Managing clients as an agency can be very time consuming if you don't have the right tools to do it. Communicating across email, spreadsheets, messaging apps and drive folders get messy very quickly.
Not to mention, when you first onboard a client there is a lot of back and forth. You need customer lists, brand guidelines, logins and assets. Spending time waiting for this to come through can push back launch time on campaigns, which also pushes back payments from clients.
Cooperate allows you to run your internal team as well as multiple clients, in an organised and efficient way. Both your team and your clients have a a clear overview of where a project is at, who is doing what in terms of development, and where to go for assets and approvals.
The best part about this is that your team can create their own Workspaces. This will pull in all the tasks from every client, into one view. So they don't have to jump around through different tools and projects, just to get oversight of their own priorities. If you need a better understanding of the power of workspaces, you should read this help article.
We suggest using our client onboarding and collaboration template, for each client. Then, you can follow the rest of these steps for a full account setup that is designed specifically for agencies.
Using Brands and Channels
The Brands area allows you to add Brands, Channels, Markets, Products and Personas that you use in your (or your clients) organisation. These are then added to Tasks and Projects, so you can easily filter and find the work you're looking for.
Add each client as a Brand and then moving forward, ensure you tag that client against their relevant Tasks and Projects.
You should also ensure the channels and markets are setup to suit your agency/clients and the work it carries out. Cooperate has default channels like Facebook, Instagram and Email but these can be customised at any time. The more tailored they are to the way you work, the better.
Setting up Projects - BAU and Campaigns
You should create a Project for individual clients, client campaigns and internal work.
You should use our template for each client for the initial onboarding and then as BAU from there. This is where the smaller tasks can live, ie: Landing pages, website updates, meeting setups etc. It's also where all your client resources can live.
For your client's larger campaigns, create a separate Project for each and make it a campaign. These are the campaigns that have lots of tasks and work behind them. Ensure you set the dates on the Project - that way you can see it in the timeline view.
You can also do this for your own campaigns and team communication. Simply create a BAU project or campaign.
Workspaces allow you to pull all those different Projects and Campaigns into one view. This can be used for both clients and your internal team.
To make it cleaner, create a Workspace folder for each client and keep all their Workspaces in there.
When you want to create a client Workspace, use the Brand filter to find all their relevant Tasks.
Some examples of common Client Workspaces are:
Task Overview (Filter by Brand: Client X)
Live Campaigns (Filter by Brand: Client X and Project Status: Live).
Simply create a workspace and include all the projects for that specific client, or filter by Brand.
Internal Team Workspaces
Workspaces are also great for your team as they will get oversight of what they're working on across all their clients and projects, in one single view.
At an individual level, the My Work view is created for every person when they go into their account. It automatically creates a view of the Tasks that are assigned to them.
There are plenty of options here. You can create Workspaces for specific teams, of tasks according to their status, of specific assets, the world is your oyster.
Collaborating with Clients - Permissions
The important thing to ask yourself is, how do you want to collaborate with your clients? Is it just for progress updates, or do you want them briefing, approving and commenting?
If you simply want to update your client on where work stands, our sharing capabilities will do the trick.
You can share a view only version of Projects and Workspaces to anyone outside of the platform via a URL. Anyone with this view will not be able to make any changes but it is live, which means that any updates you make will also update on the shared view.
If you want your client doing anything like briefing in new work, approving, or even commenting, you should add them into the platform. But don't worry, they won't see everything.
You can create a Team for each client and make their Team Access restricted. This means they will only be able to see Projects and Workspaces that they're added to.
You can add them to Projects in both the Project Settings and Team Settings area.
This is extremely handy when you want to keep everything together and move off of the dreaded email chain communication.
When you add a client as an assignee to the task, they will receive updates like when they are ready for approval, or if you comment on there.
They can also use Cooperate to brief you into work. You can use Task Templates to create custom briefs and ensure no information is left off.
Another fantastic thing about Cooperate is the in-built Asset Manager and the ability to create Asset views. You can have your clients upload their resources, like logos, brand images and guidelines, and it is always tied to their relevant Tasks and Projects.
No more fishing through google drive or old emails!
It will also mean the client has easy access to all the assets your agency creates and they can approve and make comments right on the asset using task comments and annotation mode.