Brand Management Department System
A team that protects and develops the company's identity and governs its use across all materials and departments.
Guardian of the brand: documented guidelines, up-to-date assets, and usage requests reviewed before any material goes out.
No credit card required — your project is set up with the full system in under a minute
This is the system board as you'll receive it: workflow columns and starter cards showing the first steps
How does work flow in this system?
The system revolves around protecting the brand from distortion: in the “Guidelines” column, cards manage building and updating the brand book; in “Assets,” final identity files — logos, fonts, templates — are prepared and uploaded to cards so everyone takes them from a single source rather than old messages. Any department that needs to use assets or produce new material raises a card in “Usage Requests” explaining the context of use; the brand team reviews it in “Review” to confirm the application matches the guidelines, and any gaps or recurring questions that surface become an “Updates” card for the guidelines or assets.
Chat is for quick answers to departments' daily questions: Is this usage allowed? Where do I find the approved version? The Forum is the official reference: guideline updates are announced there with their rationale, exception decisions are documented to become precedent, and detected brand violations are presented with the correct approach as a learning record.
Information flows like this: the requester raises the card and receives the answer on it, the brand manager or designer reviews and approves or returns with specific notes, and new guideline updates are announced in the Forum so everyone knows. This way no outdated logo version gets used and no department is surprised by a change that never reached it.
Who does what?
The operational roles in this system and each role's responsibility in daily work — assign them to your team as-is or adapt them to your reality.
Brand Manager
Owns the brand book and approves its updates, reviews sensitive usage requests, decides exceptions, and documents them in the Forum.
Designers
Prepare and update final assets in the “Assets” column and review brand applications in materials submitted by departments.
Usage Request Coordinator
Receives department requests, answers and routes them for review, follows up on their timely closure, and spots recurring questions.
Department Representatives
Submit their requests as cards stating the context of use, and stick to approved asset versions only.
What's prepared for you from day one?
System units
- Tasks — A kanban board with workflow columns and execution cards
- Chat — The team's fast daily coordination channel
- Forum — Documented discussions in organized sections — decisions and knowledge that never get lost
Forum sections (4)
- Brand Guidelines & UpdatesEvery brand book update is announced here with its rationale — the official reference consulted before any use.
- Exceptions & DecisionsUnusual usage requests and what was decided on them — a documented precedent for similar cases.
- Brand ViolationsDetected cases of incorrect usage with the right correction — educational documentation that prevents repeat violations.
- Brand DevelopmentProposals to develop identity elements or add new assets the business needs — studied and turned into update cards.
«Working Rules for This System» — Pinned in the forum
1. Assets are taken only from the “Assets” column — files circulating in messages or on personal devices are off-limits. 2. Any material going out in the company's name passes through a “Usage Requests” card and is reviewed before publication. 3. Exception decisions are documented in the “Exceptions & Decisions” forum section — no verbal exceptions. 4. A guideline update is approved only with an announcement in “Brand Guidelines & Updates” stating the reason. 5. A detected brand violation is documented with its correction in the Forum within one week of detection.
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