Youkeo Studios · Internal Document

Daily Ops SOP

VERSION 1.1
EFFECTIVE 10 May 2026
OWNER Studio Manager
FOR Vijay · Editors · Interns

The One Cutoff

All incoming files must be downloaded, renamed, logged in Notion, and marked Received in Recording Timeline · Reminders by 12:00 NOON.

Two Pipelines

External = files received from Gmail or partner-studio Drive folders.
Internal = recorded at Youkeo. Both get edited and processed by us.

Final Delivery

After Rutpanna approves in Time Line Review, paste the link in Recording Timeline · Reminders and share in the WhatsApp Group.

5
DAY DELIVERY SLA Every file we receive must be edited, processed, approved, and delivered within 5 days. The clock starts the day the file lands in our pipeline.
01 · Roles

Who does what.

Every workflow has a single owner. If you're unsure, escalate up — never sideways.

Role Person Responsibility
Studio Owner Nishchay Final escalation. Approves anything outside the Studio Manager's authority.
Studio Manager Vijay Owns the daily pipeline: file collection, Tidycal, calendar confirmations, vocal processing, Notion, Time Line Review uploads, Recording Timeline · Reminders. Distributes work to editors.
Editors Sahil · Rishi · Shubham Edit assigned files (both external and internal). Return to Studio Manager when complete. Flag any quality issues.
Interns — Assist Studio Manager across all tracks. Specifically: file downloads, client confirmation calls, Notion updates, Tidycal triage. Never act alone on escalations.
Approver (external) Rutpanna Reviews and approves processed files in Time Line Review. We wait for his sign-off before posting the final link to Recording Timeline · Reminders or the WhatsApp Group.
02 · The Flow

How a file moves through Youkeo.

Read top to bottom. Every box has a single owner. Every arrow is a handoff.

SOURCES EMAIL Gmail Inbox Smash · SendGB · Drive links DRIVE Atmosphere no notification DRIVE Speak Studios no notification DRIVE MnM no notification IN-HOUSE Studio Sessions Tidycal · Calendar bookings STEP 01 · COLLECTION (BY 12 NOON FOR EXTERNAL) VIJAY / INTERN Download · Rename · Log Notion AI Edits + Recording Timeline · Received VIJAY / ENGINEER Record · Save · Log Notion AI Recording STEP 02 · DISTRIBUTE VIJAY By load, availability, deadline Distribute to Editors EDITOR Sahil EDITOR Rishi EDITOR Shubham STEP 03 · PROCESS Editors return to Vijay VIJAY Vocal Processing EXTERNAL FILES Upload → AI Edits Folder Drive · processed external files INTERNAL FILES (YOUKEO) Upload → VO Processed Folder Drive · processed Youkeo recordings Time Line Review (Sheet) → Rutpanna approves Final link → Recording Timeline · Reminders + WhatsApp Group → Client
03 · Master Sequence

The pipeline, step by step.

Same sequence applies to both external and internal files. The only difference is the upload folder at Step 09 and which Notion DB to update at Step 04.

# Owner Task
01 Vijay / Intern Open Tidycal — accept or reject all pending session requests.
02 Vijay / Intern Collect every incoming file from Gmail + the 3 partner-studio Drive folders (Atmosphere, Speak Studios, MnM). Hard cutoff: 12:00 NOON.
03 Vijay / Intern Rename every file using the naming convention (Section 06).
04 Vijay / Intern Add a row in Notion. External file → AI Edits. Internal recording → AI Recording. Status = Received.
05 Vijay / Intern Mark the file as Received in Recording Timeline · Reminders sheet.
06 Vijay Distribute the file to an editor (Sahil / Rishi / Shubham) based on load, availability, and deadline.
07 Editor Edit the file. Return it to Vijay.
08 Vijay Process the vocals (clean, mix, finalize).
09 Vijay Upload the final processed file. External → AI Edits Folder. Internal (Youkeo) → VO Processed Folder.
10 Vijay Add the file link to Time Line Review sheet.
11 Rutpanna Review and approve the file in Time Line Review.
12 Vijay Once approved, paste the final link in Recording Timeline · Reminders.
13 Vijay Share the final link in the WhatsApp Group. Done.
5-day SLA reminder Every file from Step 02 (received) to Step 13 (delivered) must be completed within 5 days. If a file is at risk of breaching the SLA, escalate to the Studio Manager immediately.
04 · Daily Routine — non-pipeline tasks

Tidycal + session confirmation calls.

