Status

BFS Marketing Automation - Current Status

Last Updated: November 25, 2025 System Version: 2.2 Dashboard: http://10.1.10.110:5000

Executive Summary

The BFS Marketing Automation system is fully operational with automated content generation, image creation, and workflow management across 26 offices and 4 social media platforms.

Latest Updates (November 25, 2025): - ✅ Release Management System - Organize videos into coordinated campaigns - ✅ Edit/Delete Releases - Modify campaign details after creation - ✅ Video Sorter enhancements - Database videos + Release dropdown - ✅ Toast notifications - Success/error feedback throughout dashboard - ✅ Sticky navigation - Page header stays visible when scrolling - ✅ Dark mode fixes - Improved modal and dropdown readability - ✅ Per-video status tracking (Available, Scheduled, Published, Archived) - ✅ Video library concept - Posts stay permanently, videos get status updates - ✅ Automated image generation (3x daily via DALL-E 3) - ✅ Automated Metricool scheduling (hourly, test mode) - ✅ Manual content generation (on-demand, 1-50 posts)

System Components

1. Content Generation

Status: ✅ Fully Operational
Schedule: Monday 6:00 AM (automated) + on-demand manual
Capability: ~65 posts/week (53 office + 12 social)
Media Mix: 80% images, 20% videos
AI Model: Claude Sonnet 4.5
Manual Generation: 1-50 posts via dashboard Quick Actions

2. Image Generation

Status: ✅ Fully Operational
Schedule: 3x daily (6am, 12pm, 6pm)
Technology: DALL-E 3 AI
Formats: Square (1024×1024), Portrait (1024×1792)
Cost: $0.04-$0.08 per post
Manual Trigger: Green "Generate Now" button on Pending Design page

3. Approval Workflow

Status: ✅ Fully Operational
Stage 1: Text approval + platform selection
Stage 2: Complete post approval (text + images)
Dashboard: http://10.1.10.110:5000
Features: Approve, reject, regenerate, archive

4. Scheduling & Publishing

Status: 🧪 Test Mode
Schedule: Hourly checks for approved posts
Target: Metricool API for multi-platform scheduling
Safety: Auto-publish disabled (METRICOOL_AUTO_PUBLISH = False)
Manual Trigger: Orange "Schedule Now" button on Approved page

5. Notifications

Status: ⏳ Pending Microsoft Propagation
Channel: Microsoft Teams via SMTP
Timeline: Expected operational after Nov 22 (48h propagation)
Fallback: Manual dashboard checks

6. Backup & Storage

Status: ⏳ Pending Microsoft Propagation
Schedule: Daily 11:00 PM
Target: SharePoint document library
Timeline: Expected operational after Nov 22

7. Analytics

Status: ✅ Operational (local tracking)
Schedule: Friday 5:00 PM weekly reports
Metrics: Approval rates, workflow timing, system health

Orchestrator Tasks (11 Total)

Task	Status	Schedule	Purpose
Content Generation	✅ Active	Monday 6am	Generate weekly posts
Image Generation	✅ Active	3x daily (6am, 12pm, 6pm)	DALL-E 3 images
Metricool Scheduling	🧪 Test Mode	Hourly	Auto-schedule posts
Approval Monitoring	✅ Active	Hourly at :15	Send reminders
Designer Notifications	✅ Active	3x daily	Notify design needs
Design Checks	✅ Active	3x daily	Check completions
Video Folders	✅ Active	Every 5min	Create SharePoint folders
Video Sync	✅ Active	Every 15min	Sync videos from SharePoint
SharePoint Backup	⏳ Pending	Daily 11pm	Backup posts
Weekly Analytics	✅ Active	Friday 5pm	Performance reports
Health Check	✅ Active	Every 30min	System monitoring

Feature Status

Completed (Production Ready)

✅ Two-stage approval workflow
✅ Multi-platform image generation (size-based)
✅ Platform selection modal with cost calculator
✅ Automated content generation (Claude AI)
✅ Automated image generation (DALL-E 3)
✅ Manual content generation (on-demand)
✅ Dashboard automation banners
✅ Manual workflow triggers
✅ Docker containerization
✅ SQLite database (WAL mode)
✅ Release Management System - Nov 25
✅ Edit/Delete Releases - Nov 25
✅ Video Sorter with Release dropdown - Nov 25
✅ Toast notification system - Nov 25
✅ Sticky page header navigation - Nov 25
✅ Video workflow (2-stage with per-video status) - Nov 24
✅ Video library system - Nov 24
✅ Video proxy endpoint - Nov 24
✅ Inline video playback - Nov 24
✅ Video post support (concepts, scripts, shot lists)
✅ Multi-office video upload
✅ Office assignment system (26 offices)
✅ Social media accounts (4 platforms)

In Testing

🧪 Automated Metricool scheduling (test mode active)
🧪 Facebook auto-publishing (test mode active)

Pending Propagation (Expected Nov 22)

⏳ Teams notifications (SMTP AUTH propagating)
⏳ SharePoint backups (permissions propagating)

Deferred/Future

📋 Metricool API integration (currently manual scheduling)
📋 Advanced analytics dashboard
📋 A/B testing features
📋 Automated performance optimization

Infrastructure

Hardware

Device: Raspberry Pi 5
IP: 10.1.10.110
Hostname: bfs-pi.local
Storage: 256GB
Memory: 8GB

Software

OS: Linux 6.8.0 (Raspberry Pi OS)
Python: 3.11
Database: SQLite 3 (WAL mode)
Web Server: Flask + Docker
Scheduler: Cron

