Design and creative production: Inventory software for animation studios
Inventory software for animation studios that tracks visual assets, characters, backgrounds and licence files per production, with usage rights and who may reuse them.
Where stock drifts for animation studios.
An animation studio builds up a set of assets for each production: rigged characters, backgrounds, icons, fonts, music and sound effects. Some of it is your own work, some is bought under a licence that covers one project, one channel or a limited period. On a follow-up job someone wants to reuse a character, but it isn't clear which version is the latest or whether the client was given rights to it. In animation studios, music and fonts sometimes get used again without anyone checking whether the licence allows it. That's a risk for both the studio and the client.
Inventory software for animation studios
Example- 1
Register assets and licences
DoneEach asset gets a record with type, production, version and owner: the studio, the client or a third party.
- 2
Link use to a production
In progressWhen an asset is used in a production, the animator or producer links it to that production.
- 3
Track reuse and expiry
NextOn a follow-up job, the producer sees which characters and backgrounds from the previous production are available, and in which version.
From receipt to use.
Register assets and licences
Each asset gets a record with type, production, version and owner: the studio, the client or a third party. Purchased assets get their licence attached, with the terms for channel, region and duration. Licence files and proof of purchase are stored with the asset, so they can be found whenever someone asks about them.
Link use to a production
When an asset is used in a production, the animator or producer links it to that production. The system checks whether the licence allows it and warns when a channel or period falls outside the terms. At delivery, the producer can see which licences the client needs to know about.
Track reuse and expiry
On a follow-up job, the producer sees which characters and backgrounds from the previous production are available, and in which version. Licences that are about to expire are flagged, so a client knows that a film with that music can't stay online indefinitely. Anything that may no longer be used gets a clear status.
Alongside your purchasing and suppliers.
Assets currently sit in the studio's shared storage, in folders per production. Licences are in emails, purchase confirmations or a spreadsheet. We leave the files where they are and build a register that points to those folders. Animators keep working in their own software. The producer owns the register and the licence agreements; the client receives an overview at delivery of what they are allowed to use.
Shared library or per production
A studio library of reusable elements, such as generic icons or backgrounds, speeds up new productions. Assets made for a client usually belong to that production and can't simply be used elsewhere. The register makes that distinction visible, so the library only holds what is genuinely free to use.
Licences in the studio's or client's name
A licence in the studio's name is easy to arrange, but at delivery it has to be clear whether the client may keep using the film afterwards. A licence in the client's name gives them certainty, but needs an extra step. The choice depends on the licence terms and what the quote agreed.
Hand over source files or keep them
Some clients want the source files at delivery, including characters and project files. Others are happy with the final video. Handing them over gives the client freedom, but makes follow-up work less of a given. The register records per production what was agreed, what was handed over and on which date.
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Read the storyWhich stock we record.
The asset register is set up with owner, version and licence terms per production, and warns about use outside the licence. We fill it with the assets of a recent production and look together at an exception, such as a music track that would end up on a different channel in a new language version. A library of freely reusable elements and alerts for expiring licences are switched on later, once the register is filled.
View pricingSupport and updatesGood to know.
Explore pricing and optionsDo animators have to register every file?
No. The register covers the assets that matter: characters, backgrounds, purchased music, fonts and voices. Intermediate files and renders stay out of it. That keeps it workable and makes it obvious what needs registering and what doesn't, so nobody spends time on admin that adds nothing.
Can the system check whether a licence is still valid?
It checks against the terms entered at registration, such as end date, channel and region. It can't look up a supplier's terms by itself. When in doubt, the licence file stored with the asset is the source to go back to.
How do we handle characters the client owns?
They're registered with the client as owner. They're visible for that client's productions and not available for other projects. If you want to reuse them anyway, that has to be agreed with the client first, and the agreement is recorded with the asset.
What do we give the client at delivery?
An overview of the assets used, with owner and licence terms, plus the agreed files. The client then knows where they may use the film and until when. That prevents a problem with music or fonts surfacing months later in a campaign.
What often connects to this.
- Digital job cards for animation studiosDigital job cards for animation studios: a scene card per shot with the current storyboard version, feedback, file location and status, so everyone works from the same version.
- Website for animation studiosA website for animation studios that shows, per animation style and production type, what a client can expect, how a project runs and what a first conversation needs.
- Enquiry form for animation studiosAn enquiry form for animation studios that asks for script, desired length, audience, channel and deadline, so a production can be assessed and budgeted straight away.
Know what is really there.
Start with a short intake. Then we schedule a call to show the software with your services, team and way of working.
WhatsAppinfo@vorlyo.com Inventory software for animation studios: manage visual assets, characters and licence files per production, with usage rights and reuse clearly in view.
- Register assets and licences
- Link use to a production
- Track reuse and expiry