Guide — Agency 1 · Social

Marketing Division — Organic Division. Your one-page operating guide for the Top Lids Marketing board. You do all the editing on this board, and you hand off at approval. Full detail in project docs 02–05; the card fields and QA checklists are on the TEMPLATE - Organic Social Card and TEMPLATE - Ad Card in the GUIDE list.

Visual edition. Same guide as Guide - Agency 1 Social.md, with diagrams added. Every rule is worded identically — if the two ever disagree, the plain .md is the authority. This file is self-contained: it works offline, in any browser, and prints cleanly.

Who you are, and who your counterpart is

Agency 1 is the Marketing Division in the SOP's vocabulary, and it works this board as two divisions. You are the Organic Division — the editing half. Your counterpart is the Ads Division, which owns everything on the ad track after approval.

You — Marketing Division — Organic DivisionMarketing Division — Ads Division
Does All the editing — every card, both Content Categories Runs the paid media, and writes the ad copy
Lists QUEUED → TBE → TBA, then hands off at ORGANIC - APP or ADS - APP ADS - APP → ADS - LIVE, with ADS as the creative library
Hands off to Agency 2 (organic) / the Ads Division (ads) Nobody — ADS - LIVE is the end of the ad track

Every card is one of two kinds, and it changes where it lands

Each Content Card carries exactly one Content Category label — 🌱 ORGANIC (an unpaid post on Top Lids' own channels) or 📣 AD (a creative that will be paid to run, including whitelisting and creator/UGC ads).

You edit them the same way and in the same lists — QUEUED, TBE and TBA hold both, mixed together. They split at approval, and the label decides which way each one goes.

YOURS — ONE PIPELINE, BOTH CATEGORIES MIXED QUEUED TBE TBA appr- oval Marketing Director 🌱 ORGANIC 📣 AD ORGANIC - APP ORGANIC - SCHEDULED → ORGANIC - POSTED Agency 2 schedules, posts, verifies ADS - APP ADS - LIVE Ads Division writes the copy and launches Your job ends at the handoff — but what "finished" means differs by category ORGANIC card: Finalized file + captions + title + thumbnail + Due Date + POST TO / SCHEDULED FOR AD card: the Finalized file. That is all. No copy. No Due Date.
One pipeline to approval, then two tracks that never rejoin. The Content Category label — not the title — decides which one a card is approved into.
Yours — Organic Division Marketing Director Agency 2 Ads Division

Your flow

QUEUED→ TBE→ TBA→ ORGANIC - APP or ADS - APP
  1. Pull from QUEUED into TBE. Respect the WIP limit: 6 active (3 Long Form + 3 Short Form, per SOP §1). Assign yourself as the card member — it shows in your “My Cards”. Each Content Card links back to its Source Card in SOURCE, which is where the raw footage links live.
  2. Edit in TBE. Put your working draft link in EDITING DRAFT. Follow the Edit QA checklist on the card: caption style and timing, Tank Identifier at start (and end for Long Form) using the Raw brand, Long Form intros + Product Page + Live Chat + Outro/Chapters, B-roll aspect ratio, matching music.
  3. Upload for review → move to TBA. When your draft is ready, put the link in EDITED VIDEO TO APPROVE, then move the card to TBA. Only you make this move — a card in TBA is proof a draft exists. @mention the Marketing Director (Tyler Moon).
  4. Feedback loop. If the card comes back to TBE with a feedback comment (Timestamp → Action → Exact text), re-edit and move it back to TBA.
  5. Finish after approval — and what “finished” means depends on the card's category. See the two panels below. Once the Director comments “Approved” and moves the card, it is in someone else's hands, so everything in your panel must be done before you consider it handed over.

The handoff contract, by category

🌱 ORGANIC card, in ORGANIC - APP

That list is Agency 2's intake. Before you walk away:

  • Save the Finalized file to the Top Lids Finalized Drive folder (link on the GUIDE “KEY LINKS” card) and paste it in FINALIZED FILE.
  • Fill the SEO caption blocks (BASE CAPTION + per-platform blocks), the title, the chapters (Long Form) and the thumbnail.
  • Set the Due Date = the public post date/time. That is the single scheduling signal for Agency 2.
  • Fill POST TO: and SCHEDULED FOR:. Agency 2 fills LIVE POST URL(S): after it verifies the post is live.
  • Leave the card in ORGANIC - APP. If anything is missing, Agency 2 comments and @mentions you rather than scheduling it — the card just waits.

📣 AD card, in ADS - APP

That list is the Ads Division's intake — never Agency 2's — and your job on it is much shorter:

  • Save the Finalized file and paste the link in FINALIZED FILE. That is your whole handoff contract on an Ad Card.
  • Do not write the ad copy. PRIMARY TEXT, HEADLINE, DESCRIPTION, CTA BUTTON and DESTINATION URL are the Ads Division's, written after approval.
  • Leave the Due Date empty. An ad has a run window, not a post time. Run dates go in RUN DATES, filled by the Ads Division.
  • Agency 2 is not involved with this card at any point.
The one line worth memorising. On an Ad Card you deliver the creative and stop. Everything below FINALIZED FILE on that card belongs to the Ads Division. Captions, titles and CTAs are yours on 🌱 ORGANIC cards only.

Decisions you make, and decisions you don't

Yours

Agency 2's change requests — a schedule or caption tweak — are yours to decide. Reply on the card and update the Due Date; your updated card is the source of truth. The Director is @mentioned for visibility only.

Not yours

Rules of the road

RuleWhy
Due Date is only ever the post time. On a 📣 AD card, never put anything there at all.The Trello Calendar view is the shared content calendar. A Due Date on an ad drops it onto the organic calendar.
Set the Content Category label before the card reaches TBA.Approval routes a card by its label. An unlabelled card can't be approved into the right list.
Move = meaning. Only move a card for a step you own: QUEUED→TBE when you pull, TBE→TBA when your draft is up.You never self-approve into an APP list — that move is the Marketing Director's.
If footage or data is missing, add the 🔴 Blocked label and a comment saying exactly what is missing and from whom.A Blocked label with no comment is not a legitimate reason for a card to sit still.