Agency Operations OS : Manage Clients Projects Tasks SLAs in One System

You run a client business. Your clients have no idea what's happening.

Projects tracked in Asana. Files in Google Drive. Communication in email. Invoices in QuickBooks. Client updates in... your head, mostly.

Your clients ask "where are we on this?" and you spend 20 minutes assembling an answer from four different tools. Your team asks "what's the priority?" and you realize you forgot to update the task board. Again.

You're not running an agency. You're running a scavenger hunt.

Agency Operations OS is a complete Notion workspace for client businesses. Clients, projects, tasks, deliverables, assets, communications, scope changes. All connected. All visible. All shareable with clients when you want them to see it.

One system. Complete control. Professional transparency.

What changes:

→ Clients get a portal view of their projects. Progress, deliverables, updates. No more "just checking in" emails. → Project progress calculates automatically from task completion. No manual percentage updates. → Deliverables track through approval workflows. You know what's pending, what's approved, what's stuck. → Scope changes document themselves. When clients ask for "just one more thing," there's a paper trail. → Your team sees exactly what they own and what's due. No morning standup required to figure out priorities.

What's inside:

10 connected databases:

Clients | Relationship management with industry tracking, automatic freshness monitoring, portal-ready views

Projects | Full lifecycle tracking with auto-calculated progress, status workflows, deadline monitoring

Tasks | Work breakdown with assignments, status tracking, priority levels, project linking

Updates | Communication hub with client visibility controls. Share what you want, keep what you don't.

Deliverables | File management with approval workflows. Pending, approved, needs revision. Clear status.

Assets | Document storage with access controls. Organized by project, tagged for findability.

Scope Changes | Change request documentation. What changed, when, why, and what it costs.

Contacts | Individual relationship mapping within client organizations.

Events | Calendar and meeting integration.

Analytics | Summary data for business insights.

8 professional pages:

Portal Home | Dashboard with live KPIs. What needs attention right now.

Clients Dashboard | Relationship overview. Who's active, who's at risk, who needs contact.

Core Workflows | Daily operations hub. Tasks, deliverables, approvals.

Reports | Analytics center for business performance.

Assets | Document management interface.

SOPs | Standard operating procedures for consistent execution.

Setup Guide | Configuration and customization instructions.

Changelog | System updates and modifications.

35+ custom views optimized for different workflows. Filter by client, by project, by status, by owner. See exactly what you need.

Client portal capability:

Create professional, filtered views your clients can access. They see their projects, progress, deliverables, and updates. They don't see your internal notes, margins, or team drama.

Transparency without exposure.

This is for:

• Creative agencies managing multiple client projects
• Consulting firms tracking deliverables and communications
• Marketing agencies coordinating campaigns and assets
• Development teams managing client work
• Any service business with 5-50+ active clients

What's included:

• Complete Notion template (all 10 databases, all 8 pages)
• PDF setup guide with step-by-step instructions
• Workflow documentation and best practices
• Industry customization suggestions
• Client portal setup instructions
• Team training materials
• Troubleshooting guide

Setup time: 30-60 minutes for initial configuration. 2-4 hours for full team adoption.

Works on Notion free tier. Recommended: Plus or Business plan for team features and client sharing.

Your clients hired professionals. Show them a professional operation.