Blueprint — draft 02 · September 2026
One place for the whole practice.
Closet Essentials grows from a wardrobe tool into three connected spaces: a public portfolio, a private portal for each client, and a studio where Alex and her team find new clients, work with brands, and track every gift, look and placement. Same paper, same ink — it all feels like one house.
Every screen is numbered so feedback can point at it (“on 15, move the brief up”). The tag beside each title says whether you can try it today or when it’s planned. All names, brands and numbers are sample data.
Public
The portfolio
Anyone · the link in her bio and in every DM
Client portal
Each client’s own space
- Invitation & sign-in
- Wardrobe · adding pieces
- Fit — sizes & preferences
- Schedule — fittings & events
- Lookbook, credits & feedback
Clients · invite only
Studio
Where the work gets done
- Today · Clients · dossiers
- Moments · composing looks
- Prospects · Brands · Playbooks
- Gifts & loans · Brand recaps
- Team · Import · Connections
Alex & her assistants
The loop the studio is built around
- 01Spot an artistProspects
- 02Reach out & follow upPlaybooks
- 03They sign onClients
- 04A moment is comingMoments
- 05Ask brandsOutreach
- 06Gifts arriveGifts & loans
- 07Compose looksLookbook
- 08Worn & taggedPlacements
- 09Recap to brandRecaps
- 10Into the portfolioPublic
Part I
The public portfolio
The outward face, in the spirit of the two reference sites: an index of work rather than a sales page. It’s the link in Alex’s bio and the proof she sends with every outreach message. Projects publish straight from the studio, so it stays current without anyone maintaining a website.
Work
Replaces today’s home page. A project index: large images, the artist, the moment, and the date — nothing else competing for attention.
Personal & celebrity styling
Closet Essentials
[A line or two in Alex’s own words — who she dresses and what her eye is known for.]
“Afterglow” album campaign · Oct 2026
Music awards red carpet · Sep 2026
Festival season · Aug 2026
“Salt” music video · Jul 2026
Hollis & Rowe · Ferro Atelier · Ossa · Lune Knitwear · Marrow Leather · Studio Nabi · Kaito Denim · Vere
- Published from the studio. A finished placement (26) gets a “Feature on portfolio” switch. No separate website to maintain.
- Filters are real categories (red carpet, music video, campaign, editorial), set when a moment is created.
- “Brands worn” builds itself from credits. Being named here is part of what a brand gets for gifting.
- Built for the phone first — most visits come from Instagram’s in-app browser.
- Link previews: sharing the site or a project in a DM shows a proper image and title, not a bare URL.
- Client login stays in the nav; the portal and studio sit behind it.
- Bracketed copy is where only Alex’s words will do.
Project
One project, set like a magazine story, closing with a full credits block — the same list a brand recap uses.
Campaign — October 2026
Juno Vale
Afterglow
[Optional short caption from Alex — the idea behind the looks.]
- Credits come from the records — every gifted or loaned piece already knows its brand. Nothing typed twice.
- Each brand credit links to that brand’s Instagram. Brands notice, and it’s a reason to say yes next time.
- Embargo: a project can stay unpublished until a date (“album out Oct 30”), then go live on its own.
- Client approval before anything goes public — the client (or their team) gets a preview link to OK it.
- Photos stay private in the client’s portal until Alex chooses to publish specific ones here.
Information & inquiries
About Alex, what she does, and one form. Inquiries don’t go to an inbox to be forgotten — they arrive in the studio as leads, already sorted.
Information
[Alex’s name]
[Short bio — background, approach, where she’s based, the kind of artists she loves working with.]
[Reply-time promise, in Alex’s words.]
- Artist inquiries land in Prospects (17) under “Inbound”, with their Instagram looked up automatically.
- Brand / PR inquiries land in the Brands directory (19) — brands do come to stylists once placements start showing.
- Instant reply by email, written by Alex once, so nobody waits in silence.
- A Today item for whoever handles new leads, due the next business day.
- Spam filtering built in; no captchas for real people.
Part II
The client portal
Each client gets a private, calm space: their wardrobe, their fit, what’s coming up, and the looks Alex composes for them. It’s built for the phone, because that’s where clients’ photos — and their attention — are.
Invitation & first sign-in
Clients don’t sign up — Alex (or an assistant) invites them. One tap from the email and they’re in, with three things to do first.
From Alex at Closet Essentials
You’re invited to your wardrobe
Closet Essentials
Maya, your wardrobe is ready.
I’ve set up a private space for us: your pieces, your sizes, and every look I put together for you. [A personal line from Alex.]
No password needed. This link works once and expires in 24 hours.
Closet Essentials · [your-domain]
Welcome
Hello, Maya.
