Agency OS Project Management — Built for Agencies

Built for the needs of agencies

Product tools assume one team shipping one roadmap. An agency runs fifteen client plans at once, each with its own scope, cadence, and reporting — so the tool never fits, and the real plan ends up in a spreadsheet nobody updates.

Agency OS is shaped like retainer work: every client gets a project, projects hold sprints, sprints hold tasks, and tasks hold the subtasks and checklists that make "done" unambiguous.

01 · The structure

Deliver client work the way your agency sells it

Every client gets a project with a status and a primary goal. Inside it, sprints hold the tasks, and each client carries its own tabs — Tasks, Content, Links, Analyses, and Data. Every tab is deep-linkable, so a Slack message can open the exact view you're talking about.

Rivera Law · SEO retainer

Active · goal: 3× qualified case inquiries in 12 months

TasksContentLinksAnalysesData

Sprint 2 · Technical foundation 6 of 9 complete

Fix indexation on 412 URLsIn progressMKMarcusSep 56 hrs

Export the crawl to the shared sheetCompleteMKMarcusSep 22 hrs

Ship redirects with the dev teamWaitingMKMarcusSep 53 hrs

Internal linking planOverdue 2dDLDanaSep 14 hrs

02 · Templated plans

Start from a proven plan, not a blank page

Apply a service plan as a new sprint in one click — Onboarding, SEO, Web Design, Facebook Ads, PPC Ads, or LSA Ads. Build your own templates in Settings with a builder that mirrors the real tasks table. And when a website or local SEO audit is approved, the findings you kept become a scheduled 12-month plan on their own.

OnboardingApply as sprint

SEO retainer12-month plan

Web design buildApply as sprint

Facebook Ads · PPC · LSAApply as sprint

Your own templateBuilt in settings

Audit → plan, automatically

✓ Approved WQA and Local SEO findings become tasks

✓ Scheduled across 12 months, owners and dates attached

03 · Subtasks & recurring work

The work that repeats sets itself up

Subtasks expand under the parent row with their own owner, date, and status, and each one can hold a nested checklist. Finish the last subtask and the parent completes itself — reopen one and it reopens too. Set anything to recur daily, weekly, biweekly, or monthly, and the next occurrence spawns the moment you close the current one.

Monthly performance report2 of 3 doneRSRyanSep 30Monthly

Pull rankings & conversionsDoneJSJessSep 26—

Write the commentaryDoneRSRyanSep 28—

Send & book the callTo doRSRyanSep 30—

Technical crawl sweepWeekly

Content batch · 4 briefsBiweekly

Client check-in callMonthly

04 · Content production

An integrated content management system

Content gets its own Kanban with editable columns per client — Topics, Approved, Creation, Editing, Ready for Review, Ready to Publish, Published. Cards carry the fields writers and editors actually need: content type and platform, new or rewrite, main keyword and volume, and the existing, draft, and final URLs. Board or List, filtered, with one-click duplication.

Creation

Best PI lawyer in Tampa

Blog · new · 1,900 vol

Dana

Car accident FAQ hub

Blog · rewrite · 720 vol

Ready for review

Motorcycle claims guide

Landing · new · 2,400 vol

Draft URL

Published

Truck accident checklist

Blog · new · 1,100 vol

Live Aug 28

05 · Your day

A focused, personalized workflow for your entire team

"Me View" is one notifications table: @mentions, pipeline follow-ups, tasks, and content assigned to you, each with a destination and a deep link. Priority is scored from due-date urgency and client retainer value, and you can override or dismiss any row. There's a private to-do list for your own work, a Team View across every client, and a daily digest email so nothing depends on someone remembering to look.

MeTeamMy to-do

@mention from Dana — Rivera LawTask · Internal linking planHigh

Ship redirects — Rivera LawTask · waiting on dev accessToday

Follow up: Cutter LawPipeline · proposal decisionOverdue 2d

Motorcycle claims guideContent · ready for reviewIn 2 days

Monthly report — Nova RealtyTask · recurringDone

06 · Team capacity

See who's buried before they tell you

A utilization matrix shows estimated hours and load per person per month — green under 80%, amber to 100%, red past it. Set each person's weekly capacity, get a warning banner when someone tips over, and open a single member's page to see their work across every project. It's the answer to "can we take this client?" before you sign it.

