Media Transfer Automation System - Phased Approach

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Media Transfer Automation System - Phased Approach Project Overview Seeking a developer to help build a practical media transfer automation system for a content management business serving creators with subscription-based communities. Looking for a budget-conscious approach that starts with essential functionality and can grow over time. Business Context Our company manages media content for creators who operate subscription-based communities (initially focusing on dog trainers but expanding to other niches). These creators typically maintain ongoing relationships with their audiences through membership platforms, requiring consistent content delivery. We handle the entire workflow from receiving raw footage to editing, distribution, and publishing across platforms like MightyNetworks, Patreon, YouTube, and other subscription/membership services. Current Situation - Have started building basic intake forms using Google Forms - Attempted to set up automation with Zapier but facing challenges - Need help creating a workable system that's simple but effective - Looking for expertise to guide implementation of practical solutions Phase 1 Requirements (Immediate Needs) Client Intake & Media Transfer - Refine existing Google Forms setup for client onboarding - Fix and improve Zapier workflows for form response handling - Create reliable automated email notifications based on form responses - Set up basic tracking system (Google Sheets or Airtable) - Implement simple file transfer solution for client media Basic Cloud Storage - Set up affordable cloud storage solution (Google Drive, Dropbox, etc.) - Create organized folder structure for client assets - Implement simple sharing system for team access - Basic backup procedures Project Tracking - Simple project status tracking - Manual or semi-automated notification system - Basic reporting capabilities Future Phases (For Later Implementation) Phase 2 (When Budget Allows) - Integration with shipping services for physical media - Client portal for project status viewing - Payment processing for services and shipping Phase 3 (Long-term Vision) - Advanced remote team collaboration - Comprehensive automation across the entire workflow - Custom application development if needed Technical Approach Looking for guidance on the best combination of existing tools rather than custom development where possible. Prefer solutions that: - Use affordable SaaS tools rather than custom coding - Can be managed without deep technical knowledge - Scale in cost proportionally with business growth - Integrate well with each other Deliverables 1. Working Zapier workflows that correctly route client responses 2. Documented system for client onboarding and media transfer 3. Cloud storage setup with access management 4. Training on how to maintain and use the system 5. Detailed SOP 6. 5. Recommendations for future improvements Ideal Candidate - Experienced with Zapier, Google Workspace, and cloud storage solutions - Practical problem-solver who can work within budget constraints - Good at explaining technical concepts to non-technical people - Focus on business results rather than complex technical solutions - Patient and willing to provide training Please include in your proposal your experience with similar systems, approach to building cost-effective solutions, and any questions about our specific needs. We're looking for a partner who can help us implement a practical system now with an eye toward future growth.

Keyword: cloud