Three things help Alex get started. Do them in any order, whenever you have a minute.
Add Closet Essentials to your home screen to open it like an app.
- Invite-only. Nobody can create a client account on their own; the studio adds clients by email (or converts a prospect, 17).
- No passwords. A one-time email link, as today. It stays signed in on their phone.
- Resend and revoke from the client’s dossier (13) — e.g. when a client relationship ends.
- Home-screen install: the portal works like an app icon without an app store.
- Emails come from Alex’s own domain and are written in her voice (30).
Wardrobe
What’s in the demo today, plus the pieces that come from brands: gifts join the wardrobe automatically, loans show when they go back.
01 / Wardrobe
Maya Ellison
- Live today: grid, category filters, add a piece with photo, remove a piece, photos shrunk before upload.
- Gifts appear on their own once the studio marks them received (23), labelled with the brand.
- Loans carry their return date and a “handle with care” note; they leave the wardrobe when returned.
- “Being tagged”: clients can upload photos with no details at all; an assistant fills them in.
- Search and sort by name, colour, brand, season or newest.
- Each piece opens to a detail view: more photos, notes, and which looks it’s been used in.
Adding pieces
Pick a whole run of photos at once from the camera roll, tag as much or as little as you like, and keep going. The studio can finish the details.
Add pieces
6 photos selected
- Batch upload of any number of photos; each is shrunk on the phone first so it’s quick on mobile data.
- Uploads keep going in the background while tagging — the progress bar is the upload, not a form.
- Every field is optional. Skipped pieces show up for the team as “needs tagging” in Today (10).
- iPhone photos (HEIC) convert automatically; portrait shots stay upright.
- The studio can also upload on a client’s behalf — e.g. after a closet visit.
Fit — sizes & preferences
The first thing every brand asks is “what size?” Kept here once, kept current, and turned into a size card the team can send in one tap.
Fit
Sizes & preferences
Sizes
Measurements · optional
Only Alex’s team sees these.
Preferences
- Size card: the studio copies a clean one-liner for brands (“Dress 4 / IT 40, shoe EU 38.5”) — never the client’s contact details.
- Freshness: before a big moment, sizes older than six months are flagged for a quick re-check.
- Unit switch for sizes (US / EU / UK) and measurements (in / cm).
- Preferences feed outreach: “brands I love” become suggestions in the moment’s brand list (15).
- Clients can edit anything here; changes show in the studio’s timeline so nobody works from old sizes.
Schedule
What’s coming up for this client — fittings, events, returns — and what’s ready for each. Pulled from the studio’s moments, so it’s never out of date.
03 / Schedule
Coming up
Fitting at the studio
2:00 pm · Try on four pieces for the album party
Album release party
Two looks ready · View looks
Music awards — red carpet
Alex is sourcing pieces · fitting to be scheduled
Loan returns
The team collects the Ossa earrings — please keep them in their pouch
- Only what Alex shares: each moment has a “visible to client” switch; internal details (brands asked, who declined) never show.
- Add to calendar works with Apple, Google and Outlook; updates flow through if a time changes.
- Reminders the day before fittings and returns, by email (text messages later, optional).
- Clients can propose a new fitting time; it lands in Today for the team to confirm.
A look — with credits & feedback
The lookbook page from the demo, now finishing with who made each piece and a way for the client to answer: love it, swap something, or leave Alex a note.
Lookbook — 05 · for the music awards
Awards Night, Look A
Composed for Maya Ellison · Red carpet · 3 November 2026
Hair up, so the earrings and the open back do all the talking.
— Alex
Credits
What do you think?
Maya · yesterday
Obsessed. Could we try the gold heel instead of the slingback?
Alex · 2 h ago
Yes — bringing both to the fitting on the 14th.
- Live today: lookbook index and look pages, Alex’s note, the “in this look” list, the stylist preview.
- Credits fill in from gift and loan records (23) — brand, and whether it’s a gift or a loan and when it goes back.
- Feedback: “Love it” marks the look approved in the studio; a swap or note starts a short thread and a Today item.
- Looks group by moment (“for the music awards”) with A/B options side by side.
- Share with my manager: a read-only link for the client’s team — no account needed.
- After the event, the same page gains the placement photos (24) — the look becomes a record.
Part III
The studio, day to day
Alex’s shared notes, grown up. Every client, artist and brand keeps a free-form notes page exactly like the ones she writes now — the studio just adds a light layer on top: who needs a reply, what’s due back, what’s coming up. Nothing has to be filled in to be useful.
Today
The studio’s home screen. One list of everything that needs a person today, across every client, brand and artist — so nothing lives only in someone’s head.
Saturday 26 September
Good morning, Alex.