Open tasks

118

Due this week

Overdue

Room to sell

1.4

Utilization · September

Marcus Kane112%

Dana Lowe88%

Jess Ortiz64%

Ryan Stewart41%

A deeper look at project management

Template plans, three views of the task table, the link board, the content board, and the capacity matrix.

Template plans, applied as sprints

Apply Onboarding, SEO, Web Design, Facebook Ads, PPC, or LSA as a new sprint in one click, or build your own template in Settings using a builder that mirrors the real tasks table. Approved audit findings can schedule themselves across twelve months.

Rivera Law · SEO retainer

Active · 4 sprints · 35 tasks · goal: 3× qualified case inquiries

TasksContentLinksAnalysesData

SprintApplied fromOwnerProgressWindow

Sprint 1Onboarding planDLDana7 / 7 doneJul

Sprint 2SEO plan · technicalMKMarcus6 / 9 doneAug

Sprint 3SEO plan · contentDLDana0 / 11 doneSep

Sprint 4WQA findings · approvedRSRyan0 / 8 doneOct

Table, List, or Board — same tasks

Scan it as a table, group it under colored status headers, or drag it across columns. Names, owners, dates, sprints, and statuses all edit inline. Add your own columns, rename and recolor statuses for your agency, and filter by sprint, owner, or status.

All tasks

118 open across 14 projects · filtered to this week · grouped by owner

TableListBoard

DueStatusClientTaskOwner

Overdue 2dBlockedRivera LawInternal linking planDLDana

TodayDoingPeak DentalGBP posts · SeptemberJSJess

Sep 5DoingRivera LawFix indexation on 412 URLsMKMarcus

Sep 9To doHalcyon HVACLanding page copy · 3 pagesDLDana

Aug 30DoneNova RealtyMonthly performance reportRSRyan

The link board

Every client has a Links tab: prospects, outreach status, target URL, anchor, and the live placement once it lands. Filter by status to see what's pending, what's won, and what went dead — so link building is a tracked deliverable instead of a spreadsheet somebody keeps on their desktop.

Rivera Law · Links

34 prospects · 9 placed · 6 in outreach · 3 dead

TasksContentLinksAnalysesData

ProspectStatusOwnerTarget URL · anchorPlaced

injuryboard.comPlacedJSJess/car-accidents/ · "Tampa accident lawyer"Aug 22

tampabizjournal.comPlacedJSJess/about/ · brand mentionAug 29

flalegalreview.orgIn outreachDLDana/practice-areas/ · "personal injury"—

safedrivingfl.comFollow-up 2DLDana/blog/distracted-driving/ · exact—

legalexaminer.comDeadJSJessno reply after 3 touches—

The content production board

A separate Kanban for content with editable columns per client. Cards hold content type and platform, new or rewrite, main keyword and volume, the existing, draft, and final URLs, and their own subtasks. Push the calendar to a Google Sheet when a client wants it there.

Rivera Law · Content

18 pieces in production · columns editable per client

BoardList

Topics

Slip & fall claim guide

Blog · new · 880 vol

Dog bite statute page

Landing · new · 460 vol

Creation

Best PI lawyer in Tampa

Blog · new · 1,900 vol

Dana

Car accident FAQ hub

Blog · rewrite · 720 vol

Ready for review

Motorcycle claims guide

Landing · new · 2,400 vol

Draft URL

Published

Truck accident checklist

Blog · new · 1,100 vol

Live Aug 28

Claude does the busywork

Through the connector, Claude can list and update projects and sprints, create and update tasks with validated dependencies, apply plan templates, and read the content calendar. Ask for the pulse report and you get overdue and blocked work, stale data, analyses awaiting review, and anyone over capacity.

"What should I work on?"

Run it on demand or schedule it. Tasks can be marked as run by Claude or by a human, so you always know which is which.

1.Connect the Agency OS MCP in Claude
2.Ask for the pulse report, or schedule it each morning
3.Claude updates tasks and writes back what needs a human

Claude prompt · daily pulseCopy prompt

You have access to my Agency OS workspace through its connector. Run the pulse report across every active project: list overdue and blocked tasks with owners and how late they are, flag stale client data and analyses awaiting review, and name anyone over capacity this month. Create any recurring tasks due in the next seven days, then write a two-sentence status per client I could send as-is.

