What your team will see, from the invitation to the completed piece.

Before they log in: the invitation

Nobody on your team signs up anywhere. You (or a manager) invite them with their role, and they get an email.

Who invites them

You or a manager, by email and with a role: manager or editor. The role can be changed later from the person's profile.

What they receive

An email from your agency's sender, in their language, with the link to set their password.

What they have to do

Open the link and choose a password of twelve characters or more. That's it.

What they need

A browser, on a computer or a phone. There is nothing to install and no app to download.

Where they log in

At the same address as your clients (clients.youragency.com), with your logo. Depending on their role they see the agency's workshop, not the client portal.

If they're freelance

The same invitation. You set their employment type, their retainer if they have one and their rate per piece type; only you see those amounts.

If you'd rather create their access yourself, you can add them with a temporary password they'll have to change the first time they log in.

Their first screen

When they log in they see their tasks. Not a board with everything in the agency: what depends on them, today.

“My turn”

The filter that leaves only the steps that depend on that person. It's the first thing they open every morning.

List or kanban

Tasks as a list or a board, by status: Draft, In progress, To correct, Done, Approved and Completed. Grouped by person if needed.

Content kept apart

Tabs for All, Content and Other tasks. Every piece carries its type (reel, carousel, video, story, post), suggested from the title, and can be filtered by type and by month.

Calendar

Each day's entries by channel, with their status. One click on a day creates the entry and links it to its task.

Library

Each client's files: upload up to 25 MB per file (images, PDF, Office, video, zip), rename, download. If they connect their Google account they also see their own Drive folders, and only they do.

Bell

Their notifications: mentions, assignments, comments, approvals and “your turn”. A counter, the last ten and a page with filters.

Each person picks Spanish or English in their profile; the interface and the emails reach them in their language.

How they get a piece done

Every piece follows its client's workflow, step by step, and every step has an owner.

1. The work arrives

   When a step comes to depend on them, the piece shows up in “My turn” and they get the “your turn” alert by email and in the bell.

2. They open the piece

   They see the piece type, the client, the date, the previous versions, who else is collaborating and the task's conversation. If they have a question, they @mention whoever: that thread never reaches the client.

3. They deliver

   They upload the new version and mark their step as “Done”. The piece moves on by itself to the next owner (review, approval, publishing). Every delivery is a new version and the previous ones are still there.

4. If it comes back

   Corrections arrive numbered by round, and internal ones are kept separate from the client's. They know what to change and which round they're on; no voice note to hunt for.

5. The approval isn't theirs

   Nobody approves their own piece: the approval step is done by the owner or a manager, never by whoever produced it. A manager can also mark a step on someone else's behalf.

6. On completion

   The piece becomes Completed (the manager can complete several at once). How long it spent in each status is on record. And if whoever delivered is freelance, their cost becomes payable.

The same thing they do today, but without asking in the group chat where everything is.

If something gets stuck

The portal alerts whoever it concerns. Nobody has to chase anybody.

What they get without asking

Everything comes from your agency's sender, in their language. The wording of each email is changed from your agency settings.

What an editor doesn't see and can't do

There are four roles in the agency: owner, manager, editor and client. An editor produces; this is what stays off their screen.

What's not there yet

So you don't promise it to your team.

If your team needs any of these, tell us on the call: better to know before we set anything up. What to put in a brief so the piece comes out right first time

This is what affects your team. The full list of what the product doesn't do, with what there is instead, is in What it doesn't do (yet).

Questions your team will ask you

And the answer you can give them.

Do I have to install anything?

No. It opens in the browser, on a computer or a phone, at the agency's address.

Do I have to look at every task in the agency?

No. You open your tasks with the “My turn” filter and see only the steps that depend on you. If you're an editor, you only see your own tasks anyway.

Do we have to drop the board we already use?

Not to get started. What has to be in the portal is the piece the client approves: you upload your version there and the client gets their email. If the owner switches on the workflow per piece for that client, you also see your steps under “My turn”. It doesn't sync with another board: whatever you keep elsewhere stays there.

What about my tasks that aren't pieces for a client?

They go in the same list, under the “Other tasks” tab, with the same statuses as the pieces. They hang from one of the client's projects, even an internal one, and the client doesn't see them in their portal. If you're a freelancer, the cost is born with the task just the same and becomes payable when you complete it.

How do I know what to change when a piece comes back?

Corrections arrive numbered by round, and the client's are kept separate from internal ones. And the client's note is kept in the piece's history.

Does the client see what I write?

Only what you write in the thread of the piece under approval. The task's conversation and @mentions are internal and never reach the client portal.

Can I approve the piece myself if the client tells me over the phone?

Not you: nobody approves their own piece. The owner or a manager does it from the approvals queue, and it's recorded with their name and the date, not the client's.

I'm a freelancer: how do I get paid?

Your rate is set per piece type. The cost is created with the task, under your name, and becomes payable when the piece is completed. You claim nothing: the owner sees what's pending per person, approves it and marks it paid. The payment rule worth putting in writing when you bring each freelancer on board, with a message to send them, is in the guide How to know what you owe each freelancer at month end.

What if I pay for something upfront, like a stock image or a font?

You submit it from the portal as an expense, with its category, the client and the currency, and the owner approves it.

Can I work from my phone?

It's the web adapted to phones: tasks, threads and approvals work in the phone's browser. There is no app in the stores.

Can I keep using my Drive?

Yes. If you connect your Google account, you see your Drive folders from the Library (names and links only, and only you). Whatever goes to the client is uploaded to the Library of their space.

How many emails will I get?

“Your turn” when a step depends on you, the alert when the client decides on one of your pieces, the agency summary on Mondays and, if the owner turns it on, one a day with your overdue work. All from the agency's sender.

The ones on this page and on the others, together: every question, on one page

To let your team know