Tidycal triage — every morning

  1. Log in to Tidycal. Review every pending session request.
  2. Accept if studio + engineer are available for that slot.
  3. If there is a conflict, reject with a polite note offering an alternative slot.
  4. Add accepted bookings to the studio Google Calendar immediately.

Session confirmation calls — day before the session

  1. List every session scheduled for the next day.
  2. Call each client. Confirm the session is still on. Remind them of the time + studio.
  3. If the client doesn't reply, call again later in the day.
  4. If still no reply by end of day, escalate to the Studio Manager. Do not assume the session is on.
05 · Notion Classification

External vs Internal — the rule.

Recorded at Youkeo? Notion Database Final upload folder
No — file received from outside AI Edits AI Edits Folder (Drive)
Yes — recorded in our studio AI Recording VO Processed Folder (Drive)

Both pipelines are otherwise identical: edit → process → Time Line Review → Rutpanna approval → Recording Timeline · Reminders + WhatsApp Group.

06 · Filename Convention

How to name a file.

Use this exactly. Brackets are part of the format. Date is the date the file was received.

AI <DD.MM.YYYY> [<artist name> <language> <profile>] [<studio name>]

Example

AI 10.05.2026 [Aman Hindi Lead] [Atmosphere]

Field reference

07 · Key Links

Bookmark all of these.

Source Drive folders — check every morning

DRIVE · SOURCE
Atmosphere
Files auto-uploaded by Atmosphere. No notification.
DRIVE · SOURCE
Speak Studios
Files auto-uploaded by Speak Studios. No notification.
DRIVE · SOURCE
MnM
Files auto-uploaded by MnM. No notification.

Final upload destinations — after vocal processing

DRIVE · FINAL
AI Edits Folder
Upload final processed files NOT recorded at Youkeo (external).
DRIVE · FINAL
VO Processed Folder
Upload final processed files recorded at Youkeo (internal).

Sheets & tracking

SHEET
Time Line Review
We update this with the file link after processing. Rutpanna approves here.
SHEET
Recording Timeline · Reminders
Updated only AFTER Rutpanna approves in Time Line Review.

Notion databases

NOTION
AI Edits
For external files (Gmail + Atmosphere + Speak + MnM).
NOTION
AI Recording
For internal files recorded at Youkeo. Link to be added.

Booking

TIDYCAL
AI Cloning — 3 hours
Public booking link for AI cloning sessions at Youkeo.
08 · Escalation

When something breaks.

Always escalate up, never sideways. Default escalation = Studio Manager (Vijay). Studio Owner (Nishchay) is the final fallback.

Issue Escalate to
Expected file is missing from a Drive folder or Gmail Studio Manager
Client doesn't confirm a session after multiple calls Studio Manager → Studio Owner if unresolved 24 hrs
Tidycal request is unclear or has a scheduling conflict Studio Manager
An editor is unavailable, sick, or overloaded Studio Manager (he reassigns)
A file is at risk of breaching the 5-day delivery SLA Studio Manager
Rutpanna flags a quality / timeline issue on a processed file Studio Manager
Anything outside the situations above Studio Owner — Nishchay
09 · Daily Checklist

Print this. Pin it.

One page. Tick as you go. The day is not done until every box is ticked or escalated.

Collection · before 12 NOON

Tidycal — accept or reject all pending session requests
Gmail — download every file link
Drive · Atmosphere — open and download new files
Drive · Speak Studios — open and download new files
Drive · MnM — open and download new files
Rename every file using the AI <date> [artist lang profile] [studio] convention
Add a row per file to Notion → AI Edits (external) or AI Recording (internal)
Mark each file "Received" in Recording Timeline · Reminders
HARD CUTOFF — all above complete by 12 noon

Processing

Vijay distributes files to Sahil / Rishi / Shubham
Editors edit and return files to Vijay
Vijay processes vocals on returned files
Upload final files: AI Edits Folder (external) or VO Processed Folder (internal)
Update Time Line Review with the file link
Call every client with a session scheduled for tomorrow — confirm

Delivery

For every file Rutpanna has approved → paste link in Recording Timeline · Reminders
Share the final link in the WhatsApp Group
Update Notion status → Delivered
Check the 5-day SLA on every open file. Escalate any at risk.
Note unresolved issues for handoff to next day