Overdue
Today
Later this week
- Everything lands here: follow-ups from logged touches and playbooks, loan returns, client replies, untagged photos, new inquiries, clients gone quiet.
- Overdue is set in solid ink, today in outline, later in grey — urgency by weight, no alarm colours.
- Filter by person — each assistant opens to “Mine”; Alex sees everyone.
- Tick it off, or snooze it (tomorrow / next week); either is logged in that contact’s timeline.
- Every row links back to its client, brand, artist or moment.
- Search in the header finds any person, brand, piece, look or note from anywhere.
- “This week” counts are there to notice rhythm, not to grade anyone.
Today on the phone & logging a touch
Most outreach happens on Alex’s phone, inside Instagram. Logging it takes three taps right after she sends it — and the follow-up schedules itself.
Sat 26 Sep · Mine
6 to do, 1 overdue
Reply to Maya — swap the heel
Look · Maya / Awards
Follow up with Juno Vale’s manager
Email · playbook step 2
New inquiry — Rhea Lin
Inbound · EP show 14 Nov
Send recap to Ossa
Recap · photos ready
Ferro Atelier
Lena Park · PR
Maya — Music awards · assigned to Sam
Juno Vale
@junovale · Musician
48.2k followers · 312 posts
“afterglow — out oct 30. tour dates below ↓”
- Share straight from Instagram: the studio appears in the phone’s share sheet, so a profile goes from Instagram to Prospects without copy-paste.
- Profile details fill in from Instagram’s official lookup (Phase D) — until then, the name and handle come from the link.
- Outcome sets the next step: “Waiting” schedules a nudge, “Yes — sending” creates an incoming gift (23), “Declined” closes it kindly.
- Voice notes: hold to dictate “what happened” instead of typing.
- Works offline and syncs later — backstage wifi is what it is.
Clients
The whole roster on one page: what’s next for each client, how ready they are, and who on the team has them.
Clients
9 active
| Client | Next moment | Looks | Wardrobe | Sizes | Gifts out | Last touch | Lead |
|---|---|---|---|---|---|---|---|
ME Maya Ellison Musician | Album party 18 Oct · 22 days | 2 of 2 ready | 16 pieces | Current | 3 | Today | SM |
DA DAYO Musician | Music video shoot 22 Oct · 26 days | 1 of 3 | 41 pieces | Current | 5 | Yesterday | PR |
JV Juno Vale Musician · new | Tour opener 8 Nov · 43 days | 0 of 4 | 6 pieces | Missing | 0 | 3 days ago | AL |
TC The Coastlines Band · 4 people | Nothing booked | — | 58 pieces | 7 months old | 0 | 30 days ago | AL |
JR Jordan Reyes Personal client | Wedding guest 7 Nov · 42 days | 1 of 2 | 4 pieces · 7 untagged | Current | 0 | Today | PR |
- Sort by whatever’s pressing: soonest moment, fewest looks ready, longest since last touch.
- “Sizes: Missing / 7 months old” flags who to ask before brands do.
- Lead is the team member who owns the relationship; their follow-ups default to them.
- Invite a client by email, or convert a prospect (17) — their notes and history come along.
- Bands and groups are one client with several people, each with their own sizes.
Client dossier
Her notes app page for a client, kept exactly as free-form — with the facts that matter pinned alongside and everything else a tab away.
Client since March 2026 · Lead: Sam
Maya Ellison
Last edited by Alex · 2 hours ago
Vibe
Quiet luxury but with an edge — she hates looking “styled”. Column shapes, open backs. Gold, never silver. Always wants one piece that feels like hers (usually the loafers lol).
Awards run
- Carpet look should read in one photo from far away — strong silhouette, no busy print
- After-party change: something she can dance in, flats
- Her team wants at least one emerging designer credit — good for her story
People
Dana (manager) is the one who actually decides — loop her in early. Publicist is Ines, super responsive on email not IG.
Private · Alex only
[Rates, contract notes, anything the team shouldn’t see.]
- The notes page is hers: headings, bullets, checkboxes, highlights, pasted photos and links — no required fields anywhere.
- A checkbox with a date (“follow-up Oct 12 · Sam”) becomes a real Today item, assigned to that person.
- Private sections: mark any heading “Alex only” — assistants never see it.
- Edits sync live between Alex and assistants, with who-changed-what history.
- Timeline tab: every touch, email, gift, look and placement for this client in one stream.
- “Open her portal” shows exactly what the client sees (the preview that exists today).
Part IV
Moments & looks
Outreach isn’t random — it’s organised around a client’s next moment: a red carpet, a video, a tour. A moment is the hub everything hangs from: the brief, the brands asked, what arrives, the looks, and what happens after.