Team capacity

Estimated hours and utilization per person per month, color-coded green under 80%, amber to 100%, red past it. Set each person's weekly capacity, get a warning banner when someone tips over, and open one member's page to see their work across every project.

Admin · Team utilization

Estimated hours per person per month across 14 active projects.

Open tasks

118

27 due this week

Overdue

3 clients affected

Over capacity

Marcus · 112% in September

Your project plans, wired into Claude

Agency OS exposes your projects to Claude through the BPT connector. Claude reads and writes the same records your team works in — updating projects and sprints, creating tasks with validated dependencies, applying plan templates, and reading the content calendar.

Agency OS Projects

One plan per client, one table for the work

Holds every plan, task, subtask, comment, and file
Spawns recurring work as each one is completed
Tracks which tasks are run by Claude and which by a human

BPT MCP

Claude Desktop

Your delivery assistant

Applies a plan template as a new sprint
Runs the pulse report: overdue, blocked, stale, over capacity
Answers "what should I work on?" on demand

Project tools available to Claude

projects_create projects_list projects_get sprints_update tasks_create tasks_update tasks_complete subtasks_create plan_template_apply content_calendar_read pulse_report

Plus Asana import and export to ClickUp, Asana, Monday, or CSV — you are never locked in.

Watch a signed client become a full 12-month plan.

💬 Live wins from the community

Real agencies trust The Blueprint

Since 2015, Blueprint members have used these exact systems to land clients, scale revenue, and build agencies they're proud of. These are just a few of the hundreds of wins shared every week in our community.

Austin ClineToday at 3:10 PM

Not a showoff post — we just closed an SEO deal with a large home-improvement chain. I used the Blueprint tools and processes for the whole thing: onboarding, sale, kickoff, budget, audit. They signed a $70,000 deal yesterday. Thank you Ryan.

🔥 7💪 4🎉 3

Nicole SchmiedJust now

56 days in: the $18K client is on the books! 🎉 Invoice paid, kickoff next week. The Blueprint system keeps me in my zone of genius. So grateful.

❤️ 3🙌 2💥 2

Grant HigginsonYesterday at 7:45 PM

Signed up a few days ago and just closed an $80K/year SEM contract using your onboarding SOP docs. Looking forward to the rest of the course.

🔥 12💰 8

Jason Duncan2 days ago

Quick note — thanks to you I'm finally over $31K in monthly revenue and had to spend time building out my team. Looking forward to catching up.

🚀 9🔥 6

Charline TToday at 11:07 AM

Dropping in to say WE HIT $10K IN REVENUE FOR THE FIRST TIME EVER!!! 🔥 Y'all have been part of this journey and I'm so grateful. Thank you Ryan and the whole Blueprint team!

🎉 8❤️ 6💪 5

Glen Milton3 days ago

A few months in and I landed my first client at £2K a month for a painting & decorating company — about 5 calls in my first 3 weeks. The system works.

🙌 5🔥 4

James De RocheToday at 5:15 AM

Converted a client from retainer to sprints and charged 33% more. Bit of a hybrid since the sprint pricing spreads over the year — but a real big win.

💰 7🔥 4

Benji Albrecht, MBA7 minutes ago

Just sold $17,500 of sprints with at least 1 more expected this year — mere hours after watching the modules. This stuff works. Lol

😂 5🔥 8💪 3

Kevin Kim3 hours ago

If you're an agency, you literally have no excuse not to join the Blueprint.

👍 24🔥 18💯 11

Matt VarleyToday at 8:36 AM

Won my first official "Blueprint" client this week! Used the Blueprint proposal template — they loved it.

