Time blocking for agencies
An agency does not fail because nobody knew the status. It fails because three accounts all needed the same person on Thursday and nobody found out until Thursday.
What the week actually looks like
Five clients, each convinced they are the only one. Work arrives as a brief, a Slack message and a call, in that order, usually on the same afternoon. Somebody has to decide which of them gets the senior designer this week, and that decision is currently being made in somebody’s head. The board says everything is in progress, which is true and useless.
Where it goes wrong, and what answers it
You take the brief before you know if you can do it
The board shows what is in progress, never how many hours are already spoken for. So the yes happens in the meeting and the problem shows up at the end of the week, when it is a client conversation instead of a scheduling one.
In UnaTask: Team availability shows the hours already committed across every account before you answer, so the yes is informed rather than hopeful.
The same person is promised to three accounts
Each account manager plans their own client properly. Nobody plans the person. The collision is invisible until the day it lands.
In UnaTask: One calendar across every project, with the whole team on it, so a double booking is something you see on Monday rather than discover on Thursday.
The call decided things and the call is gone
Client calls generate work, and that work gets remembered by whoever was paying attention. A week later you are arguing about whether they asked for it.
In UnaTask: A notetaker joins the call and turns what was agreed into assigned tasks, so the record and the work are the same object.
Onboarding a client is done from memory every time
The first two weeks of an account are the same fifteen steps every time, and every time somebody rebuilds them by hand and forgets one.
In UnaTask: Project templates turn that into one click, including who each step is assigned to.
What agencies usually weigh this against
Asana
Asana is the default for agencies over about twenty people, because account leads want portfolios and somebody upstairs wants a report.
It will tell you every project is on track and still let you promise the same designer to three clients, because due dates are not hours and there is nowhere to see a person’s week.
Asana alternative for agencies
monday.com
monday.com demos beautifully to a client and bends into whatever intake process the agency invented last year.
The build takes weeks, the seats are sold in blocks that do not match how agencies hire, and after all of it the boards still plan in dates rather than in somebody’s Thursday.
monday.com alternative for agencies
Wrike
Wrike is genuinely built for this: request forms that route intake, proofing on creative assets, resourcing across departments. Agencies pick it for real reasons.
It is heavier than most agencies need, and the resourcing view answers how loaded somebody is this month rather than what they are doing on Thursday at two.
Wrike alternative for agencies
Trello
Small agencies run on Trello because a client can be shown a board and understand it immediately, and it costs nothing.
A board holds five accounts fine and tells you nothing about capacity. The week it stops working is the week you take the sixth.
Trello alternative for agencies
Common questions
Can I keep each client separate?
Yes. Each account is a project, with its own tasks, docs and templates, and you can group projects into areas when there are enough of them to need it. The calendar is the place they all come back together, which is the point.
Can clients see anything?
Only what you share. Booking links let a client pick a slot without seeing your calendar, and nothing else is public by default.
What does it cost for an agency of eight?
Eight seats at €10 per seat per month, or €8 per seat billed yearly, plus VAT. Every feature is included at that price, so there is no tier above you holding the useful part.