Moments
Every upcoming moment across all clients on one timeline, with how ready each one is at a glance.
Moments
Next eight weeks
| Date | Moment | Type | Looks | Brands asked | Pieces in | Status | Lead |
|---|---|---|---|---|---|---|---|
| 18 Oct | Maya Ellison — album release party | Event | 2 / 2 | 6 · 3 yes | 4 of 4 | Ready | SM |
| 22 Oct | DAYO — “Lanterns” music video | Video | 1 / 3 | 9 · 2 yes | 3 of 7 | Sourcing | PR |
| 3 Nov | Maya Ellison — music awards red carpet | Red carpet | 1 / 2 | 11 · 3 yes | 2 of 5 | Sourcing | SM |
| 7 Nov | Jordan Reyes — wedding guest | Personal | 1 / 2 | — | From wardrobe | Composing | PR |
| 8 Nov | Juno Vale — tour opener, 4 shows | Tour | 0 / 4 | 0 | — | Brief needed | AL |
- Timeline strip shows clashes at a glance — two moments in one week means sourcing has to start earlier.
- Readiness in plain numbers: looks composed, brands asked vs. yeses, pieces arrived vs. needed.
- Calendar view and a private calendar feed for Alex’s phone calendar.
- Types (event, red carpet, video, tour, editorial, personal) drive the portfolio filters later (01).
- Past moments move to Placements (26) once photos and credits are logged.
Moment hub
One moment, top to bottom: the brief, the brand outreach board, what’s arriving, the looks, and the after-event checklist. This is where most sourcing work happens.
Maya Ellison · Red carpet · Lead: Sam
Music awards
Tuesday 3 November · Los Angeles · visible to client
38
days to go
Brief
Strong silhouette that reads from across the carpet. Black or deep ink, one metallic. At least one emerging designer — her team asked. After-party change she can dance in.
Mood board · 14 references
Looks
Look A — carpet
Client loves it · fitting 14 Oct
Look B — after-party
Waiting on Ferro Atelier
Vere
Emerging · gowns
Studio Nabi
Loved by Maya
Lune Knitwear
After-party knit
Ferro Atelier
Lena · DM 6 days
Nudge dueMarrow Leather
Email · 2 days
Ardent Jewels
via Northlight PR
Kaito Denim
DM · today
Halden
Wants carpet confirmed first
Hollis & Rowe
Gift · column dress
Ossa
Loan · drop earrings
Pell Studio
Gift · clutch
Ossa
In studio · 22 Sep
Pell Studio
In studio · 24 Sep
Maison Arlo
Already dressing another nominee
Pieces for this moment
After the event
- The brief is a free-form notes page plus a mood board of reference images — the thing to send brands so they know what’s wanted.
- Outreach board: drag a brand card across as things happen; each move logs a touch and schedules the next step from the playbook (21).
- Suggest brands draws on brands that said yes for similar moments, the client’s “brands I love” (07), and who replies fastest.
- “Yes” creates the gift or loan record (23) with the client’s size card attached.
- After-event checklist appears the day after, and each step opens the right tool (24, 25).
- Brands that declined are remembered (and why), so nobody re-asks the same week.
Composing a look
The composer that exists today, now drawing on gifted and loaned pieces as well as the client’s own wardrobe, and saving straight into a moment.
Maya Ellison · Music awards
Compose Look B
- Live today: choose a client, pick pieces in order (01, 02, 03), name, occasion, note, preview, remove.
- “For this moment” shows gifts and loans secured for it — including ones still in transit, and ones only asked for, for planning.
- Hold until arrived: a look can wait to appear for the client until every piece is physically in the studio.
- Credits are automatic on the finished look (09) because every piece knows where it came from.
- Duplicate a look to make an alternate (“B, but with the heel”).
Part V
Outreach: artists & brands
Two kinds of relationship, one way of working. Artists Alex would love to dress, and brands that might dress them. The studio never sends a message on her behalf — Instagram doesn’t allow it, and her account is her business — but it drafts, reminds, and remembers everything, so outreach becomes a steady practice instead of a pile of DMs.
Prospects
Artists on their way up, moving left to right from first noticed to signed. Each card shows why they’re interesting and what happens next.
Prospects
Ivy Marchetti
@ivymarchetti
31.4k · +22% 30d
Viral live session, first tour announced
North Orchard
@northorchard
12.8k · +9% 30d
Band · festival lineup
Rhea Lin
@rhealin
22.0k · +31% 30d
Inquired via site — EP show 14 Nov
Reply todayMateo Cruz
@mateocruzmusic
87.5k · +4% 30d
Intro playbook · step 2 of 3
Quiet 24 daysSable Vox
@sablevox
54.1k · +12% 30d
DM’d manager Tue
Theo Hart
@theohart
140k · +6% 30d
Call with manager Thu 3pm
ThuJuno Vale
@junovale
48.2k · +12% 30d
Now a client →
- Columns are hers to rename; these are a starting point. “Passed” sits hidden but searchable, with the reason.
