Product tour

How Lumiqa Works —
From Brief to Posted.

A real, end-to-end walkthrough of the workspace your team will actually live in. Ten steps, from the moment you sign up to the moment a finished cut goes live on your client's channel — no spreadsheets, no scattered Drive folders, no "where's the latest version?" Slack messages.

Step 1: Sign up & set up your workspace

Getting started takes about ninety seconds. Create your account with email or Google, pick a workspace name (usually your agency or studio name), and you're inside. Lumiqa drops you straight into a fresh production board with sample cards so you can see the shape of the tool before you commit a single piece of real content to it.

From the workspace settings you upload your brand assets — logo, primary fonts, color palette, any briefs or style guides your editors should reference. These travel with every card automatically, so an editor opening a project at 11pm has the same source-of-truth your account manager set up at 9am. Then you invite teammates by email; each one lands in their personal editor queue on first login.

[Screenshot: signup flow + empty workspace with brand assets panel open]

14-day free trial on every paid plan, no credit card required at signup
Email or Google authentication via Clerk, with optional 2FA on Pro and Agency plans
Brand kit: logos, fonts, palette, briefs — visible inline on every card
Invite teammates by email; pooled seats across multiple workspaces count once
Sample content seeded so the board isn't empty on day one

Pro tip: Upload a one-page brand brief PDF as the very first asset. Editors will reference it before every cut and your feedback loops shrink by half.

Step 2: Plan content on the production board

The board is the heart of Lumiqa. It's a kanban with six fixed pipeline columns — Idea, Da editare, In editing, In review, Approvato, Posted — that mirror exactly how a real video shop works. Every piece of content is a card. Every card carries a brand tag, a brief, a deadline, an assigned editor, the raw footage link, and the running list of cuts.

You drag cards across columns as work moves forward. Cards in Idea are still being briefed; cards in Da editare have raw footage waiting and an editor assigned; cards in In editing mean someone's working right now; In review means a cut is uploaded and waiting on feedback; Approvato means it's signed off; Posted means it's live. No one ever has to ask "what's the status of the Acme reel?" — the board answers that with one glance.

[Screenshot: kanban board with six columns and 12 cards in flight across a single brand]

Six fixed states tuned for video production, not generic project management
Cards include brand tag, brief, deadline, assignee, raw link, cut history, comments
Drag-and-drop between columns triggers status updates and notifications
Filter by brand, editor, deadline range, or status with one click
Card detail view opens in-context — no full-screen modal that loses your place

Pro tip: Run a five-minute board review every Monday morning. Move stale cards from Idea into Da editare with a real deadline — the column is meant to flow, not to hoard.

Step 3: Add multi-brand workspaces for each client

Most agencies don't run one brand — they run five, ten, sometimes twenty. Lumiqa handles that with isolated brand workspaces inside the same account. Brand A has its own board, its own assets, its own editors, its own client magic links. Brand B is a clean slate next door. Switching is one dropdown.

The pricing pools your seats across workspaces, so the same editor who cuts for Brand A on Monday and Brand C on Tuesday only counts as one paid seat. Storage is pooled too — one big bucket your team draws from instead of ten tiny silos. Per-brand permissions on the Agency plan let you give a junior editor access to two brands without showing them the rest.

[Screenshot: workspace switcher dropdown showing 4 client brands with their logos]

Each workspace is fully isolated: own board, assets, editors, client links
Seats pool across workspaces — one human, one seat, no matter how many brands
Storage pooled into a single quota you can rebalance freely
Per-brand permissions on Agency plan: hide Brand X from editors who don't work on it
Whitelabel the client portal per brand — your client sees their logo, not ours

Pro tip: Name workspaces with the client's actual brand, not internal codes. The whitelabel portal pulls that name into the email subject line — clients trust what they recognise.

Step 4: Assign editors and set deadlines

Once a card has a brief and the raw footage link, you pick an editor and pin a deadline. That single action is what turns a planning card into actual work. The deadline doesn't just sit on the card — it slots that card into the assigned editor's personal queue, sorted by urgency, so the next time they open Lumiqa they see exactly what to start on.

