Everything we need to gather before client templates get imported into Niche Studio next week. Work through it client by client, tick things off as you go, and let ChatGPT, Claude or Codex do the heavy lifting.
Start here, because almost none of this needs doing by hand. Anywhere you have messy notes, screenshots, a website full of agent photos or a long list to tidy, hand it over and let it do the sorting. The prompts in section 6 are written and ready to paste.
| It can help you | How you would use it |
|---|---|
| Create folder structures | Give it the client name and template list, get back the full structure ready to create. |
| Clean up messy notes | Paste in whatever you scribbled during the client call and get an ordered summary. |
| Build template tables | Turn slide by slide notes into a table the developer can work straight from. |
| Read Canva screenshots and exports | Upload slide PNGs and ask it to pull out the checklist items, fields and layout notes. |
| Draft client questions | Get a short, polite list of exactly what is still needed, ready to send. |
| Create staff profile tables | Paste raw agent details in any format and get a clean, consistent table out. |
| Check a handover is complete | Run prompt 4 before sending and let it find the gaps for you. |
| Compare new requests to existing templates | Describe the new template and ask which of our existing interfaces is closest. |
| Prepare developer handover summaries | Run prompt 5 and save the output into the client folder. |
Codex can scrape a client's website or agent directory, pull down every profile photo and headshot, rename them consistently and save them straight into the right folder for you. Same goes for pulling agent names, titles, mobiles and emails off a team page into a table. Give it the agent directory URL and the folder path, and it will do the collecting while you get on with the template notes.
Always spot check what comes back. Photos sometimes come through at low resolution or with the wrong crop, and details get mismatched when a page has an unusual layout.
Always check names, numbers, emails and team names yourself. The tables come back looking neat and correct even when a detail has been guessed, so a quick read against the source is worth it every time.
The goal here is simple. We need every asset required to rebuild or adapt a client's Canva and social templates inside Niche Studio, gathered in one tidy place before the build starts.
Niche Studio can only reproduce what it has been given. If a font file is missing, the text will not sit right. If a background is only visible inside a Canva design and never exported, it cannot be pulled through. So the collecting stage is the part that makes or breaks the build, and it is worth being fussy about.
We do not build from scratch if an existing client template or interface can be reused. Most of our real estate clients share the same post types with different branding sitting on top. Before anyone plans a new build, check what we already have and note what can be adapted instead.
If a client has an odd setup that does not fit the structure, just make a note in the client's Notes.txt and send it through. Better to ask early than have it come up mid build. 🧶
Same structure for every client, no variations. Consistency is what lets the developer import quickly without asking where things are. Create one folder per client and repeat the Templates subfolder pattern for each post type.
Client Name/ Brand Guidelines/ Logos/ Fonts/ Staff Profiles/ Templates/ Just Listed/ Canva link.txt Slide exports/ # finished reference exports, one per platform aspect Background assets/ # every individual element saved on its own Notes.txt Just Sold/ For Lease/ Testimonials/ Home Opens/ Suburb Reports/ Scraping Sources/ Final Handover Summary/
Every template folder gets the same four items inside it: Canva link.txt, Slide exports, Background assets and Notes.txt. Only Just Listed is expanded above to save space, but Just Sold, For Lease, Testimonials, Home Opens and Suburb Reports all follow the same pattern.
We are on OneDrive at the moment, so build it there by default. If Google Drive is easier for you to work in, especially for the scraped photo folders and anything Codex is saving into, we can set the whole structure up in Drive instead. Your call, just let me know before you start so we only build it once.
Work through these per client. Tick as you collect. If something genuinely does not exist for that client, write "not available" in the Notes.txt rather than leaving it blank, so we know it was checked and not just missed.
A Canva link alone will not give us the fonts. We need the actual files, and we need every weight the template uses, not just the regular.
See the worked example at the bottom of this section. Flat exports of finished slides are reference only, they cannot be rebuilt from.
Codex can pull most of this off the client's agent directory for you, photos included.
Where agents work as a pair or a team, record the team name exactly as it should appear on the template. Kathy & Steve Team is the reference example, it never gets shortened or split into two names.
This is the part that matters most. We are not collecting documents or flattened slides, we are collecting the pieces the template is built from. Every element that sits on its own layer in Canva needs to come out as its own file.
The Just Sold pack is the reference to copy. Here is what came out of it and how each file was named.
