GitScrum for Agencies | Multi-Client PM
Manage multiple clients with time tracking, client portals, and resource allocation. GitScrum provides visibility and separation across agency projects.
7 min read
Digital agencies face unique challenges: multiple concurrent clients, billable hour tracking, varying project types, and client visibility needs. GitScrum provides the multi-project management, time tracking, and permission controls agencies need to deliver great work profitably.
Agency Challenges
| Challenge | GitScrum Solution |
|---|---|
| Multiple clients | Separate projects with permissions |
| Billable tracking | Time tracking per task |
| Client visibility | Client role access |
| Resource juggling | Cross-project allocation |
| Consistent delivery | Project templates |
Agency Setup
Organization Structure
AGENCY ORGANIZATION IN GITSCRUM
═══════════════════════════════
ORGANIZATION: Acme Digital Agency
│
├── CLIENT: TechCorp
│ ├── Project: Website Redesign
│ ├── Project: Mobile App
│ └── Project: Maintenance Retainer
│
├── CLIENT: HealthPlus
│ ├── Project: E-commerce Platform
│ └── Project: SEO Campaign
│
├── CLIENT: StartupXYZ
│ └── Project: MVP Development
│
└── INTERNAL
├── Project: Marketing Site
├── Project: Tool Development
└── Project: Training Materials
PERMISSIONS:
─────────────────────────────────────
Agency Owner → All projects, all clients
Account Manager → Assigned client projects
Developer → Assigned projects
Client (guest) → Their projects only (filtered)
Client Permissions
CLIENT ACCESS CONFIGURATION
═══════════════════════════
CLIENT ROLE PERMISSIONS:
├── View: Project board and progress
├── View: Deliverable tasks
├── Comment: On client-visible tasks
├── Approve: Pending approval items
├── Hide: Internal tasks (use label)
└── Hide: Time/cost information
SETUP:
1. Create client user account
2. Assign "Client" role
3. Add to specific project(s)
4. Configure what labels are visible
INTERNAL VS CLIENT TASKS:
├── Label: "client-visible" → Client sees
├── Label: "internal" → Client doesn't see
├── Default: Visible (or configurable)
└── Bulk toggle for quick setup
CLIENT VIEW:
┌─────────────────────────────────────────────────────────┐
│ TechCorp - Website Redesign │
├─────────────────────────────────────────────────────────┤
│ Progress: ████████░░░░ 65% │
│ │
│ CURRENT PHASE: Design │
│ ├── Homepage mockup ✓ Complete │
│ ├── About page mockup ✓ Complete │
│ ├── Product pages → In Progress │
│ └── Mobile designs → Up Next │
│ │
│ PENDING YOUR APPROVAL: │
│ ├── Homepage mockup (click to review) │
│ └── Color scheme options (click to review) │
│ │
│ TIMELINE: │
│ ├── Design: Jan 15 - Feb 15 (current) │
│ ├── Development: Feb 16 - Mar 30 │
│ └── Launch: April 1 │
└─────────────────────────────────────────────────────────┘
Time Tracking for Billing
Capturing Time
TIME TRACKING WORKFLOW
══════════════════════
PER TASK TIME ENTRY:
─────────────────────────────────────
Task: GS-234 Homepage design
Time: 4h 30m
Type: Design (billable)
Date: 2024-01-15
Notes: Initial mockup, client feedback round 1
─────────────────────────────────────
TIME TYPES:
├── Design (billable)
├── Development (billable)
├── Meetings (billable)
├── QA (billable)
├── Internal (non-billable)
├── Training (non-billable)
└── Admin (non-billable)
TRACKING METHODS:
├── Timer: Start/stop on task
├── Manual: Log after work
├── Daily: End-of-day bulk entry
└── Mobile: App for on-the-go
REPORTING:
├── By client
├── By project
├── By time type
