How does an agency work in Task Manager?
In a marketing agency, it's easy to waste time working out who promised what to whom. Client A adds a revision in an email to the account manager, client B shares one over the phone, and the designer gets both messages in chat. On Monday, no one knows which version of the banner was approved. Task Manager lets a marketing agency create a separate Workspace with tasks and chats for each client.
Create a Workspace with the “+” button next to “Workspaces” in the left-hand column. Enter a name and save it. Only global administrators and people with the “Can add Workspaces” permission can see the button.
A Workspace can be available to every active user or only to people explicitly assigned to it. In the latter case, the creator and global administrators also retain access. If a designer works with one client, they don't need access to the other clients' Workspaces.
How does it work in practice?
Set assignments in the Workspace editing window. Hover over the client's card in the left-hand column and a ⋮ icon will appear at the right edge. Select “Edit Workspace”, then tick the people who should have access under “Assign users”. For each person you select, set whether they can administer the Workspace and whether they can add tasks and chats. The account manager leading the client can be an administrator, while the designer can be given permission to add tasks only. On phones and tablets, the ⋮ icon is visible without hovering.
Work on the campaign takes place within the task. It has a subject, a description, a priority (normal or high), and a due date split into date and time. You can also set just the date. The status takes one of four values: "No status", "In progress", "Done", "Cancelled". Every status change adds a system message to the thread, for example "First name Last name changed the status to Done". So you can always see who changed the status and when.
When working on revisions, the “(edited)” label can be useful. It appears only when the task subject or description has been changed. Changing the status, priority, due date or assignments won't trigger it. This helps you distinguish a change to the brief from a change to the deadline.
In the Files module (Pro plan), files are private by default - visible only to the owner and anyone they've shared them with. A task's or chat's folder, however, is shared among its participants. So a file uploaded to a task becomes available to everyone working on that task. Task and chat folders are virtual: they're visible even when empty. They can't be deleted or moved.
What do you gain?
You don't have to rely on memory to keep a freelancer's work separate from other clients' work. When they're working on a campaign, they can work in that client's Workspace without access to the others.
You don't have to piece together the work from emails, private chats and notes on someone's phone. When you return to a campaign after a week, you can check what was agreed and see who changed its stage.
It's easier to decide what to start with in the morning. You don't have to go through each client's work one by one to find unread tasks and chats.
An everyday example
An agency manages eight clients across eight Workspaces. The account manager has access to all of them, while each designer has access to two. On Friday after 16:00, a client sends changes to some creative assets. The account manager opens the task “September campaign - creative assets”, adds the changes to the thread, uploads a new file to the task folder and sets the due date to Monday. They choose a date only, without a time.
On Monday, the graphic designer sees two bold names in the left-hand column, each with a count of unread tasks and chats. They open the task: the corrections are in the thread, and the file is in the task's folder. The designer changes the status to "In progress". A system message with their name is added to the thread, so the account manager can see the change without having to ask about the stage of the work.
Once a campaign is finished, its tasks and chats can be archived. They then disappear from the main list and are no longer counted among the unread items or in the tally shown in the tooltip when hovering over the client card. You can restore them from the archive whenever needed.
Frequently asked questions
Do I need the Pro plan?
For correspondence, the shared drive and automations, yes: Mail, Files and Automations are Pro modules, as are AES-256 content encryption and the AI knowledge base. Tasks, chats and the calendar work in Standard.
Can a freelancer see the agency's other clients?
No, if access in the other clients' spaces is set to "Selected" and the freelancer isn't assigned to them. In that case, access is granted only to explicitly assigned people, the space's creator, and global administrators. With the "All people" setting, every active user has access.
Can a designer create new Workspaces for clients?
A designer can create Workspaces if an administrator grants them the “Can add Workspaces” permission in the Users window when editing their account. Without this permission, they won't see the “+” button next to “Workspaces”.
Can a completed client be archived?
There's no archiving of an entire workspace. Individual tasks and chats can be archived. Deleting a workspace requires retyping its exact name and is irreversible: it removes tasks, chats, messages and attachment files from disk.
Can the whole team see files uploaded to a task?
Files in a task folder are visible to everyone participating in that task, but not necessarily to the whole team. The owner can delete, rename and move them; editing access can also be granted by explicitly sharing them.