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 — Ads Division out of an ad account — they write the ad copy, 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 forward moves you make, and nobody else makes them; you make one other move and no more — ORGANIC - APP back to TBA, for an incomplete card. The red track below is where 📣 AD cards go at approval, over to Agency 1 — Ads Division; you never work it.
OrganizationAgency 1 — Organic DivisionMarketing Director (Tyler Moon)Agency 2 — youThe ad track — Agency 1 — 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, comment, and send the card back to TBA — nothing is at risk, and the Marketing Director sees it again in their own column. 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 saying which field it is, @mention the Marketing Director (Tyler Moon), and move the card back to TBA — do NOT schedule.
Schedule exactly at the Due Date. The card’s Due Date is the exact public post time, set by the Marketing Director when the card was approved. 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
Marketing Director
Set at approval — this is your post time
Why an incomplete card goes back to TBA.TBA is the Marketing Director’s own column, so the card is unmissable and the person who can close the gap — or hand it to Agency 1 to close — sees it again. Left sitting in ORGANIC - APP it looks approved and ready, and can be overlooked by everyone. Never move it forward to ORGANIC - SCHEDULED: that 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.
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
There is no route for questioning the schedule, because there is nothing to question — the Due Date is the Marketing Director's, set at approval, and you post to it. An incomplete card goes back to TBA, the Director's own column, to have the gap closed; a live post that came out wrong goes straight to the Director too. Both of your routes end with them.
Org ↔ Agency 2: the WhatsApp MKT Group is your main nudge channel.
The schedule is not open to discussion. The Due Date is the Marketing Director’s decision, made at approval. You schedule to it — you never propose a different one and never change it. The same goes for the caption: it is written and approved, and you copy it verbatim.
If a card is incomplete — a missing Due Date, caption, Finalized file or platform label — comment saying which field is missing, @mention the Marketing Director (Tyler Moon), and move the card back to TBA. That is a gap to be filled, not a disagreement.
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 — Ads Division.
➡️
Move = meaning. Three moves are yours: ORGANIC - APP→ORGANIC - SCHEDULED (once actually scheduled on-platform), ORGANIC - SCHEDULED→ORGANIC - POSTED (once verified live), and ORGANIC - APP→TBA (an incomplete card, sent back to the Director). Nobody else makes them, and you make no others.
🔗
ORGANIC - POSTED is the permanent record — every card there should carry its live URL(s).
✅ Yours to do
Move ORGANIC - APP → ORGANIC - SCHEDULED
Move ORGANIC - SCHEDULED → ORGANIC - POSTED
Attach scheduler proof
Paste live post URL(s)
Comment when data is missing, and move the card back to TBA