The full pack also included the property photo that drops into each slide, saved one per slide, plus the finished agent slide and the price variants:
| File name | What it is | Size and format |
|---|---|---|
| agent-background.png | Agent slide background, element only | 2026 x 1350, transparent PNG |
| overlay.png | Gradient overlay, element only | 2026 x 1350, transparent PNG |
| replacement-photo-slide2.png | Property photo that drops into slide 2 | 2026 x 1350, PNG |
| replacement-photo-slide3.png | Property photo that drops into slide 3 | 2026 x 1350, PNG |
| replacement-photo-slide4.png | Property photo that drops into slide 4 | 2026 x 1350, PNG |
| ig-reference-template-with-sold-price.png | Finished Instagram slide, reference | 2026 x 1350, PNG |
| ig-reference-template-without-sold-price.png | Instagram variant with the price removed | 2026 x 1350, PNG |
| fb-reference-template-without-sold-price.png | Facebook aspect of the same design | 1080 x 1080, PNG |
| agent-slide-reference-template.png | Finished agent slide, reference | 2026 x 1350, PNG |
Name every file for what it actually is. Anything that comes through as 11.png or Untitled-3.png has to be opened and guessed at, and guessing is where the wrong overlay ends up on the wrong template.
Start the file name with the platform whenever the aspect differs, so ig- and fb-. If a file is a finished slide rather than an element, put reference in the name so nobody tries to build from it.
Before planning a new build, check whether the client or the template is close to something already in Niche Studio. A branding swap on an existing interface takes a fraction of the time a new build takes, and it keeps everything behaving consistently.
Fill one row per new client template. Copy the table into the client's Final Handover Summary folder.
| New client or template | Closest existing template | What can be reused | Required changes | New assets needed | Risks or unknowns |
|---|---|---|---|---|---|
| Add client here | Closest match | Layout, fields, flow | Colours, fonts, logo | Missing files | Anything unclear |
If the layout and the field structure match an existing template and only the branding differs, it is a reuse. If the number of slides, the field logic or the data source is different, it is a new build. When it sits somewhere in between, note both options in the Risks column and we will make the call together.
Six prompts to save you time. Click Copy prompt, paste it into ChatGPT, Claude or Codex, then swap the square bracket placeholders for the real details. Prompt 2 is the one that gives you the element export list. Keep the outputs in the client's Final Handover Summary folder.
Use this at the very start of a new client. It gives you a folder structure, a full file checklist, tables to fill in and a list of questions to ask the client.
I am preparing client brand and template assets for Niche Studio, our social media template generator. Please help me create a clean handover checklist and folder structure for this client. Client name: [CLIENT NAME] Templates needed: [List templates, e.g. Just Listed, Just Sold, For Lease, Testimonials, Home Opens] Platforms needed: [Instagram / Facebook / LinkedIn / Google Business] I need to collect: - Brand guidelines - Logo files - Font files - Canva template links - Canva slide exports - Background images - Overlay PNGs - Staff profiles - Headshots - Any scraping/source URLs - Notes about editable vs locked elements Before planning anything from scratch, check whether this client or a similar client already has an existing template/interface in Niche Studio. Existing template/interface references to compare against: - Harcourts Alliance - Harcourts Focus - Claire Bartlett - Stella McLean - Century 21 Jones Property Group - MVP Real Estate - Local Property Collective - Testimonials - Home Opens - Just Listed carousels - Just Sold carousels - For Lease carousels - Suburb Reports - Metricool export flow - Staff profile/client profile setup - Scraping/import flows Please give me: 1. A folder structure I should create 2. A checklist of exact files to collect 3. A table I can fill in for each template 4. A staff profile table I can fill in 5. A table comparing this request to existing templates that could be reused 6. A list of questions I should ask the client if anything is missing 7. A short handover summary format I can send to the developer
Use this once per template. It gives you the full export list: every element that needs saving on its own, what to call each file, which ones need transparency, and which aspects to repeat for Facebook.
