STUDIO
Back to step 04 · First client

WORKFLOW 01 · PRODUCTION

Manage image production with CUP.

Real example: design of an advertising poster for the International Festival of the Arcachon Bay, for the client Les Aiguilleurs.

Follow a photo and CGI project with your client, from brief to delivery: image versions, comments, annotations, approval and file sharing. This walkthrough also shows how to prepare your invoicing.

CUP Pro · project creation, tracking and workflow

01

NEW CLIENT

Add the Les Aiguilleurs client

In Production, open Clients and select “Add a client”. Enter “Les Aiguilleurs”, add your contact’s name, then select “Create client”.

The Les Aiguilleurs client record is ready to be created.
02

NEW PROJECT

Create the project

From the Les Aiguilleurs client record, select “Add a project”, enter “Escapades Musicales” as its name, choose “Advertising Poster” as the production type, then select “Create project”.

Create the “Escapades Musicales” project with the “Advertising Poster” type.
03

BRIEF

Complete the brief and add documents

Start by completing the production brief, then add the two brief examples supplied by the client. You can also add a web link. Once added, the files and link appear in the “Brief” panel: select a document to view it in CUP’s preview or download the original. The client can also use this panel to add their own briefs.

1. Enter the project objective, expected deliverables and team.
2. Select the two examples supplied by the client, then add them to the brief.
You can also attach a reference available on the web.
3. After adding them, the documents appear in the “Brief” panel.
Open a file to view it in CUP or download its original. The client can also add their own briefs.
04

WORKFLOW

Build the workflow

Add the blocks in production order. Start with the client brief, then follow CGI creation, the photoshoot, selection and retouching through to delivery. When the workflow is ready, select “Create this workflow”.

  • Client briefThe shared starting point for the client and production team.
  • CGICreate the CGI image.
  • PhotographyPhotograph the model at the right angle and in the right light for integration into the CGI.
  • Client selectionPresent the images to the client so they can choose the best one.
  • RetouchingAfter the image is approved, complete the compositing and retouching.
  • Round 1First retouching feedback round.
  • Round 2Final feedback round. Each new Round block is automatically given the next number.
  • DeliveryDeliver the HD files and create a direct download page for printers and other organizations that need the images.
Arrange the eight blocks in this order. Whenever you add a Round block, CUP assigns the next number automatically.
Once the blocks are arranged, select “Create this workflow” to save your workflow.
05

CLIENT SPACE

Invite the client

If you have already invited someone linked to this client, you can choose them from the list to add them to the project. Otherwise, add a new person using their email address.

Choose someone already linked to the client or add them to the project using their email address.

Before sharing a project or gallery, make sure the SMTP test succeeds and check client access.

06

CLIENT SPACE

The client receives an email invitation

The client receives an email letting them know their CUP workspace for the project is ready. They can open the link to create a password and access the project.

06aThe email invitation

The email says the project’s CUP workspace is ready. Its link lets the client create a password and access the project.

The link in the invitation opens password setup.
06bCreate the client login

The link in the email opens CUP’s account setup page. The client chooses and confirms a password, then submits it to access their workspace.

The client chooses a password of at least 12 characters, then confirms it to create their access.
06cWelcome email

After creating a password, the client receives an email confirming their CUP access is active. It includes the sign-in link and a reminder of what they can do in their workspace.

The email confirms access is active and introduces the client workspace features.
06dFirst visit to the client space

On their first sign-in, the client arrives at the CUP welcome screen. They can complete their profile and choose which email notifications to receive, then save their preferences or skip this step.

The client can complete their profile, choose notifications, or skip this step. Their choices can be changed later.
06eThe client workspace

In their workspace, the client can find the brief, deliveries, and shared file area. You can activate a public download page for service providers or other recipients. The client can communicate with everyone on the project and clearly follow the workflow progress.

Brief, deliveries, public download page, and shared files.
The client can comment and follow recent project activity.
The workflow clearly shows the current stage and project progress.
07

COMMENTS & APPROVAL

Add the first image to the series

Create a new series and enter its title. Choose the first image, then select “Add 1 file” to include it. It becomes version V1 and the starting point for the series; you can then add the other images to present to the client.

Name the series and choose the first image.
Select “Add 1 file”: the visual is added to the series as version V1.
08

COMMENTS & APPROVAL

Create a new series

To add a new series, select “New series”, choose an image, and give the series a name.

