Short answer: track every deliverable on one board with the client, the due date, the posting date, where it goes, and its status. Work backwards from posting dates to set filming and editing days, batch similar work, and never mark an item done until the post is live or the file is accepted. Put usage rights and disclosure rules on each item so they don't get lost.
One board, one row per deliverable
| Client | Deliverable | Due to brand | Posts on | Where | Status | Rights | Disclosure |
|---|---|---|---|---|---|---|---|
| Example Skincare | 30s demo | 3 Oct | 7 Oct | Brand posts | In edit | 3 months paid use | Brand adds |
| Example Coffee | 3 hooks, 1 body | 5 Oct | — | Files only | Filming | Organic only | N/A |
| Example App | Post on my account | 8 Oct | 10 Oct | My TikTok + Spark code | Approved | 30-day Spark | #ad in video |
Keep it in whatever tool you already use: a spreadsheet, Notion or a kanban board. The columns matter more than the tool.
Statuses that mean something
- Brief — received, questions sent.
- Script — hooks and outline approved.
- Filming
- In edit
- Sent for review
- Revisions
- Approved
- Scheduled — only for items you post.
- Live / delivered — link or accepted file recorded.
The step people skip is recording the live link. It is what you need for invoices, Spark codes and proof. See proving views to campaigns.
Working backwards from posting dates
Assume a review round takes two business days and a revision one more. For a post going live on day 10:
| Day | Task |
|---|---|
| 1 | Confirm brief, write hooks |
| 2–3 | Film (batch several clients) |
| 4–5 | Edit |
| 6 | Send for review |
| 8 | Revisions |
| 9 | Approval, schedule |
| 10 | Live; record link |
These are planning assumptions. Replace them with each client's real turnaround.
Batch by activity, not by client
- Filming days: set up lighting once and film for several brands. See phone setup.
- Editing days: cut all pending videos. See batch editing.
- Posting: schedule everything approved at once, with each client's caption and tags.
Rights and disclosure on every row
- Usage rights: how long and where the brand may use the video, and whether paid ads are included.
- Spark code duration, if the brand will promote your post. See Spark Ads codes.
- Disclosure: the FTC says that for video, "the disclosure should be in the video and not just in the description" (FTC, as of 17 September 2026). Note who adds it.
When a client changes the plan
Posting dates move. When they do, update the row first, then everything that depends on it: the filming day, the review date, any Spark code period and the invoice date. Send the client a one-line confirmation of the new date so both sides work from the same schedule. If a change pushes two deliverables onto the same day, decide now which one moves rather than finding out on the day. A short weekly note to each active client listing what is due, what is waiting on them, and what went live keeps surprises rare.
Scheduling the posts you own
For deliverables that go up on your own accounts, Farmero can hold the schedule. You drop the approved video, pick the account, set the caption and per-post settings such as who can view and comments, and choose a time or a smart window. It posts through the real apps on your iPhones and checks the profile before marking an item posted, so your board's "live" column can be trusted. See posting.
FAQ
How many UGC clients can one creator handle?
It depends on turnaround and revisions. Track your real hours per deliverable for a month before adding clients.
What should I track for each deliverable?
Client, due date, posting date, destination, status, usage rights, disclosure and the final link or file.
Should I post brand videos on my own account?
Only if the deal says so. Many UGC deals are file delivery only.
How do I avoid missing deadlines?
Work back from posting dates, batch filming and editing, and review the board at the start of every working day.