Agency Workflow

This guide helps design agencies set up an efficient workflow in Moqup for managing multiple clients and projects simultaneously.

Agency Setup

Workspace Organization

Structure your workspace for scale:

1. Client-Based Projects: One project per client deliverable
2. Clear Naming: [Client] - [Project] - [Year]
3. Consistent Stages: Same workflow across projects
4. Team Assignments: Clear ownership

Recommended Stage Structure

1. Discovery / Research
2. Initial Concepts
3. Internal Review
4. Client Presentation
5. Revisions (Round 1)
6. Revisions (Round 2)
7. Final Approval
8. Delivered

Team Roles

Define Clear Responsibilities

Assignment Strategy

• Lead per project: One senior designer owns each project
• Backup coverage: Secondary designer assigned
• PM oversight: Project manager tracks all projects
• CD reviews: Creative director approves before client

Client Management

Client Onboarding

1. Create branded client portal
2. Send access instructions
3. Schedule kickoff call
4. Set expectations for feedback

Client Access Configuration

Configure in Settings > Client Access:

• Role: Set client as Viewer or Approver
• Stage visibility: Choose which stages clients can see
• Downloads: Enable or disable file downloads
• Notifications: Configure what triggers client alerts

Managing Multiple Clients

• Separate branding: Custom colors per client
• Isolated access: Clients only see their projects
• Consistent experience: Same process, customized look

Workflow Automation

Internal Review Gate

Before client visibility:

File uploaded → Internal Review stage
              ↓
       Team reviews
              ↓
       CD approves
              ↓
       Auto-move to Client Presentation

Notification Rules

Set up automated alerts in Settings > Notifications:

• File uploaded: Notify project lead and creative director
• Stage entered: Alert PM and client when entering Client Presentation
• Client commented: Send to Slack via integration

Revision Management

Tracking Rounds

Use stages to track revision rounds:

• Revisions (Round 1): First feedback cycle
• Revisions (Round 2): Second cycle
• Additional Revisions: Beyond scope (track separately)

Scope Management

When clients exceed included revisions:

1. Document in annotations
2. Flag for PM attention
3. Discuss scope with client
4. Move to additional stage if billable

Version Control

Best practices:

• New version per feedback round
• Version notes explain changes
• Compare versions for client
• Archive resolved versions

Scaling Considerations

Template Usage

Create templates for common project types:

• Branding Project: Logo, colors, guidelines stages
• Website Design: Wireframes, mockups, responsive stages
• Marketing Campaign: Assets, review, production stages

Capacity Planning

Monitor workload:

• Projects per designer
• Pending client reviews
• Overdue approvals
• Revision cycle counts

Reporting

Client Reports

Generate regular reports:

• Project status summary
• Approval timeline
• Feedback statistics
• Hours estimate accuracy

Internal Metrics

Track agency performance:

• Time to client approval
• Average revision rounds
• Client satisfaction (approval rate)
• Team utilization

Best Practices

Communication

1. Clear handoffs: Document stage transitions
2. Centralized feedback: All discussion in Moqup
3. Mention liberally: Use @mentions for assignments
4. Status updates: Regular PM check-ins

Quality Control

1. Internal review first: Never skip CD approval
2. Consistent standards: Use checklists
3. Client education: Train on annotation use
4. Feedback guidelines: Set expectations

Efficiency

1. Templates for consistency: Reuse project structures
2. Automation for routine: Reduce manual work
3. Batch operations: Process in groups
4. Regular cleanup: Archive completed work

Common Challenges

Challenge: Client Delays

• Set clear deadlines
• Automated reminders
• Escalation after X days
• Document delays

Challenge: Scope Creep

• Clear revision limits
• Separate stages for extras
• PM involvement
• Written approval for additions

Challenge: Team Coordination

• Daily standups (brief)
• Slack channel per major project
• Weekly pipeline review
• Clear ownership

Next Steps

1. Client Onboarding - Client setup
2. Best Practices - Optimization
3. Workflows - Automation