- Momentum over size: the 30-day growth figure comes from the studio re-checking each profile weekly and keeping the history (Phase D).
- Inbound inquiries from the site (03) arrive here outlined, due the next business day.
- Playbook progress on each card shows where the sequence is and flags anyone gone quiet.
- “Signed” converts the prospect into a client (12) with every note and touch carried over, and sends the invite (04).
- Filters worth having from day one: inbound, has a moment soon, growing fastest, follower range, owner.
Prospect dossier & drafting a message
Everything about one artist: public numbers, what’s coming up for them, who their team is, Alex’s notes — and a first draft of the message, in her voice, ready to paste into Instagram.
Prospect · Reached out · Owner: Alex
Mateo Cruz
@mateocruzmusic · singer-songwriter · Los Angeles
87.5k
Followers
+4%
30 days
5.2%
Engagement
90 days · jump after the late-night TV slot
Coming up for him
Team
Notes
Saw him at the Troubadour — wears the same denim jacket everywhere, great opportunity. Vintage-y, 70s. Would kill in Kaito’s selvedge + Marrow boots. Current stylist? Doesn’t look like he has one.
Timeline
Due 28 Sep · playbook step 3
Email Priya (manager) with 2 portfolio links
9 Sep · Alex · IG DM
Follow-up after the TV slot. Seen, no reply.
2 Sep · Alex · IG DM
First message — complimented the Troubadour set.
30 Aug · Sam
Added from Instagram link
- Instagram numbers come from Instagram’s official lookup for public creator accounts, using Alex’s own business account (29). No scraping, nothing against the rules.
- “Coming up for him” is added by hand at first; later it can pull tour dates from public listings.
- Drafts are written in Alex’s voice, trained on messages she marks as good examples; one-tap tweaks (shorter, warmer, mention a brand).
- For Instagram, the button is “Copy & open Instagram” — it copies the text and opens his profile, ready to paste.
- “Log as sent” records the touch and schedules the playbook’s next step.
- Nothing is ever sent automatically. That’s a rule, not a setting.
Brands
A living directory of every brand and PR agency Alex has touched: who to talk to, whether they gift or lend, how reliably they reply, and how it’s gone before.
Brands · 64
| Brand | Tier | Through | Contact | Gives | Replies | Placed | Last touch | Status |
|---|---|---|---|---|---|---|---|---|
Hollis & Rowe Womenswear | Established | Direct | Lena Park | Gifts | 6 of 7 · ~1 day | 5 | Tue | Relationship |
Ossa Fine jewellery | Emerging | Direct | Tomas Ruiz | Loans | 4 of 4 · same day | 4 | 22 Sep | Relationship |
Ferro Atelier Eveningwear | Emerging | Direct | Lena Park | Gifts & loans | 2 of 3 · ~4 days | 1 | 6 days ago | Responsive |
Ardent Jewels Jewellery | House | Northlight PR | Clara Beck | Loans | 1 of 3 · ~9 days | 0 | Mon | Reached out |
Kaito Denim Denim | Emerging | Direct | @kaitodenim | Loans | 3 of 3 · ~2 days | 2 | Today | Responsive |
Studio Nabi Knitwear | Emerging | Direct | @studionabi | Unknown | 0 of 2 | 0 | 18 days ago | Cold |
Maison Arlo Womenswear | House | Sable Showroom | Jun Ito | Loans | 2 of 2 · ~3 days | 0 | Sep | Declined twice |
- Tier (emerging / established / house) reflects the ladder: emerging brands say yes to rising artists; houses usually go through PR agencies and want bigger names.
- “Through”: one PR agency often represents many brands — the agency is its own record, so one good contact unlocks several brands.
- Reply rate and speed are counted from logged touches — the honest answer to “is it worth asking them this week?”
- Placed counts pieces actually worn and credited — the number brands care about most.
- The directory belongs to the business, not a person: when an assistant leaves, every contact and note stays.
Brand dossier
One brand’s whole history with Alex: people, preferences, every message and email, every gift, and every placement they’ve had in return.
Brand · Established · Womenswear · Relationship
Hollis & Rowe
@hollisandrowe · Los Angeles · direct, no agency
With Alex
7
Asks
6
Yeses
5
Placements
5
Recaps sent
People
How they like to work
- Wants a tagged story within 48 h
- Samples run 2–6; ship from LA in ~3 days
- Lena prefers email for anything with sizes
- Never ask in the week of their own show
Timeline
Tue · Email from Lena · logged automatically
“Yes to the column dress for Maya — send sizes and we’ll ship Tuesday.”
