Zinc Media Group unifies operations with freispace
A modern facility scheduling platform delivering cross-site visibility, data integrity, and total workflow agility
Bumblebee, the post-production hub for the Zinc Media Group, manages a complex ecosystem of facilities spread across the UK. Tasked with servicing twelve businesses under the group umbrella alongside external clients, Bumblebee required a robust system to bridge the gap between disparate locations and disciplines. Following a period of rapid expansion and acquisition, the team required a more unified approach to managing resources and workflows across locations. By implementing freispace, Bumblebee established a single source of truth that connects London, Glasgow, and remote workflows into one seamless, cloud-native environment.
Achieved
✓Unified Scheduling: Eliminated data silos between London and Glasgow facilities
✓Instant Visibility: Reduced scheduling latency from hours (sometimes days) to real-time
✓Zero Onboarding Friction: “No PhD required” — intuitive UI adopted instantly by the team
✓Data Integrity: Eliminated double-bookings and manual errors inherent in spreadsheet management
✓Complete Cloud Access: VPN-free access for staff from any device, anywhere
Bumblebee Post Production at a Glance
Services 12 internal businesses within the Zinc Media Group plus external clients
Core facilities in London and Glasgow supporting group-wide outposts
Mix of long-form, short-form, animation, and commercial projects
Currently managing over 250 Staff, Suites and Resources across multiple locations
Managing around 60 concurrent Projects at any time
Escaping the “Double World” of Legacy Apps and Spreadsheets
Bumblebee historically operated across a combination of systems reflecting the needs of its short-form and long-form workflows. Short-form work was managed using a legacy on-premise application, while long-form projects and Glasgow operations were tracked in Excel.
As the business scaled, this created increasing complexity across locations. The legacy application required VPN access outside the office, while spreadsheets were managed separately for London and Glasgow, limiting real-time visibility across the wider operation.
“It became like a board meeting every time we wanted to move anything. If you updated a person on one tab, you had to rely on yourself to go and update the other. There was no single truth.”
This lack of a unified view made it harder to optimise resources across sites and respond quickly to production needs. The leadership team recognised that they needed to implement a more integrated, cloud-based platform that could support the next phase of growth.
The Solution
freispace — a single source of truth for multi-site operations
Bumblebee selected freispace to unify its operations. The decision was driven by the need for a modern, web-based platform that could be easily adopted across teams without extensive training.
“The key thing for me is that you don’t need a PhD in the software. It needs to be intuitive from the outset, so people can log in and get up to speed very quickly. That’s where freispace stood out.”
Instead of attempting a complex data migration from two systems, the team executed a “fresh start” strategy. They set a go-live date and rebuilt their resources, rooms, and kits from scratch within freispace. This clean slate approach ensured that the new system was configured for how they wanted to work, rather than how they used to work.
Key enablers of success:
Unified Dashboard: Visualizing both London and Glasgow facilities in one place with location-specific filtering.
Instant Conflict Detection: Real-time alerts when resources are double-booked, replacing guesswork with certainty.
Permissions-Based Access: Management has full control, while creative roles get a streamlined view to prevent accidental changes.
Mobile Accessibility: Producers can check status and availability on the go, removing the dependency on office-bound laptops or VPNs.
The Use Case
Operational Agility in Practice
With freispace, Bumblebee has moved from reactive logistics to proactive resource management. The transformation is most evident in three key areas:
Cross-Site Collaboration Previously, checking if a staff member in London was free required phone calls, emails, and checking multiple spreadsheets, a process that could take 24 hours to resolve. Today, that visibility is instant.
“I can find out within seconds who the producer is and speak to them personally. Before, if you wanted to move things, there was a latency in answers. Now, those decisions can be made in seconds.”
Resource Optimization The unified view allows Bumblebee to maximize internal talent utilization before turning to freelancers. If a facility is booked in London, schedulers can instantly see availability in Glasgow or identify internal staff who are free and willing to travel. This has led to significant cost savings and better workload balance across the group.
Workflow Precision The platform handles the complexity of multi-use rooms that switch between different operating systems (e.g., Avid on Windows, Premiere on Mac).
“The edit assistant can immediately see what’s required simply by reviewing the booking. It’s clear when a technical change is needed, without relying on manual notes or additional communication.”
The Results
From Fragmentation to Clarity
The implementation of freispace has fundamentally reshaped the culture and efficiency of Bumblebee.
Restored Confidence in Data: The team now operates with a high degree of confidence in the accuracy of schedules. “We don’t hear about the software anymore, which is the best feedback you can get,” says Strous.
Reduced Admin Time: Meetings that used to focus on the minutiae of schedules (who is where, what is booked) have been replaced by high-level strategic discussions. “We don’t have to talk as much about the schedule anymore,” says Culora. “We can talk about more important things.”
Enhanced Client Experience: Clients receive answers instantly regarding availability and delivery status, projecting a more professional and responsive image.
Scalability: The system supports ongoing growth, accommodating Zinc Media Group’s diverse portfolio without adding operational complexity.
“The interface is intuitive and easy to adopt,” concludes Culora. “Teams can get up and running quickly without extensive training, which has made a noticeable difference to overall productivity.”
Looking Ahead
Bumblebee continues to refine its partnership with freispace. Future initiatives include utilizing API integrations to synchronize HR data directly into the scheduling system, and deeper utilization of reporting tools to analyse the balance between physical facility bookings and remote work.
With a modern foundation in place, Bumblebee is positioned to scale alongside the Zinc Media Group, ensuring that logistics never hinder creativity.
About Bumblebee
Bumblebee is the in-house post-production arm for the Zinc Media Group, providing end-to-end services. With core facilities in London and Glasgow, it supports both on-site and remote workflows across a wide range of long-form and short-form commercial projects.
Bumblebee also provides kit hire services, offering a joined-up solution from shoot through to final delivery.
About freispace
freispace is a leading provider of modern scheduling and resource management software, designed to bring clarity and efficiency to complex production environments.
