Automation Systems Architect Needed for Pilot

# Automation Systems Architect Needed — Audit, Build & Test Lean Media Automation Pilot I am seeking an experienced **Automation Systems Architect / Workflow Automation Engineer** to audit an existing automation setup and then **build, test, and hand off a functioning end-to-end pilot automation system** for a media, publishing, and membership operation. This is **not** a social media management position and is not primarily a website-development project. I need someone experienced with tools such as **n8n, Make.com, Zapier, APIs, webhooks, content automation, email/CRM automation, analytics, and workflow architecture** who can evaluate what currently exists, retain anything useful, correct what is not working, and build the most efficient system possible. ## Important: Pilot Budget This is a **lean pilot project with a limited budget**. **Total fixed budget: $300–$350 maximum.** This budget is intended to cover the complete pilot engagement: * Existing-system audit * Recommended architecture * Building the core automation system * Testing with real content * Basic documentation and handoff Please do not apply if your minimum project budget substantially exceeds this range. I understand that every possible feature may not fit within this pilot budget. I am looking for the **simplest, most efficient working system**, not an unnecessarily complex enterprise build. If certain steps must remain manual because of technical or platform limitations, that is completely acceptable. The goal is to automate repetitive work where automation is practical, reliable, and economical. # Current Operation The operation includes: * Long-form video programming * Separate finished audio programming * An online radio station using Radio.co * Social media distribution * An online multimedia library using SupaPass * Books and other written publications * Articles * Video and audio content * Paid/member content * Email audience development * Memberships * Individual product/book purchases * Analytics and conversion tracking My role should primarily be to: **Create the content → approve the content → place it into the system.** I want the system to handle as much of the repetitive processing, repurposing, distribution, audience capture, communication, and reporting as technically and financially practical. # Core System I Need Built ## 1. Content Intake I want approved master content placed into a designated location, preferably Dropbox or another intake system you recommend. My video and audio masters are already produced as **separate files**. The system should initiate the appropriate workflow based on the content being submitted. ## 2. Video Automation Workflow My desired video workflow is: **Approved Master Video** → Dropbox / Designated Intake Folder → OpusClip → AI-Generated Short-Form Clips → **Owner Approval Checkpoint** → Approved Clips Scheduled/Distributed to Social Platforms Target platforms include: * YouTube / YouTube Shorts * Instagram * TikTok * LinkedIn * Facebook where appropriate ### Owner Approval Is Important I do **not** want every AI-generated clip automatically published. I want OpusClip to generate potential clips, allow me to review and approve the clips I want released, and then have the system automate as much of the remaining scheduling and distribution process as possible. The goal is: **AI generates → I approve → system distributes.** ## 3. Audio / Radio Automation Workflow My programming already includes finished audio masters, typically MP3 files. There is **no need to extract audio from the video master**. The desired workflow is: **Approved Audio Master** → Dropbox / Designated Audio Folder → Automated Transfer Where Technically Possible → Radio.co → Tagging / Organization / Programming Workflow I want you to determine how much of the Radio.co ingestion, tagging, scheduling, and programming process can reasonably be automated. If certain Radio.co functions must remain manual, clearly identify those functions. ## 4. Audience & Email Funnel The purpose of the automation is not simply to generate social-media views. The content should support a measurable audience-development funnel. Conceptually: **Social Content / Radio Programming** → Call-to-Action → Email Capture → Email Communications / Notifications → Online Multimedia Library Using SupaPass → Membership or Individual Product/Book Purchase The objective is to turn audience attention into measurable: * Email leads * Library users * Members * Customers * Revenue ## 5. SupaPass Online Library SupaPass is currently being used as the online multimedia library. The library may contain: * Books * Articles * Video * Audio * Programming * Other member-only or individually purchased content I understand that publishing finished content directly into SupaPass may need to remain manual if its integrations do not currently support automated content uploads. That is acceptable. I am **not interested in changing platforms simply to achieve “100% automation.”** The system needs to fit the actual business operation. If SupaPass remains the appropriate library platform and uploading content is one of the few necessary manual steps, that is acceptable. ## 6. Email Automation Mailchimp is currently being used for email marketing. The system should support email capture and automated communication such as: * Welcome emails * Programming notifications * New-content notifications * Library promotions * Book/product announcements * Membership opportunities I am open to another economical email solution if you can demonstrate that it integrates significantly better with the overall system. However, replacing existing platforms should only be recommended when there is a clear technical or financial reason to do so. ## 7. Analytics & Reporting I need a simple reporting system that can eventually help me track: * New email leads * Lead sources * Online library registrations * Paid memberships * Individual purchases * Revenue * Conversion rates * Social/content performance * Radio audience information where available * Monthly growth This does **not** need to be an expensive enterprise analytics system. An economical solution using tools such as: * Google Sheets * Looker Studio * Airtable * Google Analytics * Platform APIs * Another appropriate reporting tool may be sufficient. The important part is that the information can be captured reliably and reviewed over time. The purpose is to begin generating measurable performance data that can support business planning, growth decisions, and potential future investment materials. # Existing Technology Stack The current ecosystem includes or may include: * Dropbox * OpusClip * Radio.co * SupaPass * Mailchimp * WordPress * Stripe * YouTube * Instagram * Facebook / Meta Business Suite * TikTok * LinkedIn * Google Analytics / Google Tag Manager * Zapier I am open to solutions involving: * n8n * Make.com * Zapier * APIs * Webhooks * Lightweight custom code * A hybrid architecture I do **not** want the system forced into Zapier or any other particular