Mon · Sam · IG DM
Asked about the column dress for Maya’s awards carpet, sent brief.
18 Aug · Recap sent · opened by Lena
DAYO — festival season, 2 pieces
2 Aug · Gift received
Linen set + wrap skirt for DAYO
July · Alex
First DM after the Coastlines video — replied same day.
Placements
- Emails log themselves when anyone CCs or forwards to the studio’s logging address (29) — matched to the brand by the sender.
- “How they like to work” is the institutional memory that makes an assistant as good as Alex on day one.
- Ask for a moment adds this brand to a moment’s outreach board (15) with the right playbook.
- Placements gallery is exactly what goes in a pitch: “here’s what we’ve done with your pieces.”
- Recap opens are tracked (25), so the team knows the brand actually saw it.
Playbooks
The “process” in process-based outreach: a named sequence of steps with timing. The studio tells whoever owns it when each step is due — people still write and send every message.
Playbooks
Brand ask — emerging
42 uses · 38% yes
Brand ask — red carpet
11 uses · 27% yes
Brand ask — via PR agency
9 uses · 22% yes
Artist intro
27 uses · 15% signed
Client check-in
Every 30 days, automatic
After the event
Placement → recap → thank-you
+ New playbook
Brand ask — emerging
For independent brands, usually direct on Instagram · default owner: whoever adds the brand
38%
say yes · median 2 days
First ask
Template: “Emerging brand — moment ask” · attach brief + size card
Gentle nudge
Only if no reply · template: “Nudge — short”
Try the press inbox
If an email is known · include two past placements
Mark cold, remind in 3 months
Brand moves to “Cold”; a fresh ask is suggested next season
- Steps become Today items for the owner on the right day; a reply at any point stops the sequence automatically once it’s logged.
- Conditions stay simple: “only if no reply”, “skip if no email”. No flowchart builder.
- Results per playbook show which approach works, so the team can improve the wording over time.
- Starters included: the six on the left, ready to edit into Alex’s own.
- This is how an assistant runs outreach the way Alex would, without Alex checking every message.
Templates
Alex’s best messages, saved with blanks that fill themselves in. Written once in her voice, reused by the whole team.
Emerging brand — moment ask
Would you be open to gifting it for the night? Size card and brief attached — I’ll make sure you’re tagged and send photos after.
Recent work: {portfolio link}
Would you be open to gifting it for the night? Size card and brief attached — I’ll make sure you’re tagged and send photos after.
Recent work: closetessentials/work
31
Times used
45%
Got a reply
Sam
Uses it most
- Blanks fill from the record you’re on: brand contact, client, moment, date, the piece asked for.
- Size card and brief attach as a short link instead of a wall of text in a DM.
- “Rewrite in my voice” (Phase D) smooths a draft to match messages Alex has marked as good.
- Reply rate per template — small data, but it settles “which opener works?”
- Separate DM and email versions: DMs short, emails with a subject and a little more context.
Part VI
Gifts, placements & recaps
What brands give, and what they get back. Brands gift for exposure: their piece, on a rising artist, photographed and tagged. Delivering that proof reliably — beautifully — is what gets Alex the next yes, and the next rung up.
Gifts & loans
Every piece coming from a brand, from “yes” to “returned”. Gifts are simple; loans add return dates, tracking and condition so nothing goes missing on Alex’s name.
Gifts & loans
17 pieces in play
Loans due back
| Piece | Brand | For | Condition out | Return by | Return label | |
|---|---|---|---|---|---|---|
Chore Jacket | Kaito Denim | DAYO · festival | New, tags on | 24 Sep | Printed | 2 days late |
Drop Earrings | Ossa | Maya · awards | Pouch + box | 10 Nov | In the box | In studio |
Western Boot | Marrow Leather | DAYO · video | Sample, light wear | 29 Oct | Brand sends | With client |
Arriving
| Piece | Brand | For | Type | Carrier | Expected | |
|---|---|---|---|---|---|---|
Silk Column Dress | Hollis & Rowe | Maya · awards | Gift | UPS 1Z…84 | Tue 29 Sep | Shipped |
Slip Dress | Ferro Atelier | Maya · awards | Gift | Awaiting tracking | Fri 2 Oct | Confirmed |
Recently received
| Piece | Brand | For | Type | Received | Thank-you | |
|---|---|---|---|---|---|---|
Box Clutch | Pell Studio | Maya · awards | Gift | 24 Sep | Sent | In studio |
Linen Shirt | Studio Nabi | DAYO · video | Gift | 21 Sep | Not yet | With client |
- Gift path: confirmed → shipped → received → with client → worn → recap sent. Each piece joins the client’s wardrobe on arrival (05).