🎉 4🙌 3

🔥 Austin C. — "$70K deal signed yesterday" 💰 Grant H. — "$80K/year contract closed" 🚀 Jason D. — "$31K+ monthly revenue" 🎉 Charline T. — "Hit $10K first time ever" 💪 Nicole S. — "$18K client on the books" 🔥 Benji A. — "$17,500 in sprints in one day" 🏆 John H. — "$500K in 12 months" ⚡ James D. — "Charged 33% more with sprints" ✅ Glen M. — "First client, £2K/month" 🎯 Matt V. — "First Blueprint client this week" 🔥 Austin C. — "$70K deal signed yesterday" 💰 Grant H. — "$80K/year contract closed" 🚀 Jason D. — "$31K+ monthly revenue" 🎉 Charline T. — "Hit $10K first time ever" 💪 Nicole S. — "$18K client on the books" 🔥 Benji A. — "$17,500 in sprints in one day" 🏆 John H. — "$500K in 12 months" ⚡ James D. — "Charged 33% more with sprints" ✅ Glen M. — "First client, £2K/month" 🎯 Matt V. — "First Blueprint client this week"

Get started

CANCEL YOUR PM TOOL. KEEP THE MARGIN.

Project management is one part of Agency OS — and the whole platform costs less than most agencies pay for their PM tool and their reporting stack combined. Every membership includes free migration support and free onboarding, weekly live coaching calls, weekly AI training calls, and a full support community.

Your agency stack — monthly

Team size

Project managementAsana, Monday, ClickUp

CRM & pipelineHubSpot, Close, Pipedrive

Client reportingAgencyAnalytics, DashThis

Client portalSPP, Ignition

AI assistant & workflowsassorted add-ons

Your stack total

Agency OSProject management included, everything all-in

$199/mo

Get instant access

Prices shown are typical market rates for comparison. Your stack may vary.

📋

Apply a service plan in one click

Onboarding, SEO, Web Design, Facebook Ads, PPC, LSA — or your own templates, built in settings

🗂️

Work the same tasks three ways

Table, grouped List, or drag-and-drop Board, with inline editing, custom columns, and custom statuses

🔁

Let recurring work create itself

Daily to quarterly cadences that spawn the next occurrence as you complete the current one

✅

Keep the context on the task

Subtasks with nested checklists, time tracking, attachments, threaded @mention comments, and a per-task BCC address

📝

Run content on its own board

Editable columns per client, keyword and URL fields, and a push to a native Google Sheet

☀️

Give everyone one list each morning

Scored notifications, a private to-do list, a team-wide view, and a daily digest email

📊

Know your real capacity

Utilization per person per month, editable weekly capacity, and an over-capacity warning

🔓

Move in, and stay portable

Asana import, export to ClickUp, Asana, Monday, or CSV, plus free migration support

Frequently asked questions

Everything you need to know before you move your client work over.

Can I import from Asana, ClickUp, or Monday?

Asana import is live — projects, tasks, subtasks, owners, and dates come across with your structure intact. ClickUp and Monday plug into the same layer. You can also export any plan to ClickUp, Asana, Monday, or CSV, and free migration support is included with every membership.

Can I use my own project templates?

Yes. Six service plans ship ready to apply as a sprint — Onboarding, SEO, Web Design, Facebook Ads, PPC Ads, and LSA Ads — and you can build your own in Settings with a builder that mirrors the real tasks table. Approved findings from a website or local SEO audit can also schedule themselves into a 12-month plan.

Can I change the statuses and columns?

Yes. Rename, recolor, and reorder your statuses once and they apply across the Table, List, and Board views. Add your own text columns per project, resize them, and drag rows into the order you want.

How does recurring work work?

Set any task or subtask to recur daily, weekly, biweekly, or monthly. Completing an occurrence spawns the next one with its owner, dates, and subtasks attached. Parent tasks complete themselves when the last subtask is done, and reopen if one gets reopened.

Can clients see the plan?

Yes, on your terms. Share a read-only link that exposes only the sections you choose — Tasks, Content, Links, Performance — with an optional label and passcode, and revoke it whenever you want. Internal notes, estimates, and capacity stay on your side.

Can Claude create and update tasks?

Yes. Through the connector, Claude can list and update projects and sprints, create and update tasks with validated dependencies, apply plan templates, and read the content calendar. Ask for the pulse report and it returns overdue and blocked work, stale data, analyses awaiting review, and anyone over capacity. Tasks can be marked as run by Claude or by a human.

Is project management sold separately?

No. It's part of Agency OS, which is included in your $199/mo Blueprint Training membership along with the CRM, client reporting, billing, the AI agent suite, and the community.