You can assign multiple editors to a single card if you have a colorist working downstream of a primary editor, and Lumiqa tracks who delivered which cut. Deadlines reschedule with drag-and-drop on the calendar view, and the editor's queue re-sorts automatically — no need to ping them on Slack to say "hey, this one moved up."

[Screenshot: card detail with editor picker open, deadline field, and personal queue preview]

Personal editor queue sorted by deadline urgency, refreshed in real time
Multi-assignee support for editor + colorist + sound design hand-offs
Deadline changes propagate to the queue and to the calendar in one move
Editors get email + in-app notifications when assigned, no Slack required
Workload view shows you who's overloaded before they tell you

Pro tip: Set the first internal deadline a full day before the client deadline. That buffer day catches the inevitable last-minute round of changes without burning anyone out.

Step 5: Editor uploads review cuts

When the editor finishes a cut, they don't email it, they don't WeTransfer it, they don't drop it in a Drive folder. They drag the file straight onto the card. Lumiqa generates a streaming proxy on the fly (HLS on Pro and Agency), versions the cut as v1, v2, v3 and so on, and surfaces a clean review page the moment the upload finishes.

Every previous version stays accessible. If your client says "I liked the pacing in v2 better," you don't dig through anyone's hard drive — you click v2 and it plays. The card detail view shows a version history with thumbnails, durations, file sizes, who uploaded it, and the comments left on each version, so you can compare feedback across iterations without losing context.

[Screenshot: drag-drop upload zone with version 3 finishing, version history sidebar with v1 and v2]

Drag-and-drop upload with resume-on-failure on weak connections
Automatic HLS proxy on Pro + Agency for instant streaming review
Versioned history with thumbnails, durations, uploader, and per-version comments
Zero egress fees — download originals or proxies as much as you want
Storage usage visible per-card so editors know what they're consuming

Pro tip: Upload in ProRes or H.264 around 50 Mbps for the best balance of quality and proxy speed. Higher bitrates take longer to transcode without giving your reviewers any extra signal.

Step 6: Review with timestamped comments and drawings

Reviewing in Lumiqa works the way it should have worked everywhere from the start. Pause the video at the frame you want to comment on, type your note, hit send — the comment is pinned to that exact timecode forever. If you need to point at a specific area of the frame, switch on the drawing tool and circle, arrow, or scribble directly onto the player. The annotation lives at that timecode too.

Every comment shows up as a marker on the timeline scrubber. Click any marker to jump straight to the moment being discussed. Threads under each comment let your account manager and the editor go back and forth on the fix without losing track of which note belongs to which frame. Replies and resolution states keep the conversation surgical — no more "okay but which 0:34 are we talking about?"

[Screenshot: video player paused at 0:42 with red arrow drawn on subject, comment pinned, timeline showing 8 marker dots]

Frame-accurate timecode pins on every comment, visible as scrubber markers
Drawing tools: arrow, circle, freehand, persistent on the frame they're attached to
Threaded replies with resolved / unresolved states for tracking fix progress
@-mentions notify teammates and clients without leaving the player
Keyboard shortcuts (J/K/L, comma + period) so power reviewers stay on the keyboard

Pro tip: When you give feedback, attach the action verb first ("trim", "swap", "regrade") before describing the moment. Editors triage faster when intent is in the first three words.

Step 7: Share with clients via magic link

Clients shouldn't have to create an account to approve your work. With Lumiqa they don't. From any card, hit Share with client, set an optional expiry and password, and copy the magic link. Your client clicks it, opens the same review player your team uses, leaves timestamped comments with their name, and either approves the cut or requests changes — all without ever signing up.

The client view is whitelabeled on the Agency plan: your logo, your brand colors, no Lumiqa branding anywhere. To them, it looks like part of your service. To you, it's the same review surface you've been using internally, so there's zero context-switching when their notes come in. You see the client's comments arrive in the card timeline alongside your team's — one feed, not two.

[Screenshot: share dialog with magic link, password toggle, expiry date; client view in next tab with whitelabeled logo]

Magic link sharing — no client account, no password reset emails, no friction
Optional password protection and link expiry for sensitive cuts
Whitelabeled client portal on Agency plan with your logo and domain
Client comments appear in the same timeline as internal team notes
Approve / Request changes buttons surface a clear binary decision

Pro tip: When you send the link, add one sentence in the email: "Two questions max, deadline Friday 5pm." It frames the review as a decision, not a creative debate.