├── By team member
├── By date range
└── Export for invoicing
Billing Reports
CLIENT BILLING REPORT
═════════════════════
┌─────────────────────────────────────────────────────────┐
│ TechCorp - January 2024 Time Report │
├─────────────────────────────────────────────────────────┤
│ │
│ PROJECT: Website Redesign │
│ Period: Jan 1 - Jan 31 │
│ │
│ SUMMARY: │
│ Total Hours: 82.5 │
│ Billable: 78.0 │
│ Rate: $150/hr │
│ Amount: $11,700 │
│ │
│ BY TYPE: │
│ Design: 32.5 hrs $4,875 │
│ Development: 28.0 hrs $4,200 │
│ Meetings: 12.0 hrs $1,800 │
│ QA: 5.5 hrs $825 │
│ Internal: 4.5 hrs $0 (non-bill) │
│ │
│ DETAIL (exportable): │
│ Date Task Time Type Team │
│ ───────────────────────────────────────────────────── │
│ 01/02 Homepage mockup 4.0h Design Sarah │
│ 01/03 Client meeting 1.5h Meet All │
│ 01/04 Homepage revisions 3.5h Design Sarah │
│ ... │
│ │
└─────────────────────────────────────────────────────────┘
Resource Allocation
Managing Capacity
AGENCY RESOURCE ALLOCATION
══════════════════════════
TEAM CAPACITY VIEW:
─────────────────────────────────────
Week of Jan 15:
SARAH (40h available):
├── TechCorp Website: 24h (60%)
├── HealthPlus Platform: 12h (30%)
└── Available: 4h (10%)
MIKE (40h available):
├── TechCorp Mobile: 32h (80%)
├── Internal Tools: 4h (10%)
└── Available: 4h (10%)
ALEX (40h available):
├── StartupXYZ MVP: 40h (100%)
└── Available: 0h (0%) ⚠️ At capacity
BOTTLENECK ALERT:
└── Backend capacity needed for week of Feb 1
REALLOCATION:
├── Move 8h from Mike to HealthPlus
├── Delay StartupXYZ feature by 1 week
└── Update client on timeline
Project Templates
AGENCY PROJECT TEMPLATES
════════════════════════
TEMPLATE: Website Project
─────────────────────────────────────
Phases:
├── Discovery (Week 1-2)
│ ├── Kickoff meeting
│ ├── Stakeholder interviews
│ ├── Content audit
│ └── Technical requirements
│
├── Design (Week 3-5)
│ ├── Wireframes
│ ├── Design system
│ ├── Page mockups
│ ├── Client review
│ └── Revisions
│
├── Development (Week 6-10)
│ ├── Environment setup
│ ├── Core templates
│ ├── Content integration
│ ├── Feature development
│ └── Testing
│
├── Launch (Week 11-12)
│ ├── QA testing
│ ├── Client UAT
│ ├── Migration
│ ├── Go-live
│ └── Post-launch support
AUTO-CREATES:
├── 25+ tasks with estimates
├── Milestones and deadlines
├── Labels configured
├── Client-visible tasks marked
└── Internal tasks hidden
Agency Best Practices
Client Communication
CLIENT COMMUNICATION WORKFLOW
═════════════════════════════
WEEKLY UPDATE (automated):
─────────────────────────────────────
Subject: TechCorp Weekly Update - Jan 15
Hi [Client],
Progress This Week:
✓ Homepage design approved
✓ About page mockup complete
✓ Development environment ready
This Week:
→ Product page templates
→ Mobile design kickoff
→ Content migration planning
Needs Your Input:
□ Review product page mockup (link)
□ Provide remaining product images
Timeline: On track for April 1 launch
View full project: [GitScrum link]
─────────────────────────────────────
APPROVAL WORKFLOW:
1. Designer marks task "Pending Approval"
2. Client notified via email
3. Client reviews in GitScrum
4. Client approves or requests changes
5. Team notified of decision
Best Practices
For Agencies
Anti-Patterns
AGENCY MISTAKES:
✗ Mixing client data (privacy risk)
✗ Not tracking non-billable time
✗ Oversharing internal tasks
✗ No project templates
✗ Individual tracking vs. shared board
✗ No resource capacity view
✗ Manual status updates to clients
✗ Underestimating admin time