Solution Guides

Flow for Agencies

This guide will show you how to organize multiple clients in Flow while maintaining clear communication—both internally, and with your valued customers.

Flow is built to help agencies avoid the common pitfalls of client work. It’s simple to plan miscommunication-free projects that ship on time and on budget.

When you run your agency in Flow, you’ll...

  • Have a completely dedicated team for each client, keeping separate communication streams clear
  • Bring all client communication (emails, meeting notes, etc) to a single place, reducing miscommunications
  • Establish visible deadlines, and increase accountability within your organization
  • Maximize billable time with consistently clear tasks & priorities

Set up teams for each client

You’ll start out in a Team—one that looks like this.

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Teams are what keeps work separate in Flow, so it’s helpful to create a new Team for each client. This will help you focus on fulfilling each individual client’s needs, and prevent wires from being crossed between multiple clients and their projects.

To keep your clients separate and private, we recommend locking new Teams. This will mean that only invited members will see the Team, and your clients will exist completely independently from one another in Flow.

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Keep things simple by naming new teams after your clients. As you can see, teams always remain easily accessible from the navigation.

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And if you ever wanted to take a look at the most recent activity across all your teams, simply return to the Overview tab. There, you can get a universal look at everything happening at your agency.

Invite your clients

Adding your clients to Flow is simple: you enter their email, and we’ll send them an invite. But more importantly, they’ll only see what you want them to see.

First, head to the Team to which the clients belong. Then click the Invite members link at the bottom left of the screen...

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...and enter their emails in the form that pops up.

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Build projects within a team

You’re likely working on multiple projects with a single client. In Flow, projects can help you organize multiple areas of work with one customer. They’re important, since they keep your teams tidy and organized from a high level.

Your projects are always listed in the sidebar of your team.

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It’s important to know that clients will only see the projects that you want them to see. Much like how Teams can be locked and totally private, you can also create a private project that’s only accessible via invite. You can invite a client to a private project by creating a guest account, which you can learn more about here.

And fear not—you can create as many projects as necessary. In order to keep the goals of each project clearly defined, use project notes. These help anyone with the right permissions get up to speed quickly.

Set project start & end dates to track progress and hit goals

Client work tends to go hand-in-hand with aggressive deadlines, so planning projects with a clear finish line is hugely important. We’ve made project management in Flow lightweight enough to be useful for everyone, and powerful enough that it drives results.

Let’s say you’re kicking off a new project. Before you add any tasks, you may want to set start and end dates. With those in place, Flow can help you track each remaining task in the project, and even help you understand if the project is still on schedule.

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Naturally, your start date is the day of the kickoff, and the end date is the day you’re hoping to close things out.


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Timelines for your projects will appear together on the project calendar, where you can easily toggle between projects and tasks. Projects that are falling behind schedule will appear in orange, upcoming projects will appear light blue, and projects on schedule appear blue. The dreaded overdue project will appear in red.

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Click on a specific project and you’ll open the project pane, where you can view all the remaining tasks. From there, you can extend the project end date, and manage each task individually to help things get back on track.

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Keep projects on schedule with simple task management

Whether a project is falling behind or you just want to load a free colleague up with more work, you can do it all in the project pane.

In the project pane (accessed by clicking on a project in your project calendar), tasks can be filtered by due date, owner, or section:

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Viewing by date shows a chronological list of all your team’s upcoming tasks, while viewing by owner allows you to see each person’s individual workload. Both will help you prioritize work properly to ensure you hit the finish line in due time.

Iterate better & faster

Tasks are versatile. When viewed together, they’re a great way of getting your priorities for the day; however, they’re also powerful enough to manage a long conversation that might otherwise get lost in email.

Use tasks to gather feedback from your clients, and iterate from beginning to end in a single thread.

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When you’re gathering feedback—whether that’s in Flow, a meeting, or just peeking over someone’s shoulder—use subtasks to capture revisions. That way, everyone can be sure what’s in the next version.

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Use tags to keep your team busy

Time is money at an agency—and there’s always something to do. Make it easier for your teammates to identify areas they can contribute by tagging tasks with relevant information.

For example, let’s say your development team is in the final stages of QA on a project. Tag all of their identified crashes with ‘#crash’ or ‘#bug’, and that will create a simple list of all the current fixes required. This list of fixes can be accessed from the task list, and any developer with a spare cycle can view this list and help as needed.

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Integrations for Agencies

Harvest
Maximize billable time with our seamless integration with the world’s most popular time-tracking tool.

Slack
Create new tasks from Slack, subscribe to task updates and even attach discussions to a task. 

Dropbox, Box & Google Drive
Share links, not massive files. Collaborate on docs, keep versions organized, and access work from anywhere.

Customer Success Stories

Flow helps the high-performing, remote creative team at WeBuild focus on the right things, and deliver serious value to their clients. Each team member presents their tasks for the day at the morning stand-up meeting, giving total accountability and clarity to the entire group. 

Flow

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