Step 8: Auto-sync the content board on approval

The moment your client clicks Approve, Lumiqa moves the card from In review straight into Approvato. No one has to remember to update a status, no one has to copy-paste a confirmation into Notion, no one has to ping the production manager. The board reflects reality automatically because the approval and the status change are the same event.

The same auto-sync runs for Request changes — the card bounces back to In editing with the client's notes attached as new comments, and the assigned editor gets notified instantly. Webhooks on Pro and Agency plans let you fire those events into Slack, Discord, Zapier or your own internal tools so the rest of your stack stays in sync without manual lift.

[Screenshot: card animating from "In review" column into "Approvato" with green checkmark, Slack notification popup]

Client approval triggers automatic state transition to Approvato
Change requests bounce the card back to In editing with full note context
Webhooks broadcast every status change to Slack, Discord, Zapier and beyond
Audit log on every card so you can prove when and by whom it was approved
Email digest summarises overnight approvals for your morning stand-up

Pro tip: Wire the Slack webhook into your team's #wins channel. Watching Approvato messages stack up during a sprint does more for morale than any dashboard.

Step 9: Schedule posting on the calendar

Approved cards flow into the calendar view, where you plan exactly when each piece goes live. Toggle between week and month layouts, drag cards onto dates, set the channel — Instagram, TikTok, YouTube, LinkedIn, or any custom channel you define for your brand — and the publishing schedule takes shape visually. Filters let you isolate one brand, one channel, or one editor at a time.

The calendar is also a sanity check on your pipeline. Empty Wednesdays jump out. Three reels stacked on the same Friday morning jump out. You can rebalance with a drag, and the corresponding card on the board updates its scheduled date in lockstep. Once a piece goes live, you flip the card to Posted — manually for now, with an integrations layer landing soon — and the calendar marks it as shipped.

[Screenshot: weekly calendar grid with 14 cards across 5 channels, color-coded by brand]

Week and month calendar views, draggable to reschedule any approved card
Per-channel rows: Instagram, TikTok, YouTube, LinkedIn, custom channels
Brand-colored cards make pipeline gaps and clusters visually obvious
Filter by brand, editor, channel, or status to focus the view
Posted state closes the loop: visible to clients on the same magic link

Pro tip: Schedule one slot per channel per week as a "swing slot" — empty on purpose, available for reactive content. The brands that fill it consistently outperform the ones that don't.

Step 10: Track everything in one place

The dashboard is where Lumiqa stops being a tool and starts being an operating system for your studio. From a single screen you see storage usage by brand, editor workload by deadline, the posting queue across the next two weeks, the cards stuck in review longer than they should be, and the approvals that landed yesterday. Nothing hides.

That visibility is the actual product. The board, the review, the calendar — those are tactical surfaces you live in day-to-day. The dashboard is the strategic surface you check on Monday morning to know whether the studio is healthy or whether a brand is quietly drifting. When you outgrow Lumiqa's defaults, the same data is available via API and webhooks so you can feed your own reporting layer.

[Screenshot: dashboard with storage gauge at 64%, editor workload bar chart, posting queue widget, stale-cards alert]

Storage usage per workspace and per brand, with alerts before you hit the cap
Editor workload chart highlights overload before it becomes a missed deadline
Posting queue across the next 14 days with brand and channel breakdown
Stale-card detection: anything sitting too long in In review surfaces here
API + webhooks for piping the same metrics into Notion, Sheets or your BI tool

Pro tip: Bookmark the dashboard URL and open it before any client status call. Walking in with the live numbers in front of you turns "how's it going" into a one-minute answer.

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All third-party product names mentioned (Frame.io, Notion, Monday.com, Asana, Filestage, etc. — where applicable) are trademarks of their respective owners. Lumiqa is not affiliated with or endorsed by these companies. Pricing references accurate as of April 2026 — check vendor sites for the latest.

How Lumiqa Works —From Brief to Posted.