Select “New series”, add your image, and enter its name.
09

CLIENT SIDE

View the image and discuss it

The card shows the series name, the workflow stage where the image is placed, and its version. By selecting the image, the client opens it in a larger view and accesses the discussion area to add annotations and comments.

The card shows the series name, workflow stage and displayed version.
By selecting the card, the client opens the image and the discussion panel.
10

COMMENTS & APPROVAL

Discuss an image

In the detailed view, you can zoom in, add a pin to point something out, or draw directly on the image. Each pin or drawing is linked to an annotation where participants can leave remarks and reply.

Zoom in on the visual, place a pin, or choose the Draw tool.
Pins and drawings mark the areas to discuss.
Each annotation has its own thread for remarks and replies.
11

NOTIFICATION

The administrator is notified

When a client adds a comment, the administrator receives an email and, if notifications are enabled, a CUP notification at the same time.

The email reports a new client comment on the project.
The mobile notification repeats the comment alert.
12

ADMIN SIDE

Review the client’s feedback

After reviewing the comments, select the relevant image in its series, then select “Open retouch view” to inspect the visual and prepare the next steps.

12aTrack retouching with the Resolved status

After completing a retouch, mark the annotation as “Resolved”. Requests still in progress remain “Unresolved”, so you can see what still needs attention and avoid missing a retouch.

Mark each request “Resolved” once handled; leave the others “Unresolved”.
Select the relevant image in its series.
Open retouch view to inspect the image and its annotations.
13

ADMIN SIDE

Add a new version

Select the relevant series, then drag the image into the “Choose files” area. CUP automatically assigns the next version, V2 in this example. Select “Add 1 file”: the new version appears at the top of the stack, alongside previous versions.

Once there are multiple versions, the “Compare” button lets you review them side by side or with the Slider.
Select the image and drag it into the upload area.
Select “Add 1 file”; CUP automatically creates V2.
V2 appears at the top of the stack while V1 remains available.
14

THE SELECTION

Move the workflow on to photography

Once the visual has been selected and approved, move the workflow to the next stage: “03 Photography”. The client can then see that the photo shoot is underway. The workflow confirms the stage change and shows that one image is in “Photography”.

Select “03 Photography” to move the image.
The workflow now shows “Photography” with 1 image in this stage.
15

CLIENT SELECTION

Create an image selection

Once the photo shoot is complete, open the “Client Selection” block and select “Create a selection”. Name the series, then add the images the client will choose from. You can then publish the selection so the client can access it.

In the block, select “Create a selection”.
Name the selection series and add the JPG or PNG images.
Drag and drop the images to offer the client.
Check the displayed images, then select “Publish selection” to share it with the client.
The series name is required: enter it before publishing the selection.
16

CLIENT SIDE

The client has selected their images

After publication, the client browses the selection and chooses the images they want. They can also leave a comment, rate each visual, and assign a colour to indicate their preferences. To request a retouch, they select “Annotate / zoom” and add remarks to the image.

The chosen image is marked as selected. The client can annotate it to explain a retouch request.
17

ADMIN SIDE

Choose what to do with the selection

On the admin side, review the selected images and the client’s comments.

  • Approve and start production (1)Creates a new series from the selected image or images.
  • Approve without starting productionRecords the client’s opinion without starting a new series.
Review the selected images and comments, then choose what happens next.
The card shows that the selection has been approved.
18

OPTIONAL · DOWNLOAD PAGE

Enable the download page

In the Downloads block, expand “Independent public page” and activate it. Approved service providers and other recipients can retrieve the deliverables using the public link, without a CUP invitation or account. Give the page a title, choose whether access is open to anyone with the link or protected by a code, then decide whether the header image uses the first delivered image automatically or a custom image. Copy the link shown and send it to authorized people. The link stays the same and the page updates as soon as a newly approved file is ready to download. The service provider or client can also subscribe to updates and receive an email when an image is ready to download. On the admin side, the subscriber list shows who receives these alerts. Disabling the Download page block automatically removes all subscriptions.

Expand the “Download page” panel to configure it.
Configure and save the page, then copy its link to share with the service provider or client.
On the provider’s side, approved HD files appear on the page as soon as they are ready to download.
The admin can review subscribers. Disabling the Download page block automatically removes all subscriptions.
19

CGI VARIANT

Add a variant to the CGI image

To composite our character into the CGI, open “Comments & Approval” and select the relevant series. Select “Add V3” to open the version stack. Drag the new image into “Choose files”, then add it. The variant appears as V3 above the previous versions.

