One calendar and library for every creative asset
Creative Services, Video Production, and Operations run production scheduling and asset management in Airtable. What was once disorganized content scattered across tools and monolithic bases that broke easily is now a single production calendar and asset library feeding Salesforce and Tableau alongside the university's broader marketing operation.
The problem
Creative production assets, video, imagery, campaign materials, were disorganized across tools with no shared calendar, and the bases the team had tried before broke easily as production volume grew.
Manual exports to spreadsheets stood in for a real production schedule, and there was no way to trace an asset back to the campaign or attribution result it was supposed to support.
What they built
Creative Services, Video Production, and Operations built a production calendar and asset management system in Airtable that tracks every creative request from intake through proofing to distribution.
The system connects to Salesforce and Tableau for campaign and reporting data, Slack for stakeholder notifications, and Getty Images for licensed asset sourcing, keeping production scheduling and asset status in one place.
The outcome
Creative production now runs on a unified content library instead of disorganized tools, with a production calendar that gives every team visibility into what is in progress and what is live.
Automated stakeholder notifications and closed-loop attribution replaced the manual coordination that used to eat up creative leads' time, and the system has proven stable where earlier monolithic bases did not.
Inside the solution
Creative Production Calendar and Asset Management
Creative & Production
- Editorial calendar planning and rollup
- Creative request intake and proofing
- Giving day donor challenge tracking
- Marketing content production and distribution
- Monolithic bases breaking easily
- Manual exports to spreadsheets
- Disorganized content across tools
- Lack of attribution visibility
- Unified content library
- Automated stakeholder notifications
- Closed-loop attribution
- Reduced manual coordination
- Creative Services
- Video Production
- Operations
- Salesforce
- Tableau
- Slack
- Getty Images
Creative Production Calendar and Asset Management
Track every creative request from intake through proofing, approval, and distribution, with a linked production calendar, unified asset library, and giving-day challenge tracker that give Creative Services, Video Production, and Operations one shared view of what is in progress and what is live. Automations schedule proof reviews, notify stakeholders on every stage change, flag expiring asset licenses, and send a weekly production digest, while Airtable AI fields draft brief summaries, alt text, and campaign recaps on demand.
From scattered assets to one production calendar
Copy the templates
Centralize the asset library
Wire the integrations
FAQ
Frequently asked questions
Calendar entries and asset requests are linked records in the same base, so a scheduled shoot or design task connects directly to the request and status driving it.
Automated stakeholder notifications. When an asset's status changes, the relevant team is notified directly instead of someone sending a manual status update.
A single, undifferentiated base could not hold up under growing production volume. Splitting the work into linked, purpose-built tables for calendar, requests, and assets kept the system stable.
Getty Images integration lets the team pull licensed assets directly into the same library that tracks internally produced creative work, keeping sourcing and production side by side.
Not for the calendar and asset tracking itself. The structured, connected data here gives any future AI-assisted production or attribution work a clean base to start from.