Grow every client from one panel.

The first two weeks set the tone for the whole relationship. Missing access, an unclear approver and unwritten expectations come back as a lost client in month three. Use the same steps every time:

1. 1

   Collect access

   Get into social accounts through each platform's permission tools, not by asking for passwords. Ownership always stays with the client, so there's no handover dispute if you part ways.

2. 2

   Request brand assets

   Logos for light and dark backgrounds, colour codes, fonts, the photo library, the product list and any brand guidelines. List what's missing by the end of week one and send it in one message.

3. 3

   Audit the last 90 days

   What was posted, which formats got the most engagement, which questions keep coming up in comments? This gives you a baseline and your first-month recommendations.

4. 4

   Name the approver and the channel

   Write down who has the final say on the client side and where approvals come from. Several people can give opinions, but one person decides.

5. 5

   Agree response rules

   Decide which messages the agency answers, which go to the client (pricing exceptions, complaints, press) and how quickly each gets a reply.

In VonaHub every client is a separate brand with its own social accounts, Brand Kit and brand voice. Switch with the brand selector and you only see that client's content and accounts, so one client's logo never ends up on another client's post.

The brief keeps a brand sounding the same whoever on the team is writing. It doesn't need to be long; one page with these fields is enough for most clients:

The most skipped field is approved claims. When the team lifts phrases like “industry leader” or “save 30 percent” from the client's website, nobody checks the source until a competitor or a customer complains. Get the client to approve which claims can be used once; anything not on the list stays out of posts.

Review the brief with the client every quarter. Products change, campaigns shift, new sensitivities appear; a brief that isn't updated produces wrong content six months later.

The monthly content plan builds an 8-line brand profile card from the client's website: what they sell, to whom, how they talk and their content pillars. Put the brief into that card and the whole plan is built inside it. Figures, discounts or claims that aren't in the source are never written into the copy; the item is flagged instead.

Approval is where agencies lose the most time, and the cause is usually missing rules rather than the client. Put these in the contract or kickoff document:

• Batch approval: Send the month's plan at least a week before it starts. Define a separate, narrow channel for urgent posts.
• Turnaround: State how many working days the client has to respond, and that the plan shifts if they miss it.
• Revision rounds: Set how many rounds each post gets. Unlimited revisions mean unlimited hours.
• Feedback format: Instead of “make it pop”, ask which post, image or copy, and in what direction.
• Changes after approval: Agree that a last-minute change to an approved post counts as a new request.

The client approval portal puts these rules on screen. With no account, the client sees the month's posts in a phone preview, approves them all with “Approve all” or requests changes. A revision request says whether the image or copy should change, ticks up to two preset directions and can pin up to three notes on the image. We explain why vague chat feedback is so costly in this article.

Clients mostly see an agency's work through its reports. A late or confusing report makes the work invisible. Run reporting on three layers:

Write the monthly report in the client's language: what happened, why, and what we're doing now. A one-line comment under each chart gets read more than pages of tables. We walk through a report structure clients actually read here.

In VonaHub, report emails go out at your plan's frequency; reports that are due are sent at 08:00, and “Email report” sends one in between. With the white-label portal on, the approval portal, PIN screen and report emails open with your agency's logo, colours, font and contact details instead of VonaHub's. This option is in the Enterprise and Agency plans.

Agencies usually misjudge hours per client, not client count. Before taking on a new client, break an existing client's monthly hours into tasks. The table below is a template; the figures are fictional, so fill it with your own records:

• Work out each team member's productive hours a month, leaving room for meetings and training.
• Cap the number of clients per person; when you hit the cap, start the hiring or pricing conversation.
• Give every client an owner and a backup so holidays and sick days don't stop work.
• Add busy seasons (holidays, sales events) to the capacity calendar months ahead.

Assign roles with capacity in mind too. In VonaHub teammates are invited by email (invites last 7 days) as Owner, Admin, Editor or Viewer. Editors create, Admins approve internally, and Viewer is for people who need to see the work but not change it.

The right price depends on your positioning, city and client mix, so this is about principles, not numbers. The common models are:

• Write the scope: platforms, monthly posts, format mix, revision rounds, inbox hours.
• Show ad spend separately from your fee so the client sees what pays for what.
• Bill onboarding and setup as a separate first-month line.
• Keep extras such as photo shoots and video editing on a separate price list.
• Review prices once a year against your capacity table.

Clients rarely leave overnight; the signs build over weeks. Make sure the whole team recognises them:

• Approvals arrive a little later each month, or come back with no comments at all.
• Monthly calls get postponed or cancelled.
• Your contact on the client side has changed and you haven't met the new person.
• Conversations are only about price, never about results.

The fix is to make value visible. Share a 90-day roadmap each quarter and bring at least one unprompted idea every month. When your contact changes, ask for an intro call within two weeks and send the new person a summary of the last three months.

When a client does leave, hold a short exit call and ask for the real reason. Price is often the reason given; behind it there is usually invisible results, slow communication or a shift in priorities. Log the answers in one sheet and review it once a year. If the same reason comes up three times, the problem is the process, not the client.

Common mistakes

• Saying yes to everything: Doing out-of-scope work for free permanently raises expectations.
• Sending numbers without comment: Charts with no explanation invite “so what did you do this month?”
• Keeping knowledge in one head: When someone leaves, the client's history leaves too; keep briefs and decisions in a shared place.
• Making exits difficult: A clean handover of accounts and files keeps the door open for referrals and a return.

Jumping between brands all day means rebuilding context at every switch. Group production into client blocks: plan, write and send one client's month for internal review in a single session, then move on.

Bulk content generation speeds up that first draft: one prompt with the Week (8) or Month (30) preset, up to 150 posts per run, placed on the calendar as drafts. It's in the Business, Enterprise and Agency plans.

If your team likes working in ChatGPT, the ChatGPT integration removes copy-and-paste between chat and panel. When connecting, you choose which brands and permissions the assistant gets. It reads brand information and writes a weekly plan of up to 14 posts into VonaHub as drafts. Publishing and DM-reply permissions are off by default; when on, actions need a confirmation code valid for 10 minutes. More on the agency workflow in this article.

1. 1

   Days 1-10: production blocks

   Build each client's next-month plan in its own block; the Editor drafts and the Admin reviews on the Approvals screen.

2. 2

   Days 15-20: client approval

   Send each client their calendar by approval portal link. Process revisions per client, not in arrival order.

3. 3

   All month: inbox

   Assign conversations to the owner, save frequent answers as quick replies and follow the handover rules.

4. 4

   Month end: report and proposal

   After the report email goes out, send each client three learnings and one idea for next month.