Taskade for Agencies
If you're new to Taskade or want to maximize its potential for your team, you've come to the right place.
Taskade is flexible and can cater to your workflow effortlessly. Your setup depends on your workflow. We'll detail two methods in this guide.
One Workspace for Each Department. Separate Folders for Specific Functions.
One Workspace for your Entire Team. Separate Folders for Each Department.
One Workspace for your Entire Team. Separate Folders for Each Function.
One Workspace for Each Team Member.
📘 Note: These are not the only setups for Taskade—they're the most common ones we've seen.
Quick Review
Before we dive in, let's review some key terminology we use:
Workspaces: Collection of Folders, Projects, Templates, and Users.
Folders: Separate Projects, Templates, and Users collection within a Workspace.
Projects: Collaborative documents where you can organize and track tasks, notes, and other information with your team.
It's helpful to understand Taskade's hierarchy structure. Here's a quick breakdown:
Workspaces have Folders. Every workspace has a home folder by default.
Folders contain Projects.
Projects have Tasks.
You can think of the structure as a funnel with Workspaces capturing everything and going down to tasks.
Workspaces → Folders → Projects → Tasks → Sub-Tasks
Workspaces
Folders
Projects
Tasks
- Sub-Tasks
Here's an image of our structure:
Now that that's out of the way, let's dive into the setups.
Method 1: One Workspace for Each Department. Separate Folders for Specific Functions.
In this setup, you're going to do the following:
Create a separate workspace for each department.
In each workspace, create folders for functions within that department.
Invite each team member into their respective workspaces and folders.
Create projects related to the functions of each folder.
Invite team members from different departments to a project if you need to collaborate with them.
Example:
I have four departments in my team: Marketing, Human Resources, Accounting, and Engineering. I'd create a workspace for each one and create folders for each of their functions. So, Marketing gets a workspace, as does Human Resources, Accounting, and Engineering.
So when you set it up, it'd look something like this:
Marketing
Home Folder (Default)
Meetings
Marketing Campaigns
Brand Guide
Designs
Human Resources
Home Folder (Default)
Performance Reviews
Recruitment and Hiring
Training and Development
Compliance
Accounting
Home Folder (Default)
Accounts Payable
Accounts Receivable
Payroll
Budgeting
Records
Engineering
Home Folder (Default)
Meetings
Sprints
Documentation and Support
Bug Reports
Testing and Quality Assurance
Ideal For
Medium to Large Organizations
Specialized Teams
Functional Organizational Structures
Divisional Structures
When to Use This Setup
Team members don't collaborate with team members from other departments
Team functions are unique to each department
Team roles and responsibilities don't overlap
Method 2: One Workspace for your Entire Team. Separate Folders for Each Department.
In this setup, you'll do the following:
Create one workspace for your entire team.
Create folders for each department.
Invite each team member into their respective folders.
Create projects related to the functions of each folder.
Invite team members from a different department to a project if you need to collaborate with them.
Method 3: One Workspace for your Entire Team. Separate Folders for Each Function.
Create one workspace for your entire team.
Create folders for each function.
Set the proper permission levels for each folder.
Create projects related to the functions of each folder.
Invite team members from a different department to a project if you need to collaborate with them.
Taskade Is the Best Project Management Tool for Agencies
Building marketing strategies, juggling creative and complex projects, and fostering client relationships on top of that can be a challenge. Especially when you're working with multiple clients across diverse verticals.
We understand your pain, and Taskade is here to help you and your agency work faster, smarter, and more efficiently.
How to Manage Client Projects With Taskade
Taskade is designed to help agencies organize their workflows, keep track of active projects, and stay in touch with clients in the same window, in the same app. Here's how it works.
Workspaces, Folders, and Projects
Taskade uses a simple, three-tier hierarchy that divides the workflow into Workspaces, Folders, and Projects. Combined, the three levels give you the freedom to organize work, group clients, and categorize projects any way you want. Let's learn how each of those elements fit into the productivity puzzle.
If you’re an agency that works with multiple clients, you can easily use Taskade as a central hub to organize your projects and set them up for team collaboration.
Workspaces
A Workspace represents your business or organization. It includes all your projects, folders, and templates and gives you a high-level overview of all business activities. Each Workspace is billed separately.
Do note that sharing a Workspace with a team member does not automatically grant them access to Folders within the Workspace.
Instead, it gives them access to Workspace Projects and templates only (Yes you can have projects within a workspace as well).
You have the ability to invite as many team members as you’d like into your respective folders.
Folders
Folders are "nested" inside a Workspace and can contain their own sets of projects and templates, separate from the parent Workspace.
Every Folder in Taskade is private by default, which means that only users you invite can access it.
You can create an unlimited number of Folders to manage your clients or individual projects. You can also use Folders to group users within your agency into teams or departments.
