90% less admin.More room to create.
From two Google Sheets and a mail merge to one platform for casting, outreach and shoot coordination. Zahira’s monthly admin went from around 40 hours to four, according to the project review.
The admin gets a system.Creator database → Outreach → Shoot delivery
- Reported admin reduction
- 90%40 hours → 4 hours per month
- Time recovered
- 36 hourseach month for higher-value work
- One connected workflow
- Casting to deliveryPeople, replies and shoot progress
Time figures reported by SYN Labs in the September 2026 project review; approximate monthly estimates, not independently measured results.
The creative work was only half the job.
For every new shoot, Zahira had to find suitable actors, check availability, coordinate dates and keep the client informed. The information existed. It just lived in too many places.
One Google Sheet held the actor database. Another tracked projects and replies. Zahira copied shortlisted actors into a mail merge, then went back through the inbox to update who had accepted, declined or still needed chasing.
With several videos moving at once, each small update meant another check, another copy and paste, and another chance to lose track of the next step.
From finding the right people
to keeping a shoot moving.
The system follows Zahira’s actual production process. Explore each step to see what changed.
Build a shortlist without rebuilding a spreadsheet.
The actor database lives inside the platform. Categories and filters help Zahira find the right people for a brief and attach them straight to the relevant project.
See who is available, in the same place.
Outreach emails are sent from the project. Responses are tracked against the people involved, so availability and acceptance no longer need to be pieced together from an inbox and a separate sheet.
Keep the next step visible.
Shoot dates, participants and progress sit together. Scheduled messages handle repeatable communication before and after a shoot, including confirmations and content deadlines.
Give the client a view of the work.
Clients can see how each shoot is progressing and use the platform for communication and approvals. Zahira has one place to coordinate delivery rather than reconstructing the latest status.
The workflow supports the producer. Creative choices, casting decisions and client approvals still belong to people.
A working week’s worth of admin.
Back in the month.
The practical result is more time for the work clients actually buy: planning stronger content, coordinating production and delivering campaigns.
Hours recovered from routine coordination each month, based on the reported before-and-after estimate.
Calculation: 40 − 4 = 36 hours recovered; 36 ÷ 40 = 90% less admin. These are approximate figures reported by SYN Labs, not an independently audited measurement. Time recovered is capacity, not a cash-saving claim.
Built around the way Zahira works.
The change was more than moving a spreadsheet online. The platform connects the actor, the project and the communication, so an update belongs to the work it affects.
Zahira can follow a shoot from the shortlist to delivery without rebuilding the picture every time someone replies.
In Zahira’s
words.
Working with Syn Labs has been a great experience. From the start, they took the time to really understand our business and where we were spending too much time on manual processes.
The result has made our operations much faster, more organised, and far easier to manage day to day.
The biggest benefit has been the time savings. Tasks that used to take hours can now be done in minutes, which has allowed us to focus more on growing the business rather than getting stuck in admin and repetitive work.
I'd highly recommend Syn Labs to any business looking to automate processes, improve efficiency, or build custom software that actually fits their needs.
The questions
worth asking.
Would this work for my agency?
It is most relevant if you repeatedly coordinate people, briefs, deadlines and approvals across spreadsheets and email. We would map your process first, then identify the part worth connecting.
What happens to the human decisions?
The platform organises information and handles repeatable communication. Your team remains responsible for selecting talent, creative direction and approvals.
Can we expect the same time saving?
The 90% figure describes the approximate admin reduction reported for this project. Your result depends on the volume of work, the starting process and what can be automated. We would establish your baseline first.
How much of your week
goes into coordination?
Bring us one recurring workflow. We’ll help you see where time is being lost, what could run automatically and where your team should stay involved.
Discuss your project 30-minute workflow diagnosis. No obligation.