PPC agencies operate at two very different speeds: concentrated setup and launch work, followed by a recurring cycle of optimisation, creative refreshes, reporting and client calls. When both are planned simply as “the account”, a new win can look commercially attractive while its ten-day launch quietly pushes a media manager, tracking specialist or designer beyond capacity. The cost appears later in rushed builds, weaker optimisation and senior people absorbing work that was not in the scope.
Challenges
Launch weeks are not average weeks. Account structure, tracking, feeds, creative and approvals peak before go-live. Monthly utilisation can look healthy while the people required for launch are already committed elsewhere, leaving the delivery team to protect the date with overtime or reduced QA.
Creative production is a shared bottleneck. Paid media often draws on designers and copywriters who also serve brand, social and campaign teams. If that demand sits outside the media plan, each discipline can allocate the same person and discover the conflict only when assets are due.
Business-as-usual work is easy to understate. Reporting decks, client calls, budget changes and ongoing optimisation are not incidental overhead. When those hours are not reserved, every launch takes time away from existing accounts and turns apparently profitable retainers into recovery work.
“One more account” is a capacity decision. Revenue may start on a fixed date, but delivery depends on specific people being free for setup and available afterward. Without that forward view, leadership is choosing between delayed onboarding, late contractor spend and an overloaded team without seeing the trade-off at sign-off.
How staffing for this work shows up in Kavaro
Kavaro keeps launch work and ongoing account allocations on the same people × calendar schedule. Book the setup period against named people in hours or percentages, keep recurring optimisation visible after go-live, and mark pipeline demand as tentative until it is won. Open roles can hold a required seat while you decide whether the answer is internal cover, a freelancer or a hire.
Chat can ask who has the skills and availability for the proposed launch and what that staffing does to utilisation and margin. Kavaro proposes the allocation; a person with permission confirms or rejects it. Insights flag overload, leave clashes, unfilled seats and roll-off, while timesheets and reports compare the hours planned with the time actually used so setup assumptions can inform pricing and future onboarding.
Why Kavaro
Separate launch load from BAU
See who is already booked when a new account wants to go live in ten days, while preserving the optimisation and reporting time owed to existing clients.
Share designers without double-booking
One schedule shows paid, brand and social demand against the same creative team, exposing a collision early enough to change the brief, sequence work or secure cover.
Confirm staffing before the go-live date
Chat proposes who can take the work based on the live plan. Your team reviews the commercial and delivery trade-offs and confirms the staffing before it changes the schedule.
Log the hours you actually spent
Actuals show whether setup was scoped honestly and whether recurring account work is staying within the hours sold, giving finance and operations evidence for the next proposal.
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See how Kavaro handles this work
Try Kavaro free for 30 days. Bring a live plan, ask who can take the next piece of work, and approve the staffing before it goes live.