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Agency Hub & Workflows Beginner to Intermediate · 7 min read · Updated October 2026

Agency Workload Management, Kanban Tasks & Client Sign-Offs

Organize agency deliverables on an integrated Kanban board, link tasks to audit issues or keywords, and streamline client sign-offs on content briefs and ad copy.

Summarize runbook:
ChatGPT Perplexity Claude
Platform Navigation Coordinates

Where to find this in your workspace:

Left Sidebar → Tasks (/projects/<id>/tasks/)
Log in to Execute

Key Takeaways & Architectural Rules

  • Manage agency deliverables across customizable Kanban columns (Backlog, In Progress, Review, Client Sign-Off, Done).
  • Link task cards directly to technical audit issues, target keywords, or content studio documents.
  • Client Sign-Off approval flow: clients can approve drafts or request revisions in 1 click without leaving the portal.
  • Track team member workloads, due dates, and deliverable turnaround times.

EXECUTION PLAYBOOK

How to Do & From Where to Do (4 Steps)

01

Open the Project Kanban Board

Screen: Left Sidebar → Click 'Tasks' under the active project.

View your team's visual task board. Columns represent the agency workflow: To Do, In Progress, Internal Review, Client Approval, and Completed.

Pro-Tip Drag cards between columns as work progresses from ideation to delivery.
02

Create a Task Linked to an SEO Asset

Screen: Click '+ Add Task' button in any column.

Enter a title (e.g. 'Optimize H1 and Meta Tags for Pricing Page'). Link the task to an existing Site Audit issue or Keyword. Assign an agency specialist and set a hard due date.

Pro-Tip Linking tasks directly to audit errors keeps your technical team focused on measurable SEO impact.
03

Submit Deliverables for Client Sign-Off

Screen: Task Drawer → Move Status to 'Client Approval'.

Attach the completed content draft, social calendar, or ad copy. The client receives an email notification with a secure review link.

Pro-Tip The client can click 'Approve Deliverable' or leave revision comments directly on the task card.
04

Review Activity Audit Trail

Screen: Task Drawer → 'Activity History' tab.

Inspect the complete timestamped audit trail showing who created the task, uploaded files, requested changes, and provided final approval.

Pro-Tip This eliminates scope creep and provides clear accountability for agency retainers.

INTERACTIVE TOOL WORKSPACE

Actual Screen & Telemetry Inspection

Examine the exact SEO Runway screen below with live parameters and dummy data to see how findings appear and where to execute actions.

https://app.seorunway.com/projects/horizon/agency/
AGENCY PORTALS: 14 ACTIVE CLIENTS
SEO RUNWAY /
Horizon Digital Agency (Master Workspace) (horizondigital.agency)
Active Client Portals
14 Portals Custom Domains
Automated Reports
36 / month Delivered 1st of Month
Client Sign-off Rate
100% Zero Delays
Agency Retention
98.2% Industry Benchmark: 84%

Enterprise Client Portals & Scheduled Reporting Cadence

Showing 4 of 24,810 records
Client OrganizationCustom Portal DomainReporting FrequencyPortal HealthAction
Acme Global Retail ($12,000/mo)portal.acmeretail.comWeekly Executive BriefActive (99.8%)
Vertex Cloud SaaS ($8,500/mo)seo.vertex.ioMonthly In-Depth PDFActive (100%)
Pinnacle Law Group ($4,500/mo)reporting.pinnacle.comBi-Weekly SERP SummaryActive (100%)
Horizon Ventures ($15,000/mo)analytics.horizon.comReal-Time Embedded DashboardActive (100%)
How to Read & Execute on This Screen in SEO Runway
① Full White-Label Domain Masking

Host the portal on your client's own CNAME subdomain with custom logo, favicon, and brand colors.

② Automated PDF Report Dispatch

Generates executive PDF summaries at 08:00 UTC on the 1st of every month without manual designer hours.

③ Client Approval Kanban

Allows clients to review proposed SEO changes, metadata updates, and content briefs with 1-click approvals.

Field Insights & Advanced Tactics

Limit your 'In Progress' column to a maximum of 3 tasks per specialist to prevent multitasking bottlenecks and improve deliverable velocity.
Celebrate completed client approvals with automated team notifications in your internal Slack or Microsoft Teams channel.

Frequently Asked Questions

Can clients see internal task comments?

No. Tasks feature a toggle between 'Internal Agency Note' (visible only to team staff) and 'Client-Facing Comment'.

Need tailored assistance?

Our customer engineering team can review your project setup, calibrate your rank trackers, or audit your GEO readiness. Reach out anytime.

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