Photo & Model Release Tracker

The problem this kills

You shot a launch event, a customer testimonial, a team headshot session. Months later marketing wants to reuse one of those images in an ad. Now the scramble starts: Did that person sign a release? Where is the PDF? Did it cover paid advertising, or just the blog? Has it expired? Is the property owner okay with their storefront in the shot?

Most teams "track" this in a folder of scanned forms and a spreadsheet that nobody trusts. The result is the worst kind of risk: you publish an image, and you genuinely don't know whether you had the right to. One angry signer or one expired release can mean a takedown, a legal letter, or a yanked campaign.

This tool makes the safe answer the easy answer. Every asset that features a person is linked to its signed release, the scope and expiry are checked automatically, and nothing is marked "cleared to publish" until a human has reviewed the match and approved it.

What you'll build

A private web app for your brand and content team:

• An asset library of every photo and video, imported from a spreadsheet or uploaded directly.
• A release vault that stores the actual signed release files (model releases and property releases), with signer, signing date, allowed-use scope, and expiry.
• A matching screen where the tool suggests which release covers which asset, and an admin confirms the pairing.
• Coverage flags that catch the dangerous cases: assets with no release, releases that have expired, and uses that fall outside what the release actually permits.
• A human approval gate: an admin reviews each match and sets the "cleared to publish" status. Assets without a valid, in-scope, unexpired release stay blocked.
• A release-coverage CSV export so you can report on exactly what is and isn't cleared.

What's inside the Implementation Plan

The plan is a single file you paste into an AI coding agent (Claude Code), and it builds the tool with you step by step.

It opens by interviewing you about your business - how you shoot and tag assets, what your release forms actually say, how you name files, your typical and peak volumes, and your messy edge cases (minors, crowd shots, expired releases, releases that only cover certain channels). It reflects a short tailored spec back to you and waits for your thumbs-up before building anything. This is the difference between a generic template and a tool that fits how your team really works.

From there it walks through accounts, the data model shaped by your answers, login, the import, the matching and flagging logic, the approval gate, email alerts for upcoming expiries, and the export - each step ending in a ready-to-paste prompt.

The governance it includes (this is the point)

This isn't a toy. The plan bakes in the controls that make it safe to trust:

• Login so only your team can open the tool.
• Row-level security so each organization only ever sees its own assets and releases.
• A complete audit trail - who matched what, who approved, and when.
• A hard human-in-the-loop approval gate - the tool drafts the match and flags the risks; a person reviews and approves before anything is marked cleared to publish.
• Duplicate guards so the same asset-to-release pairing can't be entered twice.

Who it's for

Brand and content operations teams, event marketers, and anyone who photographs or films real people and has to prove they had permission to publish. If you've ever frozen before reusing a photo because you couldn't find the release, this is for you.

You've got this - paste the first prompt and let the agent interview you.