Agency Client & Project Management

Agencies juggle multiple clients, tight deadlines, and constantly shifting priorities. One week you're launching a rebrand for Client A, the next you're putting out fires for Client B while onboarding Client C. Traditional tools force you to scatter work across separate boards, losing the big picture and burning time switching contexts. You need agency project management that keeps all clients visible while maintaining confidentiality.

t0ggles is built for the agency workflow: manage all your clients on a single board with color-coded projects, give stakeholders controlled access to only their work, and present deliverables professionally with custom domains - all for $5/user/month with every feature included.

#The Challenge: Why Agencies Need Better Tools

Agency work is fundamentally different from in-house product development. The tools built for software teams or enterprise organizations don't fit the agency reality:

You manage multiple clients simultaneously. A typical agency has 5-15 active clients at any time, each with their own projects, deadlines, and stakeholders. Switching between separate boards for each client wastes hours every week and makes it impossible to see your team's true workload.

Clients need visibility - but not too much. Stakeholders want to see progress on their projects, but they shouldn't see other clients' work or your internal pricing discussions. Most tools make you choose between transparency and confidentiality.

Scope creep is constant. "Can we just add one more thing?" turns into hours of untracked work. Without clear task tracking and change history, scope discussions become he-said-she-said arguments.

Your team is stretched thin. Designers, developers, and project managers often work across multiple accounts. You need to see who's overloaded before burnout happens, not after.

#How t0ggles Helps Agencies Thrive

#Multi-Project Boards: All Clients In One View

The signature t0ggles feature for agencies is multi-project boards. Instead of creating separate boards for each client, you manage all active projects on a single board with color-coded projects.

Client A's website redesign sits next to Client B's social campaign and Client C's brand guidelines - all visible in one Kanban view. You see the full picture: what's in progress, what's blocked, what's shipping this week across your entire book of business.

Need to focus on one client? One click on Focus Mode filters the board to that project alone. Present to the client in a clean, single-project view, then zoom back out to manage your portfolio.

This eliminates the tab-switching tax that kills agency productivity. Your project managers see everything. Your team knows their priorities. Your clients get focused attention.

#Guest Users: Client Access Without The Risk

Agencies need to show clients their work without exposing internal operations. t0ggles' guest user feature solves this perfectly.

Invite clients as guest users with project-specific access control. They see only their projects - tasks, comments, files, and progress. They can add comments, react to updates, and stay informed without seeing other clients' work or your internal notes.

No more screenshot updates. No more weekly status emails that nobody reads. Clients log in, see real-time progress, and feel connected to the work. It's transparency that builds trust without creating liability.

#Custom Domains: Present Work Professionally

For client-facing deliverables, appearance matters. t0ggles lets you host public boards on custom domains - projects.youragency.com or client-name.youragency.com.

Use this for public roadmaps, project status pages, or deliverable tracking that clients can share with their stakeholders. It's a branded experience that reinforces your professionalism, not a generic tool URL that looks like an afterthought.

#AI Task Creation: Capture Client Requests Instantly

Client calls generate tasks constantly. "We need to update the hero image. Can you add social sharing? The CEO wants to review the deck before Thursday."

Instead of scrambling to capture everything, type natural language into t0ggles' AI task creation:

"Update homepage hero with new product shot, add social sharing buttons to blog posts, schedule CEO deck review for Wednesday. All for Acme Corp, assign to design team."

The AI creates structured tasks with projects, assignees, and due dates. No forms, no dropdowns, no forgetting half the requests by the time you get back to your desk.

#Full Change History: Win Scope Discussions

Scope creep kills agency margins. When clients claim "we always asked for that feature," you need documentation - not he-said-she-said.

t0ggles maintains full change history for every task: who created it, who modified it, what changed, and when. Every comment, status change, and edit is logged with timestamps and user attribution.

When scope discussions happen, you have receipts. The original task description, the date it was added, who approved it - everything documented automatically. This protects both parties and keeps projects on track.

#Board Reports: Spot Overload Before Burnout

Agency teams spread thin across multiple clients. Without visibility into workload, you discover problems when deadlines slip or people quit.

t0ggles' board reports show task distribution across team members and projects. See who's overloaded, which clients demand the most resources, and where bottlenecks form. Completion rates and velocity metrics help you predict capacity and quote accurately.

Export reports to CSV or PDF for internal reviews, client reporting, or resourcing discussions. Data-driven decisions replace gut feelings.