Services & APIs

Claude API: ✅ Active (Anthropic)
DALL-E 3 API: ✅ Active (OpenAI)
Microsoft Graph API: ⏳ Pending propagation
Canva API: ✅ Configured (optional use)
Metricool API: 🧪 Test mode

Weekly Content Output

Post Distribution

Total Posts: ~65 per week
Office Posts: 53 (26 offices × 2-3 posts each)
Social Posts: 12 (Instagram: 5, TikTok: 3, YouTube: 1, Twitter: 3)

Media Types

Image Posts: 52 (80%)
Video Posts: 13 (20%)

Platforms Covered

Facebook (26 office pages)
Instagram (@benchmarkfamilyservices)
TikTok (@bfs_families)
YouTube (Benchmark Family Services)
Twitter/X (@BFS_Families)

Costs

Monthly Operational Costs

Claude API: $10-20/month (content generation)
DALL-E 3 API: $15-20/month (image generation)
Total: ~$25-40/month

Annual Projections

AI Services: $300-480/year
Cost Savings vs. Manual: ~$2,400/year (85-90% reduction)

Performance Metrics

Workflow Timing (Target)

Content Generation: Monday 6am (automated)
Stage 1 Approval: Monday 9am-5pm (10-15 min)
Image Generation: Automated 3x daily
Stage 2 Approval: Wednesday 9am-5pm (15-20 min)
Scheduling: Wednesday-Thursday
Publishing: Thursday-Sunday

Approval Rates (Target)

Stage 1: 80-85% approved, 15-20% rejected
Stage 2: 94-97% approved, 3-6% rejected

Known Issues & Limitations

Current Limitations

Teams Notifications: Awaiting Microsoft propagation (48h)
SharePoint Backup: Awaiting Microsoft propagation (48h)
Metricool Auto-Publish: Disabled for safety testing
Cron Jobs: Not yet installed (setup script ready)

Technical Debt

Update setup_cron.sh to include new orchestrator tasks
Enable auto-publish after testing period
Complete Teams/SharePoint testing after propagation
Enhance analytics with platform-specific metrics

Next Steps (Priority Order)

Immediate (This Week)

⬜ Install cron jobs with updated orchestrator schedule
⬜ Test manual trigger buttons thoroughly
⬜ Monitor image generation automation (3x daily)
⬜ Review Metricool scheduling logs in test mode

Short-term (1-2 Weeks)

⬜ Test Teams/SharePoint after Nov 22 propagation deadline
⬜ Enable Metricool auto-publish after testing period
⬜ Conduct end-to-end workflow test
⬜ Train marketing staff on new manual trigger features

Medium-term (1 Month)

⬜ Complete analytics dashboard
⬜ Optimize image generation costs
⬜ Enhance video post workflow
⬜ Implement backup validation

Support & Documentation

Documentation

README.md: Quick start and overview
docs/guides/USER-WORKFLOW-GUIDE.md: Step-by-step user guide
docs/guides/IT-ADMIN-GUIDE.md: Technical administration guide
.claude/CLAUDE.md: Claude Code development instructions
docs/reference/: API and command references

Support Contacts

IT Admin: jordan.hoelscher@benchmarkfs.org
Primary User: marketingbfs@benchmarkfs.org
System Location: Raspberry Pi at 10.1.10.110

Quick Access

Dashboard: http://10.1.10.110:5000
System Status: http://10.1.10.110:5000/status
Health API: http://10.1.10.110:5000/api/status

Change Log

November 25, 2025

Release Management System: Organize videos into coordinated campaigns
Added Edit/Delete Release functionality to Video Post Detail page
Enhanced Video Sorter with Release dropdown (populates based on selected Post)
Video Sorter now shows both SharePoint and database videos
Database videos show "Previously assigned video" indicator
Added toast notification system for success/error feedback
Made page header sticky for better navigation
Fixed dark mode for modal dropdowns and various UI elements
Post Information card redesign with sectioned layout
New API endpoints: /api/update-release, /api/delete-release, /api/delete-db-video
Updated unassigned video count to include database videos

November 24, 2025

Major video workflow overhaul: Simplified from 5 stages to 2 stages
Added per-video status tracking (Available, Scheduled, Published, Archived)
Implemented video library concept (posts stay permanently, videos get status updates)
Created video proxy endpoint for SharePoint streaming with authentication
Added inline video playback with seeking/scrubbing support
Built Video Sorter interface for assigning videos to concepts
Created combined Stage 2 view (/video-stage2) showing all posts past Stage 1
Added 5 new columns to video_files table for per-video status
Updated database methods: get_video_library_posts(), update_video_status(), get_unassigned_videos_count()
Same concept can now be scheduled multiple times with different office videos

November 20, 2025

Added automated image generation task (3x daily)
Added automated Metricool scheduling task (hourly, test mode)
Added manual content generation feature
Added automation banners with manual triggers
Added live countdown timers
Enhanced system status page

November 19, 2025

Implemented multi-platform image generation
Added platform selection modal
Enhanced post detail view with image grid

November 17, 2025

Converted database to WAL mode
Added video post support
Enhanced rejection workflow

November 14, 2025

Docker containerization completed
Complete orchestrator built
Teams notification system ready

System Status: ✅ Operational with ongoing enhancements Last Health Check: Auto-monitored every 30 minutes Uptime Target: 99.5% Current Uptime: Monitored via health_check.py