Your one-page operating guide for the Top Lids Marketing board. You own a card from ORGANIC - APP onward. Full detail in project docs 02, 03, 05; your checklist is “Schedule & Post” on the TEMPLATE - Organic Social Card in GUIDE.
Visual edition. Same guide as Guide - Agency 2.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.
One thing to know before anything else: organic and ads split at approval
The board carries two kinds of content, and every card says which it is with a label — 🌱 ORGANIC or 📣 AD. While content is being made they sit together in QUEUED / TBE / TBA, because the editing work is the same. When they’re approved they part company into two separate lists, and only one of them is yours.
Approval is the fork. Everything to the left of it is one shared pipeline. Everything to the right is two tracks that never rejoin — and you work only the green one.
✅ ORGANIC - APP — yours
This is your intake.
Everything else in this guide is about these cards.
📣 ADS - APP — not yours. Never yours.
Ads are paid campaigns run by Agency 1’s Ads Division out of an ad account — they schedule the creative and integrate it into the existing campaigns.
They have no Due Date, are never scheduled by you, and never enter ORGANIC - SCHEDULED or ORGANIC - POSTED.
📣 ADS (the creative library) and 🔴 ADS - LIVE (campaigns running now) are theirs too.
If you’re looking at a card with a 📣 AD label, you’re in the wrong list — leave it alone.
That’s the whole distinction. If it’s in ORGANIC - APP, it’s yours; if it’s in ADS - APP, ADS or ADS - LIVE, it isn’t.
Where you sit on the board
The board reads left → right, and the list a card sits in is its status — there is no separate status field. Two of the lists are yours.
The board, trimmed to the content pipeline. ORGANIC - APP is your intake — the Marketing Director moves cards into it, and everything from there on is yours. The two heavy green arrows are the only moves you make, and nobody else makes them. The red track below is where 📣 AD cards go at approval, over to Agency 1’s Ads Division; you never work it.
OrganizationAgency 1 — Organic DivisionMarketing Director (Tyler Moon)Agency 2 — youThe ad track — Agency 1’s Ads Division, not yours
Your flow
(Agency 1 finishes its work in)ORGANIC - APP→ORGANIC - SCHEDULED→ORGANIC - POSTED
The two “no” answers are different, and it matters which one you’re in. Before anything is public, missing data means stop and tag Agency 1 — nothing is at risk, so the card simply waits. After the post is live, a mismatch is already visible to the public, so the first move is to make it Private, and it goes to the Director — not Agency 1.
Work the ORGANIC - APP list. A card there is approved and ready to schedule. Before you schedule, confirm all Content Data is complete on the card: title, caption (BASE + per-platform blocks), chapters (Long Form), thumbnail, Finalized file link, and the platform labels. If anything’s missing, comment and @mention Agency 1 / the Marketing Director (Tyler Moon) — do NOT schedule.
Schedule exactly at the Due Date. The card’s Due Date is the exact public post time. Schedule the post on each platform the card’s Platform labels list, for that exact time. Copy each per-platform caption block verbatim to its platform; a platform with no block uses the BASE CAPTION.
Prove it, then move to ORGANIC - SCHEDULED. Attach the scheduler entry link/screenshot to the card and move it to ORGANIC - SCHEDULED.
Verify live → ORGANIC - POSTED. Check the post is live within 30 minutes of post time on weekdays (first thing Monday for weekend posts). Confirm it matches the Finalized file + Content Data, paste the live post URL(s) into LIVE POST URL(S), then move the card to ORGANIC - POSTED. If it does not match — wrong cut, wrong caption, wrong thumbnail, anything — turn the post Private immediately, then comment and @mention the Marketing Director (Tyler Moon) for review. Don’t delete it, don’t fix it yourself, and leave the card where it is until the Director rules.
Step 1 in detail — the pre-flight gate
Every one of these must be present before you schedule. One missing item = comment and stop.
#
Field on the card
Who fills it
What “complete” looks like
1
Title
Agency 1
Present in the YouTube block
2
BASE CAPTION
Agency 1
Written, plus a block for each Platform label that differs
3
Chapters
Agency 1
Long Form only — MM:SS = Name lines in the YouTube description
4
Thumbnail
Agency 1
Link present, if applicable to the platform
5
FINALIZED FILE
Agency 1
A Drive link in the Top Lids Finalized folder — not a draft link
6
Platform labels
Agency 1
At least one; these tell you where to post
7
Due Date
Agency 1
Set — this is your post time
Why you leave an incomplete card in ORGANIC - APP. A card sitting there is visibly waiting on Agency 1. A card moved to ORGANIC - SCHEDULED without complete data looks finished — and stops being anyone’s problem.
Step 2 in detail — captions per platform
A per-platform block overrides the base. A platform with no block of its own uses the base caption unchanged.
Verbatim means copy-paste. Don’t re-type, re-word, correct, or improve it — the caption is SEO-written and approved. If you believe it should change, see Communication below.
Steps 3 & 4 in detail — the timing rules
The Due Date is not a target, a deadline, or a “post it that day.” It is the exact minute the content goes public.
Scheduling happens any time before the Due Date; verification happens in the 30 minutes after it.
Card is in…
It means
Verified live?
✅ ORGANIC - APP
Approved, not yet scheduled anywhere
—
🗓️ ORGANIC - SCHEDULED
Queued on-platform for the Due Date, proof attached
Not yet live
📤 ORGANIC - POSTED
Live, checked, URL(s) on the card
✅ Yes
Communication
Schedule and caption questions go to Agency 1 — you raise it, they rule on it, and the card as they leave it is the source of truth. A live post that came out wrong is the one thing that goes straight to the Marketing Director instead.
Org ↔ Agency 2: the WhatsApp MKT Group is your main nudge channel.
If you think a schedule time or caption should change, comment and @mention Agency 1 — they decide. Don’t change the Due Date yourself.
If a post is already live and wrong, that is the exception: turn it Private first, then comment and @mention the Marketing Director (Tyler Moon) for review. Not Agency 1 — the Director.
Rules of the road
🌱
ORGANIC - APP is your list. ADS - APP, ADS and ADS - LIVE are not. You schedule organic posts. Ads are campaigns and belong to Agency 1’s Ads Division.
🕐
Due Date = the post time, always. Schedule to it precisely; the Trello Calendar view is the shared content calendar. (Ad Cards have no Due Date — that’s deliberate, so ads never appear on the organic calendar.)
➡️
Move = meaning. You move ORGANIC - APP→ORGANIC - SCHEDULED (once actually scheduled on-platform) and ORGANIC - SCHEDULED→ORGANIC - POSTED (once verified live). Those two moves are yours alone.
🔗
ORGANIC - POSTED is the permanent record — every card there should carry its live URL(s).