Select the series and click “Add V3”.
Drop the variant image in the file area, then add it.
V3 appears in the stack, with V1 and V2 still available.
20

CLIENT FEEDBACK

Collect feedback on the variant

The client opens the latest version, V3 in this example, and annotates the image to describe the requested changes. Pins, drawings and comments stay linked to the visual, so the team can reply to each remark and use it to prepare the next retouch.

The client’s annotations and comments specify the retouches needed on V3.
21

ADMIN SIDE

Resolve feedback and continue production

Open the retouch view for the relevant series. Once you have made the corrections, mark the completed annotations as “Resolved” so it is clear which requests are done. Add a new variant if needed, then move the image to the next stage in the workflow.

Open the retouch view for the relevant series.
After making the correction, mark the feedback as “Resolved”.
Add a new variant, then move the image to the next workflow stage.
22

OPTIONAL · FILE SHARING

Share a WIP file with the client

If the client requests it, upload their “WIP” file to the shared space so they can work on their layout. The client can view and download it from their workspace. This working file is supplied by you; CUP does not create or produce it.

Upload the requested WIP file to the shared space.
The client finds the file in their workspace and can download it for their layout.
23

CLIENT SIDE

Approve the final image

When the image is ready, the client opens it and selects “Approve final render”. This confirms their approval of the displayed final version.

The client reviews the latest version before approving it.
They select “Approve final render” to confirm their approval.
24

ADMIN SIDE

Identify the image approved by the client

After the client approves the render, the series card displays a green “Approved by client” badge. This makes it easy to identify the approved image and continue tracking production.

The green badge confirms the client’s approval on the series card.
25

DELIVERY

Set the final image for delivery

Select the series to open its version stack. Choose the latest version — V4 in this example — then select “Set as final”. This becomes the final render offered for download. Then add the delivery files: the RGB and CMYK versions, plus a low-resolution version whose filename ends in “.web.jpg”.

Open the stack, choose the latest version and set it as final.
The final render is then offered for download.
Add the RGB and CMYK versions, then the low-resolution JPEG with the “.web.jpg” suffix.
Click “Add 3 files” to add the three files to the delivery.
All three files are present. The “WEB” icon confirms CUP recognized the low-resolution Web format variant.
Click “Deliver these 3 files to the client” to send the files to the client.
26

PRODUCTION SIDE · DELIVERY

Track downloads

After delivery, the production team can see the files sent to the client and the download count for each one. Web variants appear grouped with their related file.

The counter shows downloads for each delivered file.
27

DOWNLOAD PAGE

Update the available files

The download page includes the latest delivered files. In the admin block, keep the files you want the client to access checked and uncheck any files you do not want to share. The public page then reflects the files you have allowed.

Checked files are available to download; uncheck a file to remove it from the public page.
28

INVOICING SUPPORT

View the project report

In this example, the rates set in the calendar are €600 for an 8-hour day, €300 for a 4-hour half-day and €200 for 2 hours. The project records 2 days and 1 half-day, representing €1,500 of work, plus the €1,200 studio photography flat fee: the reference amount for preparing the invoice is therefore €2,700. From the project card, select “Report” to view the activity recorded in CUP and review the project’s progress.

Example rates: €600 per day, €300 per half-day and €200 for 2 hours.
Find the recorded time and flat fee on the project card.
Select “Report” to view the project’s activity in detail.
The report brings together production time, the amount breakdown and project history: creation, workflow stages, annotations and resolved feedback.
29

INVOICING SUPPORT · SUMMARY

Validate the summary and view the archives

At the bottom of the calendar, the summary shows each project’s working time, services and total amount. Check the information and, if everything is correct, select “Validate”. The card turns blue and the period is locked; additional hours will open a new card. In “Archives”, view summaries by month and client, together with details of each completed job. For Escapades Musicales, the validated period records 20 hours and €2,700. To prepare the invoice, select “Invoice”: CUP opens your invoicing software using the link saved under “Info” in the calendar.

Below the calendar, check each project’s time and amounts, then select “Validate”.
The blue card confirms that the period has been validated.
The archives collect validated periods and their details, with summaries for each month and client.
Select “Invoice” to open your invoicing software. Enter its link under “Info” in the calendar.
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