For an agency, you can create one folder per client to separate your work. You can also create personal folders to organize your personal work, and folders for your team and departments so that they can have a common space to work together.
Folders are private by default so they're perfect for working with different clients/groups of people within one Workspace.
Projects
Taskade Projects are small but mighty. A single Project can be like a page in a notebook or a highly organized collaboration hub where you’ll chat and collaborate with your team and clients in real time.
Your agency can use Projects to:
Write and collaborate on briefs.
Manage individual projects.
Brainstorm ideas and solve problems.
Communicate with clients in real time.
Organize team calls and video conferences.
Keep track of tasks and check progress.
And more!
Click on this link to find out more about how to use Taskade Projects.
Manage Multiple Clients With Ease
It’s easy to work with different clients and your team via Taskade. In this example, assume you’re a small agency working with 3 different clients.
Here’s an example of how you can set up your Workspace on Taskade:
Client Work (Workspace)
Client 1 (Folder)
Project A
Project B
Client 2 (Folder)
Project A
Project B
Client 3 (Folder)
Project A
Project B
In this example, you will host separate client folders in a workspace dedicated to client work. Each folder is invite-only by design and includes a unique set of projects and templates that are only visible to folder members.
This means that the team from the ‘Client 1’ folder won’t be able to see the contents of other folders unless you send them an invitation.
By using this structure, you'll be able to maintain different custom workflows between your clients simply by categorizing them into folders respectively.
Key Taskade Features for Working With Clients
Taskade is an agency project management tool that is loaded with features. An agency has many moving parts, therefore clarity is essential when collaborating with your team to get work done for your clients.
Here are some key features that can help:
Multiple powerful project views
Assign tasks and set deadlines
Assign tags to set task progress
Unlimited tasks and subtasks
Built-in chat and video calls in every project
User roles and permissions
500+ customizable templates
And more!
Taskade’s Project Views
Taskade features multiple powerful project views — List, Board, Table, Mind Map, Docs, Gantt Chart, Calendar, Actionsheet, and Org Chart. Basic views are included on the Free plan, and all nine are available on paid plans, so you can switch between workflows freely. Toggle between views to visualize your projects the way you want.
Collaborate and Communicate To Get Work Done On Taskade
One of the killer features that Taskade has is the ability for you to chat and host video calls within your project.
Our unlimited chat and video conferencing feature is built into every project you create so you can communicate with your clients and get work done with your team in the same window, via the same app.
Invite as many clients and guests to your project, get on a call and take notes within the same project.
Get a Headstart on Client Management With Taskade
Client management can get pretty hectic. To be good at it, you’ll need all the help you can get.
Our library of over 500+ templates means that you can choose from a wide range of templates to help you get a head start on your client projects. The best part? It’s completely free.
Here are some templates that your agency can use for a start:
Marketing templates for PR and agency team activity tracking
Marketing templates for paid advertising and recurring social media tasks
Pricing for Agencies
Taskade offers a free plan to get started, with paid plans scaling for teams:
| Plan | Price (annual) | Best For |
|---|---|---|
| Free | $0 | Solo consultants, evaluation |
| Pro | $10/mo (10 users included) | Growing agencies |
| Business | $25/mo | Multi-client agencies |
| Enterprise | Custom | Large agencies with compliance needs |
All plans include AI agents, Genesis app building, automations, and 100+ integrations. See full pricing →
Scale Your Agency With Genesis
Stop building client tools from scratch. Describe what you need — a client portal, a project dashboard, a feedback collection system — and Genesis builds it in minutes with AI agents, automations, and your workspace data.
150,000+ apps built. Your agency is next. Start building →
📚 Resources & Getting Started
Ready to transform your agency with AI? Explore these resources:
🚀 Get Started
- Taskade Genesis — Build AI-powered apps, websites, and tools from one prompt
- Create Your First App — Step-by-step tutorial
- Community Templates — Browse and clone apps, dashboards, and tools
🧬 Understand the DNA
- How Genesis Works: Workspace DNA — Your workspace becomes your backend
- 🤖 Custom AI Agents — The Intelligence Pillar
- 🧠 Projects & Databases — The Memory Pillar
- ⚡ Automations & Workflows — The Execution Pillar
📖 Related Articles
- Build Live AI Apps with Genesis
- 10 Agentic Workflows That Replace Busywork
- AI Automation Agents Guide
Agency Margin Dies in Two Places: Unbilled Hours and Unlogged Scope
Nothing on an agency's P&L is labelled "the extra round we did for free" or "the eleven hours past retainer in March." Those numbers exist, they are large, and they are invisible because the artifacts that would expose them — a live burn-down and a scope-change log — are the two things almost nobody builds. Everything else in agency operations is a solved problem by comparison.
