Agency team management
Manage your whole agency team
A staff roster with rich profiles, role-based permissions, real workspace seats and invitations, skills, departments, reporting lines and per-client workload — the people side of your agency console. Try the demo below, or start your own workspace.
Already have a workspace? Sign in
- Plans from $99/month
- Built for multi-client agencies
- Your brand across the console
Agency team management
Agency team management software for your whole staff
Running a marketing agency means running a team — strategists, designers, media buyers and account leads, each with their own role, skills and caseload. Team Management in AI Marketing Dashboard keeps that whole staff in one place: a roster with a rich profile for every person, the role and permission controls that decide who can do what, and the workspace seats and invitations that actually let people in. It is the people side of the console — the org chart, the access control and the capacity view a growing agency needs — kept distinct from the clients you manage and the timesheets you approve.
Bringing someone on
Bring a new teammate on with the right access from day one
A person joins with the permissions you chose, the clients you assigned and the paperwork they need, not a blank account and a to-do list.
Send the invitation
Invite by email from Team Members. The seat counter includes pending invitations, and an unaccepted invite holds its seat for 30 days.Set their permissions
Start a member from a template (Full access, All but Finances & HR, Project delivery, Marketing & content or Sales & CRM) and adjust from there. Admins hold every capability.Assign their clients
A member sees only the clients you assign, and an assignment can be narrowed to particular projects and pipelines.Prepare the paperwork
While the invitation is pending, add the contract, NDA and handbook. They are waiting when the person joins, and the welcome wizard walks them through signing.
What you control
Who can see what, written down
Permissions, client access and HR records are separate controls, so granting one never quietly grants the others.
5
starting templates for a member's permissions
3
HR tabs that only admins and the member can open: Employee Onboarding, Time Off and Finances
30
days a pending invitation holds a seat before it expires
Invite your team and keep access in your hands
Create the workspace, send the invitations and decide who sees which client.
Plans start at $99/month.
On this page
A staff roster with a rich profile for every person
Everyone at the agency, with the detail that matters
The roster lists everyone on the team in one searchable grid, and every name opens a full profile you can edit in place. Set a person's name and job title, upload a profile picture, and the same identity shows up consistently wherever they appear — the roster card, the profile header, and the team chrome across the console. There is no separate avatar tool or stale staff directory; the roster is the single source of truth for who works here.
Each profile also carries a working status — active, away or offline — set from the header and reflected across the workspace, so the team can tell at a glance who is around right now. The list and its summary stats read those live values rather than a frozen seed, which is what turns a static employee list into a roster people actually trust and keep current.
Roles and granular permissions decide who can do what
Access control that fits a multi-discipline studio
Not everyone on an agency team should have the same reach. Role levels and a permissions model on each member's profile decide who can see and do what across the workspace, so an account lead, a junior designer and an operations manager each get exactly the access their job needs — no more, no less. The role lives on the profile alongside their title and reporting line, so access and responsibility are described in the same place.
Because permissions are tied to the person rather than scattered across individual tools, onboarding a new hire or adjusting someone's reach is a single profile change instead of a sweep through a dozen settings screens. It is the kind of straightforward, legible access control a studio needs as it grows past the point where everyone simply trusts everyone with everything.
Workspace seats and invitations, backed by real membership
Add a teammate, send a real seat, see who is pending
A Workspace access card on the team page is the one place to manage who can sign in. It lists the workspace's actual members with a role selector and a remove control, shows pending invitations you can revoke, and tracks a used-versus-total seats chip so you always know how much headroom your plan has left. The member list comes straight from the workspace's organization membership.
Inviting a teammate sends them a genuine seat: the Invite member flow emails the person, and they appear under pending invitations until they accept. The flow is seat-gated to your subscription, so you cannot accidentally oversell your plan, and scaling from a three-person studio to a twenty-five-seat agency is a matter of adding seats and inviting people — not a migration or a support ticket.
Skills, departments and reporting lines in one profile
The org chart an agency actually needs
Beyond name and role, each profile captures the structural detail that makes a team legible: which department someone sits in, their time zone, their employment type, their start date, and who they report to. Together those fields describe the agency's shape — the reporting lines, the disciplines and the working hours — without maintaining a separate org-chart document that drifts out of date the moment someone moves teams.
Profiles also hold a short bio and a skills list rendered as tidy chips, so it is obvious who is the paid-media specialist, who writes long-form copy and who handles development. When you need the right person for a brief, you can read their strengths off their profile instead of asking around — the knowledge of who can do what lives in the roster, not in someone's head.