#Task Dependencies: Coordinate Complex Deliverables

Agency projects involve sequential work: strategy before design, design before development, development before QA, QA before launch. Miss one handoff and the whole timeline slips.

Task dependencies in t0ggles define these relationships explicitly. Mark tasks as predecessors or successors, add lag days for buffer time, and visualize the critical path in Gantt view.

When the client asks "what happens if we delay the content delivery?" you can show them exactly how it impacts the launch date. No more napkin math.

#Agency Workflows In t0ggles

#Multi-Client Account Management

Create a single board for all active clients. Each client gets a project with their brand color. Standard statuses work across all projects: Backlog, In Progress, Review, Client Approval, Done.

Daily standup? Filter to "In Progress" across all projects and see exactly what your team is working on. Client call? Focus Mode on their project for a clean view. Resource planning? List view shows all tasks in a dense, sortable format.

Guest users give each client access to their project only. They see their tasks, add comments, and track progress without seeing your other work.

#Website Launch Campaign

For a complex deliverable like a website launch, create a dedicated project with comprehensive task breakdown: discovery, wireframes, design concepts, development sprints, content migration, QA, launch, post-launch support.

Use task dependencies to enforce the sequence: design approval gates development start, content completion gates final review. Gantt view shows the critical path and reveals schedule risks early.

Board automations handle repetitive updates: auto-assign tasks when moved to development, notify the PM when anything hits "Blocked," update due dates when upstream tasks complete late.

The client sees a professional project timeline on their custom domain. Your team sees the operational detail they need to execute.

#Retainer Management

Retainer clients need ongoing task tracking without formal project structures. Create a project per retainer client, use tags for task categories (Support, Content, Updates, Strategy), and track hours with custom properties.

Monthly reporting pulls directly from t0ggles: tasks completed, time invested, categories of work. No separate time tracking tool, no manual report assembly.

Public task submissions let retainer clients submit requests directly. They fill out a simple form, you review and prioritize, they see progress as you work. It's responsive service without email chaos.

#What Agencies Need vs What t0ggles Delivers

What Agencies Need	How t0ggles Delivers
Manage multiple clients in one view	Multi-project boards with color-coded projects
Give clients access to their work	Guest users with project-specific access control
Present work professionally	Public boards with custom domains
Capture client requests instantly	AI task creation from natural language
Document scope and changes	Full change history with timestamps
See team workload across clients	Board reports with distribution and velocity metrics
Coordinate complex deliverables	Task dependencies with Gantt view
Collect client requests systematically	Public task submissions with reactions

#Why Choose t0ggles Over Alternatives

Agencies have tried the usual suspects. Here's how t0ggles compares:

vs Asana: Asana works but costs significantly more - $10.99/user on Starter, $24.99/user for Advanced features. Guest access requires paid seats or workarounds. The interface complexity slows down teams that need speed.

vs Monday.com: Monday looks polished but pricing escalates quickly. The per-seat model punishes agencies for inviting clients, and essential features like time tracking cost extra.

vs Trello: Trello's simplicity is also its limitation. No native dependencies, no reporting, no guest access control. Multi-client management requires separate boards and power-ups that add up.

vs ClickUp: ClickUp has features but the learning curve is steep. Teams spend weeks configuring instead of working. The interface density overwhelms new users and clients alike.

t0ggles gives agencies the multi-client management they need without enterprise complexity or enterprise pricing. One board, all clients, full control.

#Simple, Agency-Friendly Pricing

No per-client charges. No feature tiers. No surprises.

$5 per user per month (billed annually) includes:

• Unlimited boards, projects, tasks, notes, and files
• Unlimited guest users (clients don't count against seats)
• Custom domains for public boards
• AI task creation and text assistant
• Task dependencies with Gantt view
• Board automations and reports
• All integrations (Zapier, Google Calendar, GitHub, Figma)
• Real-time collaboration with change history
• MCP Server for AI assistant integration

Your team pays. Your clients get free access to their projects. That's agency-friendly pricing.

14-day free trial - bring your team and test with a real client project.

#Get Started Today

Your agency deserves tools built for how you actually work - multiple clients, controlled access, professional presentation. t0ggles gives you the multi-project management, client collaboration, and operational visibility to run a better agency without the complexity or cost of enterprise software.

Start your free trial and see why growing agencies choose t0ggles.

#Related Templates

• Web Innovate Studio - Agency client management with multi-project boards
• GreenPath ESG - Consulting engagements with certification tracking