Wherever an agency and a client work together.
Ongoing or one-off, strategic or hands-on, these are the situations AgencyOS was built for. Here’s what changes in each of them.
Running a retainer
Ongoing work for one client, agreed month by month: maintenance, content, support.
Requests trickle onto the board all month long. Every hour is logged on the item it was spent on, and the customer’s overview shows your team this month’s hours, split into client work and internal. You can compare that against the hours you agreed whenever you like.
- 1The client files requests on their board
- 2Your team tracks time on each item
- 3The month’s hours sit on the customer overview, for your eyes only
Checkout is on staging — please try a SEPA order.
A fixed-scope project
A relaunch, a new app, a building phase: a defined scope and a date to hit.
Set up the project with columns that match how you actually work, give each item the estimate you share with the client, with your internal estimate beside it, and keep the spec next to the work. Your client follows the progress on their overview, without having to ask.
- 1Columns for your process, each mapped to one of seven stages
- 2Every item estimated for the client, with your internal estimate alongside
- 3The client follows along on their overview
Discovery and workshops
Research, workshops and strategy work, where the result is insight rather than a list of tasks.
Each workshop becomes a page with the findings, tables, photos and a diagram of the journey. The client’s team comments on the passage they see differently, and the next steps turn into work items on the board.
- 1Findings written up as a shared page
- 2Stakeholders comment passage by passage
- 3Next steps become work items
Workshop 2 — findings
Eleven interviews, three patterns. Customers look for their meter reading first, and only then for the bill.
Does this hold for business customers too?
Partly — we test that in round 2.
Their IT team was quiet; invite them next time.
Bug reports and QA
A site in testing or in production, and a client who keeps finding things.
The client files each bug as a request in the project and attaches screenshots to the item. Questions are cleared up in the comments, and your team’s internal notes stay invisible to them. Pin, a widget for marking problems right on their own website, is planned but not available yet.
- 1The client files the bug as a request
- 2Screenshots and questions sit on the item
- 3They follow the fix on the board
Nothing happens on the second click — I expected the mandate form.
SendWorking with freelancers
Extra hands on some projects, without opening up the whole agency.
A freelancer sees only the projects you assign them, reads the specs for those, and logs their own time. Your other customers, everyone else’s hours and the feed stay invisible to them, and they can’t create items, comment or upload files.
- 1Invite them to named projects only
- 2They read the board and the pages of those projects
- 3They log and see their own hours
Onboarding a new client
A new customer, and contacts who have never used a client portal before.
Create the customer with its first project. The agency owner then invites each contact, either as client admin for all projects or as a member of named projects. Later they can also sign in with a link from their inbox, so there’s no password to remember, and they land on their own overview in English, German or French.
- 1Invite each contact with the right role
- 2They can also sign in with a link from their inbox
- 3They land on their overview, in their language
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Sign inRecognize your week in one of these?
We set up your workspace together, around the use case that matters most to you, and move your current projects over.