- Loan path adds: condition on arrival (photos), return-by date, return label, condition on return, returned.
- Late returns are solid ink here and on Today, with the brand contact one tap away — being late with a loan is the fastest way to lose a brand.
- Tracking numbers link to the carrier; later, delivery updates can arrive on their own.
- Thank-you is a small, separate step — brands remember who says thanks before the recap.
- Retail value is optional per piece — useful for insurance and for showing clients what was sourced.
Logging a placement
The morning after: which pieces were worn, the photos, the posts, and who got tagged. Two minutes on the phone, and every brand’s recap is ready to send.
Maya Ellison · 18 Oct
Album release party
Pell wasn’t tagged — a Today item goes to Sam to ask Maya’s team for a story tag.
- Starts from the moment’s checklist (15) — pieces listed already; untick what didn’t make it.
- Photos go to the client’s look (09) as well, turning the plan into a record.
- Missing tags become tasks: a polite ask to the client’s team, while the post is still fresh.
- One recap per brand, each showing only that brand’s pieces.
- Reach numbers are optional and only ever what the client’s team shares — no guessing.
Brand recap
What a brand receives: a private page, set like the lookbook, showing their piece on the artist — photos, posts, credits, and a thank-you. One link, sent by DM or email. Nothing else in their inbox looks like this.
Placement — 18 October 2026 · Los Angeles
Maya Ellison in the Silk Column Dress
Album release party · Styled by Alex, Closet Essentials
Where it was seen
Tagged
Reach shared by her team
48k
views on the carousel, first 48 h
Credits
Thank you for trusting us with it — it was the piece everyone asked about.
— Alex
Download photos (6)
- Built automatically from the placement (24) — Alex only adds the thank-you line, or picks a saved one.
- Private, unguessable link, no login. Photos downloadable at full size for the brand’s own channels, with the photographer credit.
- Opened / not opened shows on the brand’s timeline (20); unopened after 3 days suggests a nudge.
- Links back to Alex’s portfolio — every recap is also a pitch for the next ask.
- Client approval can be required before a recap goes out, if a client’s team wants that control.
Placements
The running record of every piece placed on every client. It’s the proof Alex climbs with — and the source for the public portfolio.
Placements · 2026
Everything placed
38
Pieces
21
Brands
9
Clients
34
Recaps sent
- “On portfolio” publishes a placement’s moment to the public site (01, 02) — after client approval.
- By brand turns into a one-page pitch: “what we’ve placed with you” — attach it to the next ask.
- “Recap not sent” is the one filter to keep at zero.
- Year-end: export a clean summary (PDF) of the year’s placements for press kits and pitches.
Part VII
Team, import & the quiet plumbing
The parts that let the practice grow past one person: logins for assistants with the right access, a painless move out of the notes app, connections to Instagram and email, and the messages the studio sends.
Team & roles
Everyone gets their own login; everything they do is attributed. Roles decide what each person can see — assistants run outreach without seeing what’s private.
Team
Alex
Owner
Sam
Assistant · since June
Priya
Freelance · access ends 31 Dec
jess@…
Invited · freelance
| Can… | Owner | Assistant | Freelance |
|---|---|---|---|
| Work outreach, brands, gifts & loans | ■ | ■ | ■ |
| Compose looks, log placements, send recaps | ■ | ■ | ■ |
| See client notes (not “Alex only”) | ■ | ■ | Assigned only |
| See client contact details & measurements | ■ | ■ | — |
| Invite or remove clients | ■ | — | — |
| “Alex only” notes, rates, business settings | ■ | — | — |
| Export data | ■ | — | — |
- Three roles to start — owner, assistant, freelance — with the table on the right as the default. Adjustable later.
- Freelance access ends on a date by itself; ad-hoc help never keeps a key.
- Everything is attributed: “Sam logged a DM”, “Priya marked it returned”. Nothing anonymous.
- Removing someone reassigns their open follow-ups to Alex; their history stays.
- Same sign-in as clients (email link) plus an optional second step for the owner account.
Moving in from the notes app
Paste a note exactly as it is. The studio suggests what to create from it — people, brands, follow-ups — and Alex keeps or skips each one. The original note is saved untouched either way.
Import a note
- Nothing is lost: the whole note lands on the right notes page even if every suggestion is skipped.
- Unsure bits are flagged (“date unsure”) instead of guessed.
- Paste many notes at once for the first move-in; after that it’s occasional.
- Works on the phone: share a note from the notes app straight to the studio.
- Suggestions are made by Claude, run privately for this studio; notes aren’t used to train anything.
