The problem agencies run into
An agency or social media team might manage ten creators or brands, each with several accounts. A single video can need dozens of versions in a day. Without a system, files end up in random folders, two accounts post the same copy, and nobody remembers which version went where.
This guide lays out a simple workflow that keeps things organized. It assumes every video is content your creators made, or content you have clear rights to post.
Step 1: one workspace per creator or brand
Keep each creator separate. Their clips, copies and history should live in their own space, so a teammate working on one creator never mixes in another creator's files.
In Fresh Copies, each creator has their own space inside your team. You pick the creator before you upload, and everything made from that clip stays with them.
Step 2: numbered copies
Numbers are the simplest way to track versions. Copy 1 goes to the first account, copy 2 to the second, and so on.
Fresh Copies numbers copies per creator, and numbering continues across batches. If last week's batch ended at copy 40, this week's starts at 41. Nobody has to guess whether a file has already been used.
In Auto, each copy is reframed off-center and gets its own combination of small edits, such as a slight zoom, mirroring, a color or brightness change, or film grain, plus a small pitch shift on the audio. Copies keep the original resolution, frame rate and sharpness, and we don't cut the start of the clip. Each one gets a uniqueness score.
Step 3: posting sets
Once you have copies from several clips, you need to hand each account its share. Posting sets group copies by number, so everything numbered 1 can go to one account, everything numbered 2 to the next.
A VA can open the set for their account, download it and post, without digging through every batch.
Step 4: captions
Captions on the video are easy to forget when you are working at volume. A caption pool lets you add a list of caption lines that get put on your copies, so accounts don't all show the same text.
Step 5: teammates
Agencies rarely work alone. Invite your teammates and VAs to the team so everyone works from the same creators, the same numbering and the same credit balance.
Agree on simple roles. One person might import and start batches each morning, while VAs only open posting sets and post. Clear roles mean fewer files posted twice and fewer questions in the group chat.
Seats depend on your plan. Pro includes 5 seats and Agency includes unlimited seats.
Step 6: import from Google Drive
Many creators send raw clips through Google Drive. On the Pro and Agency plans, connect your own Google Drive and pick videos or photos in Google Picker, or paste a public Drive link instead of downloading and uploading again.
Each person connects their own account. Fresh Copies only downloads files picked in Google Picker and never writes back to Drive. For a whole folder, paste a public folder link.
A day in practice
Here is how a typical day can look:
- Morning: creators drop new clips in Drive. A teammate imports them under each creator.
- Copies are made in the cloud while the team works on other things.
- Each VA opens the posting set for their accounts and downloads it.
- Posts go out through the day, each account with its own numbered copy.
- Next day, numbering picks up where it left off.
Common mistakes at agency scale
The same few problems come up again and again when teams grow:
- Teammates saving copies to their own folders, so nobody knows what has been posted.
- Restarting numbers each week, which makes old and new copies collide.
- Mixing creators in one batch, so a copy ends up on the wrong creator's account.
- Forgetting to download copies before files are cleaned up.
Keeping creators separate, numbering per creator and handing out posting sets solves most of these.
What to keep in mind
No tool can promise how a platform will rank a post. Separate versions help each copy read as its own upload, but the content still has to be good and the accounts still need to be run well.
Files are deleted 14 days after upload, so download what you need. Plans start at $19 a month, with Agency from $249 a month for 25,000 copies. Free trial: 20 copies. No card. You can test any copies with the free copy checker.
Common questions
How do we stop two accounts from posting the same copy?
Give each account a number and stick to it. With numbered copies and posting sets, account 1 always posts copy 1 from every batch, so no copy is used twice.
Can several teammates work on the same creator?
Yes. Teammates share the team's creators, numbering and credits, so whoever picks up a creator sees the same history.
Which plans include Google Drive import?
Pro and Agency. Connect your own Drive and pick files in Google Picker, or paste a public link. Whole folders need a public folder link. We never write back to Drive.
Will this increase reach for our creators?
Not necessarily. No tool can promise how a platform will rank a post. The workflow keeps you organized and gives each account its own version.
Try it on your own video
Free trial: 20 copies. No card. You can also test copies you already have with the free copy checker. It runs on your device, so your files never leave it.