Project Management Software for Agencies: Keep Every Client Apart

Project management software for agencies needs to keep each client’s work in its own project, turn requests arriving by email or web form into trackable tickets, and keep deadlines in front of the whole team. Hamahang, P-Soft’s project and ticketing platform, covers that foundation from the Start plan; Kanban and Gantt boards plus a team messenger come with Pro, and a client portal with SLA commitments comes with Elite.

Agency work does not look like work in any other team. One designer is juggling campaigns for three brands, an account manager has a client call at nine and another at four, and every client assumes their project is the only thing on your desk. Whether you run a creative studio, a digital marketing agency or a small advertising shop, the pain points are surprisingly similar. This guide starts with those everyday frustrations and then looks at how a client project system should be set up and where Hamahang helps.

Why is managing a creative agency team so messy?

In most agencies the issue is not a lack of talent. It is the thread of the work getting lost between clients and channels. A few patterns almost every agency owner will recognise:

• Requests come from everywhere: one client emails, another messages the account manager’s personal phone, a third simply calls. Half of these never reach the person who has to do the work.
• Priorities change daily: one client’s urgent job pushes everyone else back, and nobody can say which deadline is genuinely at risk.
• Which file is final? Designs, copy and feedback are spread across chat groups, and finding the last approved file becomes a task of its own.
• Clients keep asking for status: account managers spend a large part of the day answering “where are we with this?”
• Extra work disappears: small out-of-scope requests get done as favours and are never written down, so they never make it onto an invoice.

How should client project management be structured in an agency?

The pattern that works best in practice is simple: one project per client, or one project per campaign for larger accounts. Inside each project, tasks get an owner and a due date, files and attachments live on the task they belong to, and key moments such as launch days or presentation meetings go on the calendar with reminders.

Hamahang’s Start plan already provides that skeleton: projects and tasks, a ticketing system, a calendar with reminders, file attachments and progress reports, for a team of up to 15 users. A small studio can see each brand’s work separately from day one and spot which tasks are slipping. The platform runs in a web browser and on Android, so an account manager can check progress while sitting in a client’s office.

A hypothetical setup

Imagine an agency with five retainer clients. It creates one project per client and, inside each, three groups of tasks: monthly content, design, and the monthly report for the client. Each morning a designer opens a single list of their own tasks across all five projects, while the account lead reads the progress report to see which brand is behind schedule.

Client requests: from inbox and web form to ticket

Scattered requests are the biggest leak in agency operations. In Hamahang, an email from a client or a message submitted through your website form becomes a ticket. Each ticket has an owner and a status, and it can be linked to a task in the client’s project. “I forgot to mention it” and “I thought you saw my message” stop being part of the team’s vocabulary.

One house rule makes this far more effective: tell clients to send change requests to a single dedicated address. We walk through that flow in turning emails into tickets.

Kanban and Gantt boards for campaign planning

A campaign is a chain of dependent steps. Design does not start before the concept is approved, and publishing makes no sense until the design is signed off. Hamahang Pro adds Kanban and Gantt boards. Kanban suits the creative team’s daily flow, with columns such as “Queued”, “In design”, “Waiting for client” and “Done”. Gantt is for the project lead who needs to see which deadline moves when one stage runs late. If Gantt charts are new to your team, our guide to Gantt chart scheduling is a good place to begin.

Pro also brings dashboards and reports. The agency owner sees the state of every project in one place, which makes the decision to take on a new client far less of a guess. Notification automation means the right people hear about the things they need to know without someone chasing them by hand.

A team messenger instead of noisy chat groups

General chat groups hurt agencies in two ways: work messages get buried among personal ones, and when a team member leaves, the conversation history leaves too. Hamahang’s enterprise messenger, available in Pro, connects each conversation to its task or ticket, keeping the back-and-forth about a design attached to that design. Internal calls and meetings are part of the same plan, which means a quick catch-up with a remote designer happens inside the platform rather than on yet another app.

A client portal and SLA commitments for retainer accounts

Agencies with large monthly retainers have often promised response times in their contracts. Hamahang Elite is built for exactly this situation:

• Client portal: clients log and follow their own requests instead of calling the account manager for every question. We explain the idea in customer portals and ticketing.
• SLA commitments: the service levels you agreed in the contract are defined and followed inside the platform.
• Custom workflows: the approval path for each type of job can follow the way your agency actually works.
• Organisation access levels: each client team sees only its own client’s projects, which matters a great deal when you serve competing brands.

Elite has unlimited users, and deployment and training are included.

Finance and invoicing for client projects

Agency profit often leaks through unrecorded extras. Hamahang includes finance and invoicing features. When every extra request has been logged as a ticket, you know at invoicing time exactly what was done outside the agreed scope and can discuss it with the client openly rather than from memory.

Common mistakes when agencies adopt a project tool

• A project for every tiny job: create a project for each post or banner and within two months you will have hundreds of half-finished projects. Make projects for clients or campaigns and turn the small jobs into tasks.
• Keeping old channels open: if clients can still send requests to a personal chat, the new system stays half empty. Announce a start date and treat tickets as the only valid route after it.
• Everyone sees everything: not every team member needs every client. Decide early who should see what; organisation access levels are part of Elite.
• Choosing by feature count: what matters is whether the team actually uses it every day, so decide after a trial period on real work.

Which Hamahang plan fits your agency?

Rollout checklist for your agency

1. List your active clients and decide whether projects follow clients or campaigns.
2. Turn your fixed stages (brief, concept, design, client review, publish) into board columns.
3. Publish one email address or form for client requests so they all become tickets.
4. Choose between cloud hosting and installation on your own server; Hamahang supports both.
5. Use the trial period and run one real client through it before you commit.
6. Bring over existing tasks and records from spreadsheets or your old tool; P-Soft helps with the move, scoped by contract.

Frequently Asked Questions

Is Hamahang suitable for a small agency?

Yes. The Start plan covers up to 15 users and includes projects and tasks, ticketing, a calendar, file attachments and progress reports.

Can we create a separate project for each client?

Yes. Each client or campaign can have its own project with its own tasks, files and deadlines.

Do client emails turn into work for the team automatically?

Emails and website form messages become tickets, and a ticket can be linked to a task in the client’s project.

Can clients check the status of their requests themselves?

Yes, through the client portal included in Hamahang Elite.

Does the agency have to use the cloud?

No. Hamahang is offered in the cloud or on your own server, and it is available on the web and on Android.

Want to see Hamahang running your own client projects? Request a demo and trial of Hamahang.

Further reading

• What Is a Ticketing System and Why Do Companies Need One?
• The Best Project Management and Enterprise Ticketing Software in Iran: A Buyer’s Guide (2026)
• Enterprise Messenger vs. Ticketing System: Key Differences

Complete guide: project management and ticketing software