Every client, from signed to renewal.
Onboarding, ad numbers, the monthly report, posts, client emails, retainer hours and the renewal live in one Room with your team. An agent pulls Google Ads, Meta Ads and Harvest, drafts the report, the email and the proposal, and keeps the client record. Nothing reaches a client until the person who owns it says ok.
Brightline Growth, Harbor Dental Group, their people, addresses and numbers are made up for the film, and product names and logos belong to their owners.
One client, from the signed contract to the renewal proposal.
The same Room as the film. Each step opens a tab of the agency's own Kylon App, laid out like the tool it replaces.
- 01Onboard
Set up the new client
- Today
- A ClickUp or Asana onboarding template, and access requests chased by email and Slack.
- In Kylon
JunoClient opsNina posts that Harbor Dental signed. Juno builds a 14-task onboarding board on the client record and flags that Google Ads, Meta and GA4 access is still with the client.- Who decides
OmarOmar owns the board and gets the missing access from Dr. Patel.
- 02Ads
Read the first week of ads
- Today
- Log into Google Ads and Meta Ads Manager for each client and copy the numbers into a sheet.
- In Kylon
- JunoClient opsOmar asks how week one went. Juno pulls both platforms through the Google Ads and Meta Ads connections: $2,140 spent, 61 leads, 9 booked visits, $35.08 per lead. Meta brings cheaper leads, Google books more.
- Who decides
- OmarNothing to approve. Omar reads the numbers in the Ads tab.
- 03Report
Draft the monthly report
- Today
- Looker Studio or AgencyAnalytics dashboards and a sheet, rebuilt every month.
- In Kylon
- JunoClient opsJuno drafts the September report in the client portal: $8,420 spent, 236 leads, 41 booked visits. Omar's note, lead with booked visits, not clicks, moves them to the top and is saved as a client rule.
- Who decides
- OmarOmar approves the report before Dr. Patel sees it.
- 04Content
Plan the month's posts
- Today
- Planable, Notion or a spreadsheet calendar, with approvals over Slack.
- In Kylon
- JunoClient opsZara asks for October posts. Juno drafts 8 posts for Instagram and Facebook on a calendar, each shown as it will look in the feed.
- Who decides
ZaraZara approves all 8. Nothing posts until she does.
- 05Client email
Send the monthly update
- Today
- A Gmail update written from scratch every month.
- In Kylon
- JunoClient opsJuno drafts the September update to Dr. Patel in Omar's Gmail. Following the client rule, it opens with 41 booked visits at $205 each, down from $297, and every client email is logged on the record.
- Who decides
- OmarOmar reads the draft and presses Send.
- 06Hours
Check hours against the retainer
- Today
- Harvest timesheets checked at month end, so overage is found late.
- In Kylon
- JunoClient opsNina asks if they are over on Harbor. Juno reads Harvest: 62 of 60 hours, 9 of them on a landing page rebuild outside the scope. It drafts a change order for 9 hours at $150, $1,350.
- Who decides
NinaNina approves the change order and bills it with November.
- 07Renewal
Propose the renewal
- Today
- A calendar reminder or a HubSpot deal, and a proposal written from memory.
- In Kylon
- JunoClient opsThe Monday renewal check finds Harbor's term ends Nov 30. Juno drafts the proposal from the record: 41 booked visits in September at $205 each, cost per booked visit down 31%, $4,500 a month for 60 hours.
- Who decides
- NinaNina sends the proposal.
Your ad accounts, your inbox, your hours.
Your agent works through the accounts you connect. People in the Room see every step and sign off on what goes to a client.
ConnectionCampaigns, spend, conversions and cost per conversion for each client.
ConnectionLead form results, cost per result and amount spent for each campaign.
ConnectionClient updates drafted in the account lead's inbox. Every draft waits for someone to press Send.
ConnectionHours by task and person, compared to each client's retainer.
Nina owns the agency and approves change orders and renewals, Omar leads the account and approves reports and client emails, and Zara approves every post.
Start with one client.
- 1Make a Room for your clientsInvite the owner, the account leads and whoever runs content.
- 2Connect what you useGoogle Ads, Meta Ads, Gmail and Harvest from Connections.
- 3Ask your first question“How did last week go for this client?” Your agent answers in the Room, with an owner on everything that needs a decision.
I run a marketing agency. Set up our client work in Kylon with me, one step at a time, and show me each result before you move on. 1. Make an App for our agency with tabs for Onboarding, Ads, Reports, Content, Updates, Hours and Renewals, and a record for each client with the lead, the retainer and the stage. 2. Connect Google Ads, Meta Ads, Gmail and Harvest. 3. When a client signs, build an onboarding board on their record and flag any access we still need from them. 4. Every month, draft each client's report and update email from their ad numbers, and check Harvest hours against the retainer. 5. Every Monday, list clients whose terms end in the next 60 days and draft a renewal proposal from their results. Rules: never send an email, share a report or post anything without approval from the person who owns that item.
Run every client from one Room.
Start free, connect your ad accounts, Gmail and Harvest, and let an agent draft your first client report. Nothing goes to a client until your team says ok.