Amelie A.

Four employees and the Management handle all the center's activities: show programming, artist residencies, space rentals, technical coordination, partnerships, and administrative follow-up.

Each project brings its share of documents, approvals, and unforeseen events.

The organization relied on a multitude of Excel and Word files, with no version synchronization between collaborators. No single approved contract template: the right one had to be found for each new project, then the same information about the artists had to be re-entered, again and again.

Without an overall view of the schedule, two events could be booked in the same space without anyone realizing it until the D-day.

Expense tracking had the same fragility, aggravated by the absence of an available accounting nomenclature. Each proposal was written by hand, sent by email, re-entered into a tracking spreadsheet, and then updated at each payment stage. A simple omission of bank details was enough to block an entire file for several days.

The challenge: design a single platform where each piece of information is entered only once and flows naturally between teams.

2-3 hours saved per day

-90% errors (duplicates, conflicts, re-entries)

Fewer coordination meetings needed to align teams

150 projects per year

30 residencies - 70 artists

5 Make scenarios

23 Airtable tables / 6 Airtable user interfaces

7 Zite forms

3 Google Scripts

Airtable

Fillout

Make

Google Apps script

Goo

Behind every excursion: guides, drivers, boats, and clients with demanding expectations must be coordinated daily without any margin for error.

Before the implementation of the new platform, creating a reservation or making the slightest modification required manual updates in six different tools.

Each piece of information was re-entered multiple times, by the same person. A simple modification could take up to 30 minutes, with always the same risk: a forgotten document, an unnotified guide, or inconsistent information between two media.

Transform this fragmented organization into a unified system, where a single entry automatically feeds all operational tools.

A single platform: A single entry that feeds all operational documents

In 1 click: PDF transport vouchers, operational boards, personalized documents...

2-3 hours saved per day on operational management

-80% errors related to manual updates

1 entry automatically updates 6 media

20,000 clients/year and 1,800 Tours/year

80 drivers and 70 guides

10 Make scenarios

25 Airtable tables / 6 Airtable user interfaces

15 Zite forms

4 Google Scripts

Automated WhatsApp messages

A shooting day tolerates no hiccups. Technical teams, actors, vehicles, equipment, locations, and accommodation must be perfectly synchronized.

The slightest change in schedule can impact dozens of people in a matter of minutes.

Before the platform, Production and the camera team worked from a multitude of Excel spreadsheets. Each evening, after an already exhausting day of shooting, it was still necessary to prepare the next day's call sheet, retroactively record everyone's notes, export it to PDF, and send it to the entire team.

Contracts were written by hand, with their share of omissions and variable errors. Image rights authorizations followed the same path: filled out manually, sent by email, then followed up if they were not signed or returned by extras or actors.

Design a single platform capable of centralizing all production information, automatically coordinating resources, and generating all necessary documents for each shooting day.