Per-client workload and assignments, before you overcommit
See each person's caseload across the client roster
An agency's real constraint is people's time, so each profile surfaces the person's assignments and workload across the client roster. You can see who is carrying which accounts and how loaded they are, which makes capacity a visible fact rather than a guess — the difference between staffing a new engagement with confidence and quietly burning out your best media buyer.
Because the team page sits in the same console as the clients, projects and work it describes, assignments are not an abstraction maintained on the side: they reflect the accounts people are actually attached to. That keeps the workload view honest and lets a manager rebalance before a deadline rather than after a missed one.
Status and contact details, surfaced at a glance
One place to reach anyone and see who is available
The roster and its stat band read the live name, title, email, department and working status for every person, and search matches on email as well as name — so finding the right teammate and seeing whether they are around right now takes a second, not a scroll through a static list. An 'active now' count keeps a pulse on who is online, which matters when something urgent needs a quick hand-off.
Contact details live on the profile too, so the team page doubles as the agency's directory: one screen to look someone up, check their availability, see their role and reach out. Keeping identity, status, access and contact together is what makes this the people hub of the workspace rather than just another list of names.
Give each teammate the right access with a two-key permission model
Agency team management software has to settle two things: what a person can do, and for which clients. A member needs both before anything opens.
Invite someone as a Member and they start from a standard collaboration grant: projects, files, chat, their own timesheet, the Library, meetings and support. It deliberately leaves out deleting, exporting, publishing, approving, recording, billing and access management. Even then they see no client until you assign one, and each assignment can be limited to chosen projects and pipelines.
| Who | Reach | How it is set |
|---|---|---|
| Admin | Every client and every capability, including the powers kept for administrators | Chosen on the invitation |
| Member | Only the clients assigned to them, and only the capabilities granted | A standard grant or a named template, then client assignments |
| Client people | Their own portal, a Scale and Enterprise feature, and nothing of your workspace | Invited from the client's account, and they use none of your team seats |
Members see the directory of colleagues but open only their own profile, while administrators open anyone's. Ticking a client takes effect at once. A permission template applies only when you save, so you can look before you commit. The Permissions overview in Settings lays the whole arrangement out read-only, and the client account shows who is assigned to it.
Five permission templates and who each one suits
Templates are named starting points for a grant, not a separate kind of account.
| Template | Suits | Can publish to the client portal | Leaves out |
|---|---|---|---|
| Full access | A trusted lead who runs whole accounts | Yes | Only the powers reserved for administrators |
| All but Finances & HR | A senior member who should not handle money | Yes | Invoicing, timesheet approval and timesheet export |
| Project delivery | Staff who run projects, files, chat and meetings and log their own time | No | Publishing, client management and creating Library content |
| Marketing & content | People who create Library content and campaigns | Yes | Invoicing, timesheet approval and CRM editing |
| Sales & CRM | People who work the pipeline | No | Creating Library content and editing projects |
Applying a template sends an ordinary grant, so what it enforces is identical to a hand-picked set of boxes. Sales and CRM, for instance, is built around work in the CRM. A grant that differs from every template by even one box is labelled Custom rather than almost matching one. Publishing to the client portal is a single switch on the same tab, covering shared projects, Library assets, booking scripts and academy lessons.
The powers that stay with administrators
No template, tick box or invitation can hand these to a member, so a generous grant can never become an accidental promotion.
- Inviting people, changing roles and permissions, and removing members
- Reading and approving the private HR records: onboarding, time off and finances
- Billing, the plan and deleting the workspace
- Permanently deleting a client
- Connecting a client's reporting accounts and managing their syncs
- Promoting a portal member to client admin
- Storing development credentials and managing the voice-calling setup
Tip
Two keys protect the clients, too
A member on the Sales and CRM template still reaches no lead until a client is assigned. Review assignments when someone changes role, because the template alone never narrows which accounts a person can open.
Prepare a new hire's paperwork before their first login
The documents wait for the person, so the first session is a welcome and a signature, not a scavenger hunt.
Send the invitation
Enter a work email, choose Admin or Member and send. A pending invitation already counts toward your seats, and an unaccepted one can be resent, copied as a secure link or revoked.
Open the pending invitation
It opens its own page where you can prepare a contract, an NDA and a handbook before the person has joined. Revoking the invitation keeps the paperwork with the email address.
Place the fields
Upload a PDF and place signature, date and text fields, or write the document as text. Order the signers and add an agency countersignature when you need one.
