Platform Features
Everything your agency needs. Nothing it doesn't.
Dashtrack was designed feature-by-feature around how marketing agencies actually operate. Every capability solves a real problem — not a checkbox on a generic CRM comparison chart.
Deep dives
The features agencies ask about most
Full breakdowns of the workflows that make or break agency profitability.
Project Dashboards
Every project gets its own dashboard showing retainer hours burned, logged time, task progress, and team assignments — all updated in real time. No more piecing together data from five different sources.
- Real-time retainer balance tracking
- Task completion by list and assignee
- Team workload at a glance
- Time logged vs. retainer allocated
Client & Contact Management
A single source of truth for every client relationship. Store contacts, tag clients by type or segment, attach projects, and keep the full communication history accessible to your whole team.
- Centralised contact database
- Client segmentation & tags
- Full project association history
- Client portal for briefs & documents
Time Tracking
Log time manually or run a live timer against any task. Every entry is tied to a project and user — so you always know who worked on what, for how long, and how it impacts retainer balance.
- Start/stop timer and manual entry
- Real-time retainer hour tracking
- Per-project time summaries
- Billable vs non-billable logging
Allocation Matrix
A drag-and-drop view of your entire team's current and upcoming workload. Spot who's over capacity, who has availability, and rebalance assignments in seconds.
- Team-wide capacity overview
- Drag-and-drop assignment
- Weekly and monthly views
- Filter by project or client
Task Management
Create tasks, organise them into lists, assign owners, and set due dates. Support for recurring tasks, priority levels, and status tracking keeps every project moving forward.
- List-based task organisation
- Assignee and due date tracking
- Recurring task support
- Priority levels and status flow
Meeting Notes
Record meeting notes directly against any project with built-in checkbox action items. Every decision gets captured and every follow-up becomes a trackable task.
- Project-linked meeting notes
- Checkbox action items
- Date-stamped history
- Searchable across all projects
Business Development Pipeline
Track leads from first contact through to close. Set chase dates, assign reps, add tags, and move leads through your pipeline stages — all in one view.
- Pipeline stage tracking
- Chaser date reminders
- Rep assignment and filtering
- Full lead history per contact
Revenue & Profitability
Track income and outgoings to understand margin at the client and project level. Make pricing and resourcing decisions backed by actual cost data.
- Income tracking per project/client
- Expense and outgoing tracking
- Margin analysis
- Period-over-period comparisons
Client Portal
Keep every client's briefs, appraisals and project documents organised in one internal hub — the full context, always one click away. Built for marketing agencies.
- Client documents in one hub
- Briefs captured with context
- Searchable across clients
- Notes beside the files they relate to
Recurring Tasks & Automation
Set up recurring tasks that auto-generate on schedule — perfect for weekly check-ins, monthly reports, and retainer deliverables. Never drop a recurring commitment.
- Configurable recurring schedules
- Auto-generation on due dates
- Template-based task creation
- Team-wide visibility
Holiday & Sickness Management
Team members request time off through the platform. Approvers get full context — current allocation, pending requests, and team coverage — before they decide.
- Request and approval workflow
- Entitlement tracking
- Team calendar view
- Integration with allocation matrix
API & Integrations
A full REST API for building custom integrations. Manage projects, tasks, time entries, and leads programmatically — perfect for connecting Dashtrack to your existing stack.
- RESTful v1 API
- API key authentication
- Rate limiting per plan
- Webhook-ready architecture
Time Tracking
Every billable hour, accounted for
Log time against tasks with start and end times, mark entries billable or invoiced, and watch daily totals add up. Time tracking that your team will actually use — because it takes seconds, not spreadsheets.
- Start/stop timer or manual entry
- Billable vs non-billable tagging
- Per-task and per-client summaries
- Retainer hours deducted automatically
How It Works
From onboarding to invoicing, in one place
Client Onboarding
- Add client and contacts to the database
- Create projects with retainer hours and type
- Assign team members via allocation matrix
- Set up recurring tasks for regular deliverables
Weekly Operations
- Team logs time against assigned tasks
- Meeting notes capture client decisions
- Task lists update as work progresses
- Dashboard shows real-time retainer burn
Reporting & Review
- Revenue and profitability reports per client
- Time utilisation and capacity insights
- Pipeline review with lead stage analysis
- Client health check from dashboard data
Why Dashtrack is different
Most CRMs were built for sales teams and retrofitted for agencies. Dashtrack was built from day one by people who run agency operations — every decision was made with project profitability, team capacity, and client relationships in mind.
Purpose-built, not patched
No generic CRM that took venture capital and tried to be everything to everyone. Dashtrack does one thing well — agency operations.
Real-time, not retrospective
Retainer balances, task status, team capacity — all updated as work happens. No end-of-month data dumps and reconciliation nightmares.
Integrated, not connected
Clients, projects, time, revenue — they all live in the same database with the same relationships. Not six tools sharing an API.