Build 12
A portal for an in-house video team — every role sees its own work.
An in-house video team at a global brand ran productions across linked ClickUp databases — deliverables, reviews, vendors, hires, invoices — that only a ClickUp expert could navigate. Their portal gives each of six roles its own sidebar and dashboard, and gives anyone in the company a request form that becomes a production.
6.
Roles, each with its own sidebar and dashboard
6.
Linked databases behind every production
0.
New databases — their ClickUp stays the engine
The brief
Six linked databases behind every production — readable only by the producer who built them.
The problem
A production is a web of records: the project, its deliverables, every review round, the vendors and freelancers hired, the invoices. In ClickUp that's six linked lists — powerful for the producer who built it, unreadable for the requester who just wants to know when the video ships.
The solution
Keep their ClickUp exactly as the engine, and give each role its own front door: a sidebar and dashboard per role, the databases with their links intact, and a request form anyone in the company can use.
01 · A portal per role
Six roles, six sidebars, six dashboards.
Admin, Manager, Team member, Contractor, Executive and Requester each open to their own view — a worker's plate, a manager's team, an executive's portfolio — with a short AI brief on top. Admins can view the portal as anyone.
- A sidebar per role
- Role-written dashboards with AI briefs
- View-as for admins
- A guide per role
portal — dashboard · manager
14
productions live
5
in review
2
late
Brand film — spring campaign
rough cut · review round 2
Partner explainer series
3 of 6 delivered
Event recap — EMEA
vendor invoice missing
each role opens to its own dashboard — same data, different questions
02 · Request intake
A brief becomes a production.
Anyone in the company fills in the brief — department, budget, due date, attachments. The production is created in ClickUp with a project code, the studio is emailed, and the requester follows it in the portal. Requesters see their own requests and nothing else, enforced on the server.
- Project codes issued automatically
- Studio emailed with the brief
- Requesters fenced to their own work
portal — new request
Brief submitted by a requester
department · budget · due date
Production created in ClickUp
project code REQ-10482
Studio emailed
with the brief and attachments
Requester follows it in the portal
only their own requests
requesters see their productions and nothing else — enforced on the server
03 · The databases
Deliverables, reviews, vendors, hires, invoices — linked.
Every record across all six databases with its links intact and comments both ways, and every task across every production as a list, board, Gantt or calendar. Access comes from a Users list in their own ClickUp: an open record is a sign-in, its role field decides what you see.
- Six linked lists, one front door
- List · Board · Gantt · Calendar
- Access managed in their own ClickUp
portal — records · deliverables
Producer
six linked ClickUp listsDeliverable — 16:9 master
Review 2 → approvedVendor — color grade
Hired · invoice pendingHire — 2nd camera, 2 days
Confirmedevery link between records survives into the portal
The outcome
The team kept the ClickUp system they trust. Everyone else got a front door that makes sense to them.
The team kept the ClickUp system they trust; everyone else got a front door that makes sense to them.
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.
The company is not named. Every production, name and figure shown is illustrative.
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