Agency workspace setup: one space per client

Who this setup is for

Design, marketing, development and creative agencies that run work for several clients at once. It suits teams of three to fifty people who want each client's work, conversation, files and hours in one place.

This page is a written setup: you create the spaces and lists yourself, and it takes a few minutes per client.

Spaces to create

For larger clients, create one space per engagement instead of one per client.

Modules to turn on

The Client type starts with Tasks, Schedule, Posts and Activity, with Pulse always on. In each client space, open Edit space and also turn on:

• Board for production work
• Docs & Files for briefs and deliverables
• Timesheet if you bill by the hour or track effort

Board columns

Brief, In progress, Internal review, Client review, Approved, Done. Set a card limit on In progress if the team tends to start too much at once. Use labels for the type of work (Design, Copy, Dev) and priority for urgency.

Task lists and example to-dos

• Onboarding: "Send welcome post", "Collect brand assets", "Invite client contacts as guests"
• Account admin: "Monthly report to client" (repeats monthly), "Review hours before month end" (repeats monthly)
• Requests: one to-do per ad hoc client request; use "Send to board" when it becomes real production work

Docs and folders

In Docs & Files, create folders for Brief & contracts, Brand assets, Deliverables and Meeting notes. Upload new rounds of a design as new versions of the same file, so the latest is always on top.

Schedule

Add a recurring weekly client check-in, and put launch dates and presentation meetings on the space Schedule. Card due dates appear there too. If you have a meeting room, pick it on the event.

Pulse and Posts

Use Pulse for day-to-day conversation with the client's team, with a thread per topic. Use Posts for the weekly status update and for decisions the client needs to read, and pin the post that explains how you work together.

Invite client contacts as guests. They see only their own space and only items marked "Guest"; the rest stays internal. The client talks with you in Guest Pulse, and the Timesheet is hidden from guests by default.

Timesheet

Ask the team to log time daily against the card or to-do, marked billable or non-billable. The account lead approves each week, and hours export to CSV for invoicing. See time tracking and billing.

Optional board Rules

• When a card enters Client review, assign the account lead.
• When a card enters Done, mark it complete.
• When a checklist is done, move the card to Internal review.

Keeping the workspace tidy

Agencies accumulate spaces quickly, so a little upkeep keeps the workspace usable. Pin up to five spaces for the clients you work on most, and reorder the rest so active accounts sit at the top. At the end of each month, use the board archive to clear finished cards out of Done; archived work is kept and can be restored. When an engagement ends, archive the client's space rather than deleting it, so the history, files and hours stay available if the client returns. Ask Emit in a space to "Catch me up on this space" before a client call.

Try it

The agencies solution page explains the thinking behind this setup, and client management covers the guest model in depth. Emitii is invite-only: request access, or try a live demo from the Emitii home page to see a marketing agency workspace before you set up your own.