Management for agencies running five clients at once
Isolated workspaces per client, time tracked on the task itself, request intake through public forms, and metrics that tell you whether the contract is healthy.
Agencies have a problem in-house teams do not: the same people serve different operations, with different contracts, deadlines and stakeholders, and they need to know what each one cost. Generic tools solve the first half and ignore the second.
The classic result is the parallel hours spreadsheet, always out of date, always filled from memory on Friday, and always the basis for an uncomfortable profitability conversation two months later.
One workspace per client
Each workspace runs in an isolated environment. Business includes 10 workspaces; Enterprise is unlimited.
Hours where the work happens
A timer built into the task. Tracking stops depending on someone remembering at the end of the week.
Briefs without an inbox
Public forms with conditional fields and captcha: the client fills it in, and the request lands straight in the team's collection.
Visible profitability
Dashboards with period filters read hours and deliverables from the workspace itself, with no exports.
Separating clients without multiplying tools
Workspace separation handles what worries agencies most: isolation. Each environment is independent, so one client's material never touches another's, including when the two are competitors.
The team still has one login. What changes is the context they enter, not the tool they have to open.
- Free: 1 workspace, good for testing with one client before moving the operation.
- Pro: 3 workspaces and 50 GB, plus video and real-time features.
- Business: 10 workspaces, 200 GB and access to the public API.
- Enterprise: unlimited workspaces and 1 TB or more.
Intake stops being the bottleneck
Much of an agency's chaos starts at the intake channel: a request by chat, a brief by email, an adjustment in a document comment. None of that becomes a task on its own, and someone spends half a day transcribing.
Public forms close that door: any collection becomes a publishable form, with a simple or advanced wizard, conditional fields and built-in captcha. The client needs no account, and what they submit enters the collection already in the shape the team uses.
From scope to the renewal conversation
When renewal comes around, the question is always the same: did this contract pay off? Answering that from perception is how agencies lose margin without noticing.
With the timer feeding the data and dashboards reading the workspace itself, the answer is a period filter. And the history of time per deliverable type improves the next proposal, which gets priced from data instead of optimism.
Frequently asked questions
- Can I give a client access without them seeing other clients?
- Yes, separation is by workspace, and each one runs in an isolated environment. For cases where you would rather grant no access at all, public forms let clients submit requests through a link, with no account and without entering the workspace.
- How do I track hours per client and per project?
- The timer sits on the task itself, and the task belongs to the client's collection. Because tracking happens where the work happens, it tends to be more faithful than a timesheet filled in later. Dashboards consolidate by period, and the public API (from Business up) lets you push that data into your billing system.
- Does it work for a small agency of three or four people?
- It does. Billing is per active seat with no minimum bundle, and the free plan is permanent, you can start with a single client and grow as the operation justifies. Small agencies usually feel the benefit faster, because they have nobody dedicated to administering tools.
- What about heavy creative files?
- Storage follows the plan: 50 GB on Pro, 200 GB on Business and 1 TB or more on Enterprise. For material that already lives in Google Drive, the App Store ships a two-way integration, so the file stays where it is instead of becoming a diverging copy.
Keep reading
- Project management without scattering the work across five toolsKanban, Gantt scheduling, dependencies, dashboards and the project inbox in one place. Workspacefy brings together what normally takes four separate subscriptions.
- A monday.com alternative for teams tired of paying for empty seatsmonday.com is a capable Work OS. The friction is usually commercial: minimum seat bundles, features that only appear one tier up, and a bill growing faster than the team.
- Task management your team keeps updated because it pays offKanban with WIP limits, checklists, timer and due dates. The same list becomes a table, a calendar or a timeline as the question changes.
- What Workspacefy is forThe same workspace solves very different problems depending on who sits in the chair. These pages show how, without the marketing detour.
Set up your first client's workspace today
Five minutes, no credit card. Run one client in parallel and compare it with your current process before moving the rest.
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