Connections & notifications
Where the studio plugs into the tools Alex already uses — Instagram for looking people up, email for logging conversations — and where each person chooses what reaches them.
Connections
@[alex’s business account] · used only to look up public creator and brand profiles — followers, bio, recent posts. The studio never sends, reads, or deletes messages.
Email logging
OnCC or forward any email to this address and it files itself on the right brand, client or prospect.
Calendar
Not connectedA private feed of moments, fittings and returns for your phone’s calendar.
Notifications · Alex
| When | Phone | Digest | |
|---|---|---|---|
| Morning summary of Today | ■ | · | 7:30 |
| A client replies to a look | · | ■ | · |
| New inquiry from the site | ■ | ■ | · |
| A brand says yes (logged by the team) | · | ■ | · |
| A loan is late | ■ | ■ | · |
| Clients uploaded new pieces | · | · | ■ |
| A recap was opened | · | · | ■ |
Phone alerts arrive through the installed studio app (home-screen install), no app store needed.
- Instagram, the allowed way: Alex’s account must be a Professional (Business or Creator) account linked to a Facebook Page — a free five-minute switch that doesn’t change how it looks.
- Email logging needs no inbox access at all — only what someone deliberately CCs or forwards.
- Unmatched emails wait in a small tray to be filed by hand, and the studio learns the sender for next time.
- Per-person notifications: each assistant sets their own; defaults are quiet.
What the studio sends
Every automatic email, in the same design and in Alex’s voice, from her own domain. Short, useful, and never more often than needed.
To Maya · from Alex
A new look for the album party
Closet Essentials
Album Party, Look A
For 18 October · 3 pieces
“Hair up, so the earrings and the open back do all the talking.”
To Alex · 7:30 am
Today: 6 things, 1 overdue
Good morning.
Overdue
Today
Overnight
Ossa opened your recap. Jordan added 7 pieces. Kaito replied: yes.
To Maya · from Alex
Fitting tomorrow, 2 pm
Closet Essentials
See you tomorrow.
Bring the gold heels if you have them nearby.
To Priya · studio
Loan due back in 3 days
Closet Essentials
Chore Jacket → Kaito Denim
- Sent from Alex’s domain through a proper email service, so they land in inboxes, not spam.
- Client emails: invitation, sign-in link, new look, fitting reminder, loan care reminder. Each can be switched off per client.
- Team emails: morning digest, return reminders, new inquiry. Everything else lives in Today.
- Wording is Alex’s — every template is editable in the studio.
- Brand recaps (25) are always sent by a person, never automatically.
Part VIII
How it comes together
Built in order, each phase useful on its own. Launch makes the portal real for clients; Phase A moves Alex out of the notes app; B organises sourcing; C closes the loop with brands; D adds the assists. Sessions are focused build sessions; calendar time depends mostly on accounts, decisions and testing.
| Phase | What it adds | Screens | Size |
|---|---|---|---|
| Live | Demo portal: wardrobe, lookbook, stylist composer, sample data — try it | 05, 09, 16 (parts) | Done |
| Launch | Real accounts & database, invite-only clients, private photos, batch upload, Alex’s domain and branded emails, team logins, “new look” emails | 04, 06, 27, 30 | ~4–5 sessions |
| A Studio foundation | Today, clients, dossiers with free-form notes, touch logging, follow-ups, prospects & brands, add-from-link, notes import, roles | 10–13, 17–20, 27, 28 | ~4–5 sessions |
| B Moments & gifting | Moments & hub, outreach boards, playbooks, templates, gifts & loans, composing from gifts, client fit & schedule, look feedback, reminders | 07, 08, 14–16, 21–23 | ~3–4 sessions |
| C Placements & public | Placements, brand recaps, the placements archive, credits, the public portfolio & inquiries | 01–03, 24–26 | ~3 sessions |
| D Assists | Instagram profile lookup & growth tracking, drafting in Alex’s voice, email logging, morning digest, phone alerts | 18, 22, 29, 30 | ~3–4 sessions |
Questions for Alex
- Which three screens would change your week the most? We’ll build those first inside each phase.
- Could we see one real note from your notes app (names blurred is fine)? It shapes the notes pages and the import more than anything.
- Gifts vs. loans: roughly what share of pieces come back to brands? Anything special about how returns work?
- What do brands actually ask you for afterwards — tags, photos, a story, numbers? Anything they complain about?
- Do you usually go to brands directly on Instagram, or through PR agencies and showrooms? Any agencies you already work with?
- Who’s on your team now and what do they do — and is there anything they shouldn’t see?
- Would you use the public portfolio as your main site? Which past projects would you want on it?
- Is your Instagram a Professional account already?
- Anything in here you’d never use — or something missing that eats your time?