I have a Canva template that needs to be rebuilt in Niche Studio, our template generator. I am not documenting it, I am pulling it apart. Every element that sits on its own layer needs to be saved as its own separate file so it can be reassembled. Flattened slide exports are reference only. Template name: [NAME] Client: [CLIENT] Post type: [Just Listed / Just Sold / For Lease / Testimonial / Home Opens / Suburb Report / Other] Platforms and aspects: [e.g. Instagram 1080x1350, Facebook 1080x1080] Number of slides: [NUMBER] Canva link: [LINK] Variants that exist: [e.g. with sold price and without sold price] Existing template it might be similar to: [OPTIONAL] Please give me an export list covering every slide, and for each element tell me: - What the element is (background, overlay, gradient, panel, watermark, cutout, logo, replacement photo) - The exact file name to use, lowercase with hyphens, describing what it is - The file format - Whether it needs a transparent background - The pixel size it should be exported at - Which slide or slides it belongs to - Whether it changes per platform aspect and therefore needs a separate file per platform Follow this naming pattern, taken from our Just Sold pack: - background.png, agent-background.png, overlay.png - replacement-photo-slide2.png - ig-reference-template-with-sold-price.png - fb-reference-template-without-sold-price.png Rules to apply: - Every overlay, gradient and watermark is saved alone as a transparent PNG - Every background is saved with nothing else on the canvas - Where the Facebook aspect differs from Instagram, export both as separate files - Where a variant exists, export each variant - Finished slides are exported too, but the word reference goes in the file name - No generic names like 11.png or Untitled-3.png Then give me a second table covering, per slide: - Slide purpose - Canvas size - Fonts and weights used - Text fields that need to stay editable - Text fields that should auto-fill - Images that need to be editable - Images that stay locked - Any special layout rules - Whether this slide could reuse an existing Niche Studio template Finish with a list of anything I still need to request from the client.
Paste in whatever the client has sent, however messy, and get back a clean table ready for Niche Studio.
Please turn the following staff information into a clean table for Niche Studio, our template generator. For each person or team, include: - Client - Profile/team name - Full name - Role/title - Mobile - Email - Headshot file name - Cutout file name if applicable - Profile URL - Templates they appear in - Notes If agents work as a team, include the team name exactly as it should appear in templates. Here is the raw information: [PASTE STAFF INFO]
Point Codex at the client's agent directory and let it collect every headshot, name, title, mobile and email, then save the images into your folder structure with consistent file names.
Please collect the staff profile assets for this client from their website. Client: [CLIENT NAME] Agent directory URL: [URL] Individual profile URLs if the directory does not list them all: [PASTE URLS] Save location: [FOLDER PATH, e.g. Client Name/Staff Profiles/] For every agent listed, please: 1. Download the profile photo or headshot at the highest resolution available 2. Save each image as firstname-lastname-headshot.png, all lowercase, hyphens instead of spaces 3. Note the image dimensions and whether the photo has a transparent background or a solid one 4. Collect full name, role/title, mobile, email and profile URL 5. Note any agents who work as a named team, and record the team name exactly as it appears Then give me: - A table of every agent with all fields, and a blank cell where a detail could not be found - A list of file names saved and where they were saved - A list of agents whose photo was low resolution, badly cropped or missing - A list of anything I need to request directly from the client
Run this before you hand anything over. It catches the gaps that would otherwise stall the build halfway through.
Please review this client template handover and tell me what is missing before I send it to the developer. Client: [CLIENT NAME] Assets collected: [PASTE LIST OR NOTES] Templates: [PASTE TEMPLATE LIST] Staff profiles: [PASTE STAFF INFO] Canva links: [PASTE LINKS] Please check for missing: - Font files - Logo variations - Brand colours - Background images - Overlays - Staff headshots/cutouts - Editable field notes - Platform sizes - Scraping/source URLs - Existing template/interface reuse opportunities Output: 1. Complete items 2. Missing items 3. Questions to ask the client 4. What can likely be reused from existing templates 5. What probably needs a new build
The last step. It turns your notes into the structured summary that goes into the Final Handover Summary folder and over to the developer.
Please turn these notes into a clear developer handover summary for importing a client template into Niche Studio, the Your Niche template generator. Client: [CLIENT NAME] Raw notes: [PASTE NOTES] Please structure the handover as: 1. Client overview 2. Templates required 3. Platforms required 4. Existing template/interface that can be reused 5. Assets supplied 6. Fonts supplied 7. Staff/profile data 8. Auto-fill fields 9. Editable fields 10. Scraping/import requirements 11. Metricool/export requirements 12. Missing items or risks 13. Recommended build order Keep it concise and practical.
Run through this per client before anything goes to the developer. If every box is ticked, it is ready to send.
Drop the client folder into the shared drive, send the handover summary through, and add a note on the board so we can see which clients are ready for import into Niche Studio. 🧡