Taskade Genesis builds those artifacts from a sentence, in a workspace where agents write the client-facing summaries and automations chase the approvals.
The prompt that builds a retainer burn-down
Build a retainer tracker for an agency with 8 clients. Each client
has a monthly hour allowance, a rate, and a list of logged work
entries with hours and a category. Show hours used versus allowance
as a percentage. Alert the account lead at 75% and again at 90% of
the allowance with days left in the month. Add a scope change log
where anything outside the original statement of work is recorded
with a date, a requester, and estimated hours. Every month end, have
an agent draft a client summary of work delivered and any overage.
Back comes a Retainer Tracker with a burn-down per client, two escalating alerts, a scope-change log, and a month-end summary drafted from what was actually logged. The 75% alert is the one that changes behaviour, because it arrives while there is still a month left to have the conversation.
Five Agency Artifacts Worth Building First
A scope-change log with a requester's name on it. Not to be adversarial — to make the renewal conversation factual. "Here are the fourteen out-of-scope requests we absorbed" is a different negotiation from "we feel like we did extra."
A client approval portal. Deliverables with an explicit approve action and a timestamp, published as a link the client opens without an account. Ambiguous sign-off is what turns a delivered project into a fifth round.
A monthly client report that assembles itself. An agent reads the month's entries and drafts what shipped, what moved, and what is next. Reporting is pure cost; the only sane response is to generate it.
A new-business pipeline with a proposal stage. Opportunities, stage, owner, and the proposal itself, with nudges on anything that has sat untouched. Agencies lose more deals to slow follow-up than to price.
An accounts-receivable aging board. Who owes what, for how long, and an automated reminder ladder. Cash collection is a workflow, and agencies run it on memory more often than they admit.
The Seat Math Agencies Actually Care About
The recurring agency complaint about project tools is not the sticker price — it is that every client contact you invite becomes a billable seat, so you either pay to give clients visibility or you email screenshots instead.
| The person | What they need | What it costs you |
|---|---|---|
| Your staff editing inside the workspace | A workspace seat — unlimited on Business, $25/mo billed annually | Flat per plan, not per client |
| A client checking status or approving work | A published Genesis app link | No seat |
| A freelancer submitting a deliverable | A published intake form | No seat |
| A prospect filling in a discovery brief | A published form | No seat |
Client-facing pages can run on your own domain with your own app colors on Business plans and above, so a portal reads as your agency rather than as somebody else's software.
Frequently Asked Questions
Do my clients need paid seats to see their project?
No. Publish their view as a Genesis app and send the link — the client opens it without an account and without consuming a seat. If it needs to be private, GenesisAuth adds email-and-password sign-in for that app's users.
Can each client see only their own work?
Yes. Inside the workspace, folders are private by default and tiered roles govern who sees what. Outside it, publish one app per client so the link they hold exposes exactly one engagement and nothing else in your portfolio.
How do I track retainer hours without buying a separate time tool?
Log work entries against a client allowance in a project, and let the app compute percentage used and days remaining. Add threshold alerts at 75% and 90% so the account lead can have the scope conversation before the month closes rather than after.
Can I white-label the client portal?
On Business plans and above, yes — custom domains, app colors, and app SEO visibility are Business capabilities, and agent white-labelling sits on the same tier. On Pro the portal works fully; it just carries default styling.
Can an agent write the monthly client report?
Yes. Point an agent at the month's logged work and it drafts what shipped, what moved, and what is next, in your agency's voice. A person reviews before it goes out. Report writing is the most automatable hour in an agency week.
Does it connect to the tools we already bill and communicate through?
Yes. Taskade connects to 100+ tools bidirectionally — triggers pull events in from Slack, Gmail, Sheets, and Calendly; actions push data out to Stripe, Notion, Salesforce, and more — so an approved deliverable can trigger an invoice and a notification from one automation. See /integrations.
How many project views do I get?
Nine: List, Board, Table, Mind Map, Docs, Gantt Chart, Calendar, Actionsheet, and Org Chart. Timeline is part of the Gantt view rather than a separate one, so a client's schedule and your delivery board are two lenses on the same records.
What does this cost as we add clients and contractors?
Free to start; Pro is $10/mo billed annually; Business is $25/mo billed annually and adds unlimited team seats, SSO and SAML, custom domains, and app colors. The bill does not move when you add a client, because clients use links rather than seats. See pricing.
Can I clone a working agency setup instead of building from scratch?
Yes. The community gallery has live client portals, retainer trackers, and delivery boards you can copy into your workspace and rebrand. Note that on the Free plan you can clone an app but cannot import a bundle containing automations; Pro removes that limit.
Related reading: an agency retainer tracker that catches scope creep, agency client portal templates, an accounts-receivable aging tracker, and a free Teamwork alternative.