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GitScrum for Agencies
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
- Template everything — Consistency saves time
- Track all time — Profitability requires data
- Client visibility — Reduce "where are we" emails
- Separate concerns — Internal vs. client-facing
- Resource planning — See allocation across clients
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