CASE STUDY · DONEPOSTED
I built DonePosted for my own posting first.
One approval in my board, and the post goes out on LinkedIn, Instagram, Facebook, Threads and YouTube Shorts.
Nobody copy-pastes. Nothing posts until a human approves it.
Three teams. Same gap.
At my own volume: 10 posts a week, on five platforms.
So I built DonePosted for my team, and for our clients.
No extra app. No extra board.
Nothing posts until a human sets it to Approved.
| Before | After | |
|---|---|---|
| Delivery | The project is finished in the team's board (Notion, monday.com). Client delivery is done. | Same. |
| The portfolio | The files sit in Google Drive. The content is done, and it stays there. | A new item goes into the Content Calendar.* |
| Posting | The team switches to a scheduler app. They upload and paste every post. | Someone flips the status to Approved. It goes out on five platforms. No scheduler to switch to. |
*This step can be set up on demand.
Every post on a topic sits under one parent item.
The team can see how many posts a topic has, and where each one is up to.
A scheduler on its own plans post by post.
One yes does the work of five uploads.
LinkedIn (personal profile), Instagram (including trial reels), Facebook, Threads and YouTube Shorts.
The same topic can have a different caption or visual on each platform.
Otherwise, the same files go everywhere.
Nobody goes back into each app to add them.
It spots a carousel and posts the slides in order.
LinkedIn gets the PDF carousel.
No PDF? It posts the photos instead.
See what's live without opening five apps.
It runs on Notion, my choice of board.
Another board is a new connection, and I scope it first.
Built on Make and Upload-Post, also my choice and swappable.
Notion
Make
Upload-Post
Google DriveHow Notion, Make and the other tools talk to each other.
Every line between two lanes is one app calling another.
Notion1Notion → Make · pingA person approves the postNotion tells Make the moment the status changes.
Notion2Make → Notion · readsMake reads the post backIt fetches the row fresh instead of trusting the ping.
Make3Check + routerMake checks the postPlatform rules, timing, and the right files for the format.
Google Drive4Make → Drive · readsDrive hands over the filesPhotos, videos and carousel slides, from the post's folder.
Upload-Post5Make → Upload-Post · booksOne booking per platformEach with its own caption, first comment and alt text.
Notion6Make → Notion · writesScheduled, on the boardThe row shows Scheduled and the booking number.
Notion!Make → Notion · writesBack to the editorAnything that can't go out stays put, with the reason on the row.
Upload-Post7Upload-Post → Make · pingThe post goes liveUpload-Post tells Make the result and the live link.
Notion8Make → Notion · writesPublished, with the live linkOr flagged for the editor if it failed.
Make9Make → Notion + Upload-Post · readsThe 9 pm checkFinds posts that got stuck or were never confirmed.
With the list and the fix. Account problems are emailed too.
Each platform has its own caption, time and result.
One platform failing never blocks the other four.
Every booking has its own key.
A retry can't book it twice.
Errors are written to the row.
After 3 failed runs in a row, it switches itself off.
Stories, polls, long-form YouTube and Instagram text posts go to the editor.
Small numbers. All real. It runs on my own channels.
Scheduling time: 16 hours a month by hand → 1 hour, from my editor's log.
The 2:55 demo: one card set to Approved, then the same reel live on all five platforms.
Gala post: 3 photos, live on four platforms as a carousel.
Nobody posted it by hand.
Four, because photo posts skip YouTube Shorts.
Trial reels: 5 Instagram trial reels, published by the system.
Every post: status and live link written back to the board.
Posting was never the slowest part.
Writing the captions is.
So Tier 2 adds an AI Content EA.
I'm testing it on my own content first.
Building DonePosted helped me refine my own content production workflow with my editor team.
Now my content runs 100% on the board.
Nobody has to switch to a messaging app like WhatsApp to tell my team it's ready to post, or to a different scheduler.
Every rule in it came from my own workflow with my editor team.
And I designed it so other teams can use it too.
The trigger doesn't depend on how a team works.
It depends on one status: Approved.
I build marketing and automation systems, and I run them on my own business first.
One of my recent projects, for a founder-led education brand, took them to $10k/month.
Whether your own best work is sitting in Drive,
or your clients need this kind of back end,
let's look at it together.
30 minutes. I'll tell you what I can help with, and what I can't.
Or don't book. Keep pasting the same post into five apps, every week.
