Project management for agencies: see who has too much on right now
An agency runs many projects at once, each with its own deadline and its own client. Good project management for agencies therefore has to answer two questions: what needs doing? And who can still manage it? KlangCity answers both. Tasks, Kanban, chat and meetings are in one tool. On top of that, a living 3D city shows where the team is getting stretched.
The typical agency problem
Monday morning. Three clients want something changed, “just quickly”. The pitch for Thursday isn’t ready. And the designer everyone asks is already working on four urgent tasks.
Bottlenecks like this usually only show when a deadline is missed. In lists and boards, every task looks the same. The board doesn’t tell you how much one person is carrying right now.
How KlangCity gives agencies the overview
KlangCity shows your work as a city. Every task is a building, every team a district, every project a tram line. KlangCity calculates 35 signals from your work data, live and without AI. A few of them are especially useful for agencies:
- “Overloaded”: Thick smoke above a house. A person’s open workload, weighted by priority, is more than three times the average of their colleagues.
- “House on fire”: The house is on fire. At least three tasks in 14 days, all urgent or high priority.
- “Project in trouble”: The project tram is on fire. More than half of the project’s open tasks are overdue.
- “Free capacity”: A party outside the house. This person has fewer than two open tasks and has room for the next job.
You open the city and see in seconds where things are on fire. Klangi, the cat, gives you the numbers behind it, for example “4 of 7 open tasks are overdue”. More on the page City and signals.
Kanban with a fixed method
On the Kanban board, every task runs through five fixed phases: Brainstorming, Draft, Implementation, Presentation, Done. That suits agency life well, where almost every piece of work is presented to the client at some point. There are reflection questions for each stage. Plus milestones, checklists with @mentions and recurring tasks, for example for the monthly social media plan.
People can assign tasks to themselves instead of one person handing everything out. Whoever has free capacity sees it in the city and picks up the next task.
Involving clients without adding to the chaos
Clients want to know how far along you are. KlangCity has guest accounts for that: guests come in with their own guest code and can only read; they cannot change anything. Guests see all projects of your organisation, including those of other clients. Inviting clients as guests is therefore worthwhile once private projects arrive. They are planned for Q4 2026. Guests never count as people in any plan, so they cost nothing extra.
More tools agencies often need:
- Shareable task links to point the team to a task quickly. Only people in your organisation can open them.
- Shared email inboxes on your own domain, for example for project enquiries. Replies only go out after approval. From Pro, which includes two inboxes.
- Brand library for logos, colours and templates.
- Live presentations with an audience code for pitches and client meetings.
Meetings that write their own minutes
Agencies spend a lot of time coordinating. KlangCity has its own video calls: one-to-one, in groups and as all-hands meetings. They run on our own server. For everyone who agrees, our own speech recognition takes down what they say, and the minutes are written from that automatically. The raw transcript is deleted afterwards. The analysis rates the effectiveness of every meeting from 0 to 100. Details under Meeting minutes.
In chat, one tap turns any message into a task. That way the client’s request from the channel doesn’t get lost. Every Monday the weekly report sums up the week.
Example organisation, no sign-up. Works on your phone too.
Make it visible, without surveillance
Signals about individual people are a sensitive matter, and even more so in an agency full of creative people. That is why the owner decides who sees them: all members, only the person and the leads, the person with numbers per group for the leads, only the person or nobody. Everyone can narrow their own view to “My tasks”. The city is there to help share out work fairly. How that works day to day is in the guide Sharing out workload fairly (German).
What KlangCity can’t do (yet)
So that you can decide honestly:
- No time tracking and no billing. If you book hours per client, you still need a separate tool for that.
- No Gantt view. You plan dates with due dates, milestones and the calendar.
- Browser, iPhone and Android. The web app is built for phones, and there is also the app on the App Store and on Google Play.
- Connections via webhooks and API, from Pro. There are no ready-made integrations like in the big tools.
What does KlangCity cost an agency?
For the first 30 days you try Pro free, with no card and no subscription. After that, Basic stays free for good for up to five people. Pro includes 10 people, and we confirm the price for your country personally on request. For agencies, Pro brings more than extra people: above all less office work. Incoming invoices go to Lexware or your tax adviser, bookings from booking systems land in the calendar, and you bring clients without an account into the video call for appointments. The AI features are included in every plan, in Basic with 4 AI meeting minutes a month. All details on the page Plans and features.
Want to see how it feels first? The demo city shows a sample organisation with real signals, without signing up.
Example organisation, no sign-up. Works on your phone too.
Frequently asked questions
Can our clients follow along in KlangCity?
Yes, as guests. Guests can only read and cannot change anything. But they see all projects of your organisation, including those of other clients. Inviting clients as guests is therefore worthwhile once private projects arrive, which are planned for Q4 2026. Guests don’t count as people in your plan.
Does KlangCity have time tracking?
No. KlangCity shows workload through open tasks, priorities and due dates, not through booked hours. For billing by the hour you need an additional tool.
Where is our clients’ data stored?
In Germany. The app runs at Hostinger, and files and backups are stored at Hetzner. For the AI features, the content each feature needs goes to Anthropic, never files from Drive, chat or projects. All services outside the EU are listed in the data processing agreement.
From how many people is Pro worth it?
Basic is enough for up to five people. You need Pro if you are more people, hold group calls longer than 40 minutes, need more than 4 AI meeting minutes a month or want to use incoming invoices, shared inboxes and automations. Pro includes 10 people; the price for your country is available on request.