Goal: Keep each client’s work, people, and time reports separate, while your internal staff still switch context quickly.
Structure
| Object | Typical mapping |
|---|---|
| Workspace | One client (or one brand if a holding company must not mix brands) |
| Project | A retainer, a campaign, a website build, a month of content |
| Lists | Intake → Production → Client review → Done (names you already use on Slack) |
| Labels | Channel, priority, billable vs non-billable |
| Members | Only staff (and the client users, if you give them logins) for that workspace |
Do not put two clients in one workspace “to save clicking”. Confidentiality and time logs both break.
If the same designer works for three clients, they still get three workspace memberships. They switch workspace from the UI; they should not see all boards at once unless you intentionally use a workspace-wide table or calendar.
Day-to-day
- Account lead creates or clones a project for the new SOW (clone is useful for repeatable retainers).
- Producers live on the board. Account managers often prefer table or calendar for dates.
- Client review: move the card to the review list and @-style communication stays in comments so the thread is on the work, not only in email.
- Anyone doing billable work starts the timer on that task. At invoice time, open the project Time logs and export CSV/Excel.
Reporting
- Per-project dashboard for status to a client (counts, not a live board dump).
- Time logs filtered by user when you need utilization.
- Overdue filter before a weekly call.
What usually goes wrong
- One “Agency” workspace with projects named after clients — members see the wrong client.
- Timers left running overnight — teach Stop on the top bar and on the card.
- Lists named after people (
Anna,Tom) — when Anna leaves, the board meaning dies. Use lists as stages; assign people on the card.
← All ProTask – Project Management Software with Time Tracking & Team Collaboration documentation