They join and meet the welcome flow
Their welcome greets them in your workspace's name, then walks through the agreements waiting, a short details form they can skip, and a guided tour.
They sign, you countersign
Only a document waiting on the member blocks Continue. Once every party with fields has finished, your countersignature included, the document counts as signed.
Note
Private records stay private
Employee Onboarding, Time Off and Finances open only for the member and for administrators. The screen, the data reader and the server route each check that rule on their own, so hiding a tab is never the only protection.
Time off, payslips and feedback: what a member and an admin can each do
These are record-keeping tools, not an HR suite, and the table says exactly where each one stops.
| Area | A member can | An administrator can |
|---|---|---|
| Time Off | Request leave, see the day count as they type and withdraw a pending request | Approve or decline, with a written reason for every decline |
| Finances | Update their own payment details and open their own payslips | Read the masked record, and upload or remove payslip PDFs |
| Employee Onboarding | Review and sign documents, and submit personal details | Prepare documents, countersign and read the masked details |
| Feedback | Send feedback to the administrators, named or anonymous | Triage it in an administrator-only list in the CRM |
Leave comes in six types, including paid time off, sick leave and bereavement, and working days are counted from Monday to Friday with half days supported. Nobody decides their own leave while another administrator is available. For capacity, the Workload tab draws on task assignments and the hours logged in the worklog, which a manager can read beside the project board before staffing a new engagement.
Note
The workspace does not run payroll
Finances holds a masked payment record and an archive of payslip PDFs, organized by month. It does not calculate or pay salaries, and a month with no payslip is shown as empty.
Seats, invitations and how many people each plan holds
Seats follow people who sign in to your side of the workspace, and nobody else.
| Plan | Team seats | Client accounts |
|---|---|---|
| Studio | 3 | 3 |
| Agency | 10 | 15 |
| Scale | 25 | 50 |
| Enterprise | Unlimited | Unlimited |
A pending invitation holds its seat for 30 days, so a plan that looks full may free up when an old invite lapses. People who use a client portal, a Scale and Enterprise feature, sign in separately and never take a team seat. When a plan is full, the invite flow stops at the cap instead of selling you seats you do not have.
Frequently asked questions
How do I give a new team member access to only some clients?
Invite them as a Member, then use the Clients tab on their profile to select the accounts they handle. The change applies at once. A member sees nothing for an account that is not selected, and each assignment can be limited to chosen projects and pipelines. Administrators are different: they reach every client by design.
What can an agency Member do by default after being invited?
They start from a standard collaboration grant covering projects, files, chat, their own timesheet, the Library, meetings and support. It leaves out deleting, exporting, publishing, approving, recording, billing and access management. Pick a named template or adjust the boxes to widen it, and remember they also need a client assigned.
Which permissions can never be delegated to a team member?
Inviting and removing people, changing roles and permissions, the private HR records, billing and the plan, deleting the workspace, permanently deleting a client, connecting reporting accounts and syncing them, and promoting a portal member to client admin. These stay with administrators whatever template or boxes you choose.
Can I prepare an employment contract before someone accepts their invitation?
Yes. Open the pending invitation and prepare the contract, NDA or handbook there. The documents are matched to the invitation's email address, so they are waiting in the welcome flow when the person joins, and a revoked invitation keeps the paperwork with that address in case you invite them again.
Who can see a team member's time off, payroll details and onboarding documents?
Only that member and workspace administrators. The profile hides the tabs from everyone else, the data reader returns an empty answer to anyone not allowed, and the server route checks the rule again on every write. Ordinary members cannot open a colleague's profile at all.
Does the workspace run payroll or calculate salaries?
No. The Finances tab stores a member's payment details in masked form and archives payslip PDFs by month. It does not calculate, schedule or send pay. Use it as the place the records live, and keep running payroll in whatever system you already use for that.
How many team seats does each plan include?
Studio includes 3 seats, Agency 10, Scale 25 and Enterprise is unlimited. Pending invitations count toward the total until they are accepted or expire after 30 days. People from a client's portal use no team seat. A seats counter on the Team Members page shows how many are used, and the invite flow stops when the plan is full.
Can team members send feedback to leadership anonymously?
Yes. The Feedback tab appears only on your own profile and lets you write to the administrators, named or anonymous. An anonymous message stores nothing that identifies the sender. Messages land in an administrator-only list in the CRM, where they can be reviewed and moved through stages like any other lead.