platform simply because it has previously been used. I want the engineer to recommend the **most reliable, economical, and maintainable solution** for this pilot. # Project Milestones ## Milestone 1 — Existing-System Audit An automation setup has already been started by another contractor. Before rebuilding anything, I want you to inspect the existing environment and determine: * What currently exists * What actually functions * What has only been configured * What has actually been tested * What is incomplete * What is blocked * What is technically incorrect * What can be retained * What should be rebuilt * What can realistically be automated I will provide the existing contractor's architecture/report for comparison. Where the platforms retain the information, I would also like you to review available: * Workflow history * Configuration/activity history * Creation or modification dates * Test/run history * Other relevant technical evidence The purpose is **not to criticize the previous contractor**. The purpose is to understand what already exists so that time and money are not wasted rebuilding usable work. **Important: The audit is only the first milestone. I am hiring someone to actually build the system as well.** ## Milestone 2 — Architecture & Build After reviewing the existing setup, recommend the most efficient architecture and then **build the core pilot automation system**. Priority should be placed on functioning workflows rather than lengthy reports. The architecture should address: * Content intake * Video workflow * Audio/Radio.co workflow * Owner approval checkpoint * Social distribution * Email capture * Audience funnel * SupaPass conversion path * Basic analytics/reporting * Error handling/failure notifications where appropriate * Automated versus manual responsibilities I want the system implemented—not simply diagrammed. ## Milestone 3 — Real-World Testing Use at least **one actual video/audio program** to test the system. I want to see what happens from the moment approved content is submitted through the automated portions of the workflow. Testing should demonstrate that the system functions with **real content**, not simply that accounts are connected. Where something cannot be completed because a paid platform upgrade or external approval is required, clearly demonstrate what has been completed up to that point and explain exactly what remains. ## Milestone 4 — Documentation & Handoff At completion, clearly identify: * What is fully automated * What is semi-automated * What remains manual * Any required paid-platform upgrades * Known platform limitations * How to operate the system * How to identify when an automation fails * What could be expanded later Please provide basic written documentation and/or a Loom walkthrough explaining the workflow. I want to be able to understand and operate the system after the engagement is complete. # Total Project Budget **$300–$350 fixed-price maximum for the complete pilot engagement.** This total includes: **Audit + Architecture + Build + Testing + Handoff** When applying, please explain how you would divide the budget between the milestones and what you can realistically accomplish within this range. Please **do not submit a proposal for an audit alone** if completing the resulting build would require a substantially larger separate contract. I am specifically hiring someone to: **Audit what exists → design the appropriate solution → build it → test it → hand it over.** If every desired feature cannot reasonably be completed within $350, please be transparent. Tell me: 1. What you would prioritize 2. What functioning system you can deliver within the budget 3. What should remain manual 4. What should be deferred to a later phase 5. Any additional platform costs I should expect I would rather have a **smaller automation system that genuinely works** than a large architecture that exists only on paper. # Definition of Success My long-term operational goal is simple: **I create and approve the content. The system handles as much of the repetitive operational work as technically and financially practical.** At the conclusion of this pilot, I want to have: 1. A verified understanding of the existing setup 2. A technically sound and cost-efficient architecture 3. A **functioning automation system** 4. At least one real program tested through the system 5. An owner-approval checkpoint before AI-generated clips are publicly distributed 6. A functioning video automation workflow 7. A functioning or appropriately automated Radio.co workflow 8. A clear email/audience funnel leading to the SupaPass online library 9. Basic measurable reporting 10. Documentation showing me how to operate the system # Potential Ongoing Paid Work Successful completion of this pilot may lead to **additional paid work**. Once the system is built and successfully tested, I may need ongoing assistance with areas such as: * Maintaining the automation workflows * Troubleshooting integrations * Monitoring system failures * Improving or expanding existing automations * Adding future platforms or workflows * Analytics/reporting improvements * Radio.co scheduling and programming * Radio station operational support * Other content-distribution automation * General system maintenance Experience with **Radio.co programming, station scheduling, and operations is a plus**, but it is not required for the initial automation build. Any ongoing responsibilities, schedule, scope, and compensation would be discussed separately **after successful completion of this pilot project**. The immediate priority is to build a reliable system that I can operate and own. Future opportunities would depend on performance, reliability, communication, technical ability, and the ongoing needs of the operation. # When Applying Please briefly answer the following: 1. **Can you audit AND build a functioning pilot system within a total fixed budget of $300–$350?** 2. What would you prioritize within this budget? 3. How would you divide the project into milestones? 4. Which automation platform or combination would you initially consider and why? 5. How would you implement an owner approval checkpoint between OpusClip generation and public social-media distribution? 6. How would you approach automating Radio.co using finished audio files? 7. How would you handle a platform that does not provide the native automation action you need? 8. How would you determine what a previous contractor has already built before rebuilding anything? 9. Please provide one or two examples of similar multi-platform automation systems you have built. 10. Are you also experienced or interested in ongoing workflow maintenance and/or Radio.co scheduling and programming after the pilot? I am specifically looking for someone who can **audit the existing environment, architect the solution, actually build the functioning system, test it with real content, and hand over an operational workflow**. I am **not** looking for recurring manual social-media posting or an architecture report without implementation.