Getting started with Wieldy

Everything your team needs to run clients, projects and approvals in one place — organized by what each person does. Find your role below and follow the steps.

How Wieldy is organized

Every client lives in one place. Around each client you get a sales pipeline, proposals, a project board for the internal team, a content calendar the client can see, and invoices. Work flows up a simple approval chain:

Designer / Editor→ Supervisor→ Account Manager→ Client approves

Each step is optional — your agency turns on only the ones you use.

👑

Owner / Admin

You run the whole workspace — set it up once, then bring your team in.

1

Set up your agency

  1. Open Settings at the bottom of the sidebar. Set your agency name, currency and services under the General and Services & Billing tabs.
  2. Add your active clients under Clients → + New Client. Each client gets its own project board, content calendar and client portal.
2

Invite your team

  1. Go to Salaries and add each person (name, role, pay) — this creates their staff record.
  2. Choose Send email invite and they get a secure link to set their own password. (You never see or set their password.)
  3. Need to resend a login link later? Team page → ✉️ Login link next to the person.
  4. Roles control what each person sees: Owner, Manager (account manager), Sales, HR, Staff (designers/editors).
3

Assign clients & set the hierarchy

  1. On the Clients page, set each client’s Account Manager — that AM (and only that AM) sees and runs the account.
  2. Want someone to oversee all accounts? On the Team page, edit them and tick Director — they see every client, but not owner-only financials.
  3. For approval chains (e.g. designers → Art Director), set Reports to on each staff member, so their work can require the supervisor’s sign-off first.
Optional: The whole hierarchy is off by default. Turn on only the layers your agency actually uses.
4

Send email from your own domain

  1. Settings → Advanced → Email Sending Domain. Enter your domain (e.g. youragency.com).
  2. Add the DNS records it shows you at your domain host, then click Verify.
  3. Once verified, proposals, invites and booking emails send from you@youragency.com.
5

Turn on the extras that fit you

  1. Automations (Settings → Advanced): recipes like “email me when a lead is won” or “make a task when a proposal is signed.”
  2. Booking Page (Settings → Advanced): a public link clients use to book a call straight onto your calendar.
  3. Lead Assignment (Settings → Sales & Leads): round-robin new website leads to your sales reps automatically.
  4. Task Categories & Commission Tiers: tailor these to how your agency works.
🧑‍💼

Account Manager

You own your clients end-to-end — pipeline, proposals, the work, and what the client sees.

1

Your clients & pipeline

  1. Clients shows the accounts assigned to you. Click one to open its full file — contacts, proposals, tasks, invoices.
  2. Leads is your sales pipeline — drag cards through New → Contacted → Qualified → Proposal → Won.
2

Proposals & e-signature

  1. Open a client → Proposals → + New. Build the scope and price, then send it.
  2. The client opens a link, reads it, and signs online. You’ll see exactly when it’s viewed and when it’s signed — no PDFs going back and forth.
3

Projects, tasks & approvals

  1. Each client has a board under Projects & Tasks. Add tasks for your team; they move To do → In progress → Review → Done.
  2. For content the client must see, turn on “Needs account-manager sign-off” (and optionally client approval) on the task.
  3. Review submitted work under the Approvals tab — approve it, or send it back with changes.
4

Content Calendar — what the client sees

  1. Content Calendar is the client-facing publishing schedule — e.g. “Tue: Instagram carousel, Fri: reel.”
  2. Pick the client at the top, click a day, and add what’s going out.
Important: The client sees the Content Calendar in their portal. Your internal team tasks stay private.
5

Invoices

  1. Raise and track client invoices under Invoices. Retainers and media fees can generate automatically.
🎨

Designer / Editor

Your work hub — see what’s assigned to you, do it, and send it for approval.

1

Find your work

  1. Go to Projects & Tasks. The My Tasks tab shows everything assigned to you.
  2. Switch views with the tabs: Board (columns), List, Calendar (by due date), Workload.
2

Create & schedule a task

  1. Click + Add Task, or open a project and add it there — the project and client fill in automatically.
  2. Pick a Category (Scripts, Ideas, Voiceover, Editing, Design…). Your agency can edit this list.
  3. Set the due date the easy way: tap Today Tomorrow Fri +1 wk — or on the Calendar tab, just click a day and it fills the date for you.
3

Submit work for approval

  1. When a task is ready, use Submit for approval on the card.
  2. It walks up the chain automatically: your supervisor (e.g. Art Director) → account manager → client — only the steps your agency turned on.
  3. If it comes back with changes, you’ll get a notification (🔔 top bar) — fix it and resubmit.
4

Stay in sync

  1. Content Calendar shows what’s scheduled to publish for a client.
  2. Use Team Chat to reach everyone — type @name to ping someone directly.
📈

Sales

Work your leads, send proposals, and turn prospects into clients.

1

Work the pipeline

  1. Leads is your pipeline — drag cards through New → Contacted → Qualified → Proposal → Won.
  2. New website leads can auto-assign to you (round-robin) if your owner turned it on.
2

Proposals & booking

  1. Keep people and companies current under Contacts and Clients.
  2. Send proposals prospects can sign online, and share your booking link so they can grab a call slot.
  3. Track your commission as deals close (your owner sets the tiers).
🧑‍💻

HR

Manage the team’s records and the agency’s expenses.

1

People & money

  1. Salaries holds every team member’s record and pay. Add new hires here — and send them a login invite at the same time.
  2. Log and track operating costs under Expenses.
  3. Reach the whole team from Team Chat; use @name to mention someone.
🤝

Client Portal

What your clients see when they log in — good to know when you onboard them.

1

What the client can do

  1. Log in with their own portal link and password — completely separate from your team’s workspace. They only ever see their own account.
  2. Approve content you send up for sign-off, or request changes — no email chains.
  3. See their content schedule — whatever you put in the Content Calendar for them.
  4. View their invoices and payment status.