Case study · Agency project management
“Who is doing the Friday post?”
Clickkerspot Media is a 360° marketing agency in Mumbai that handles branding, social media, websites and shoots for more than 50 businesses. Every brief, deadline and revision lived in a WhatsApp group per client and one shared sheet. Here’s how one system put every client and every task on one screen.
The problem
Four things that ate the week.
Clickkerspot runs posts, reels, shoots and websites for more than 50 clients at once. Keeping track of who was doing what, for which client and by when took more time than the creative work.
A WhatsApp group per client
Briefs, files and feedback were spread across more than 50 client groups.
Briefs missed or found too late
Deadlines in one shared sheet
A single sheet tracked every deliverable, updated when someone remembered.
Posts going out late
Revisions nobody counted
No one could tell which round a piece was on, or how many the client had agreed to.
Hours of unbilled rework
No view of team workload
Work went to whoever replied first, so some people were overloaded while others had time.
Late nights for a few, idle hours for others
Every morning started with scrolling fifty client groups. By noon we still weren’t sure what was due that day.
What we did
We followed one reel from brief to approval.
We sat with the account managers, designers and video editors, read through a month of client groups, and followed one deliverable from the first voice note to the final approval. Then we built the system around how Clickkerspot already works.
The life of one deliverable
- BeforeBrief comes inVoice notes and screenshots in the client’s WhatsApp groupWith FaxtorBrief comes inLogged against the client with files, owner and due date
- BeforeWork is assignedWhoever replies first picks it upWith FaxtorWork is assignedGiven to whoever has capacity this week
- BeforeWork in progressStatus checked by messaging the person doing itWith FaxtorWork in progressEvery task moves from To do to In progress to In review
- BeforeClient feedbackComments across WhatsApp and email. Nobody counts the roundsWith FaxtorClient feedbackLogged on the task, with each revision round counted
- BeforeDeliveredThe shared sheet is updated, if someone remembersWith FaxtorDeliveredMarked approved, with time spent recorded
What we built
Every client on one board. Every task on one app.
Clients and their monthly deliverables, tasks with owners and due dates, revision rounds, shoot schedules, team workload and timesheets. The team updates tasks from their phones; account managers see every client at a glance.
- Diwali reel · LumenRound 3, above the 2 included
- Atlas launch posts3 tasks overdue
- Neha · DesignerBooked at 118% this week
- Kora Home shootShot list confirmed for Monday
- Northbay homepageWaiting on client for 2 days
- 01Clients & retainersEvery client with its scope, monthly deliverables and included revision rounds.
- 02BriefsBriefs logged once with files and references, linked to the tasks they create.
- 03Tasks & ownersEach deliverable broken into tasks with an owner, a due date and a stage.
- 04Revision trackingClient feedback logged on the task and every round counted against the retainer.
- 05Shoot planningCall time, studio, crew and shot list shared with everyone on the shoot.
- 06Team workloadHours booked against capacity, so work goes to whoever has time.
- 07TimesheetsTime logged per task, so the effort on every client is visible.
- 08Deadline alertsWhatsApp alerts to the owner and account manager before anything is due.
The project
4 people. Live in 6 weeks.
- 4people on the team
- 50+clients moved onto the system
- 3weeks to the first working version
- 6weeks to go live
The team
- PLProject lead
- UXDesigner
- FS2 full-stack engineers
Built with
- React
- React Native
- Node.js
- PostgreSQL
- AWS
- WhatsApp Business API
The results
Every deadline visible. Every revision counted.
Numbers from the first months on the system, across every client.
- 52Clients on one board
- 600+Tasks tracked a month
- 1 placeFor every brief
- Every roundOf revisions counted
- DailyTask list for every person
- 24 hrsAlert before every deadline
Briefs
One place per client
Before
50+ WhatsApp groupsTask status
Live on the board
Before
Ask the personDeadlines
Alerts before due
Before
One shared sheetRevisions
Counted per round
Before
Never countedAssigning work
By capacity
Before
First to replyShoots
One shared plan
Before
Calls and messages
“I open one screen in the morning and know what every client is waiting on.”
Your clients next
More clients, more deliverables, more deadlines. Let’s put every task on one screen.
Book a no-obligation discovery call. Tell us how your agency runs today, and we’ll show you exactly where the system saves you hours and money.