Planning software for marketing

With our planning software we help marketing agencies that create advertising, design, branding and digital solutions for their clients. We ensure that you can efficiently schedule your campaigns and projects and assign the right employees and freelancers in a timely manner.

Digital boost for the planning of your campaigns and projects

No marketing agency is the same. Planning a branding campaign is different from building a website or managing Google Ads for your customers on a monthly basis.

You can go to Timewax for the planning of all your campaigns, projects, employees and freelancers.

Gantt Chart for customer communication
Planning board for drag & drop scheduling
Calendar integration for employee communication
Staff utilization vs. demand pipeline
Dashboards to analyze profitability

This way you save time and complete all campaigns and projects within the deadline and budget. Finally, you also increase the productivity of your employees, which directly increases turnover. Calculate it here.

Switch to something more professional

“Smaller companies can often do the scheduling just fine with a spreadsheet. At a certain point, you have to make the switch to something more professional, such as Timewax.”

Kendra van Zessen | KPN Workplace

PROJECT MANAGER

Communicate the schedule with your customer

Duration, milestones and dependencies

Gantt Chart

With our Gantt Chart feature you we enable agencies to easily visualize their campaigns and communicate them with the customer. In this way you make it clear to the customer in which steps the process takes place, when which milestones will be achieved and also what commitment is expected from the customer.

In our Gantt Chart you have the flexibility to make a different version for the customer than for internal use. For example, for a new website you could make a schedule with partial deliveries that are meaningful to the customer, while you work with Sprints for internal communication.

Versions

The schedule of campaigns and projects often changes. That is why you can make different versions of a schedule with our Gantt Chart. This is very useful, because you can easily look back at previous versions of the schedule and restore it if necessary.

You can also compare multiple versions of a chart, so you can see how much the most current schedule differs from the original version. You can also work with draft and final versions of the schedule. This allows you as a project manager to play around with the schedule before you make it available to everyone.

Progress

As a project manager, you can also track the progress of your campaigns and projects in Timewax. You can have the executive creatives and techies report progress. This can be done in several places in Timewax, such as in time sheets, the mobile app and even directly from Outlook or Google calendar.

The progress is automatically shown in the Gantt Chart per activity, so that you can see if you are running out of time. When you work with milestones and dependencies, we can show you the critical path. This path is important, because it allows you to immediately see whether deadlines are jeopardized in the event of a delay.

SCRUM

Do you work with SCRUM for your interactive projects? The Gantt Chart feature is also a good tool to visualize Sprints and User Stories. Do you work with several SCRUM teams at the same time? The multi-project view of the Gantt Chart then simply gives you a total overview of all current (SCRUM) projects.

In this support article we have explained how SCRUM terms translate into concepts in Timewax. It describes step by step our best practice on how to set up SCRUM projects, how to schedule Sprints and User Stories and how to subsequently report on the progress.

Grip on capacity with a planning board

Beyond spreadsheets with drag & drop

Simplicity

With our planning board you get a grip on staff availability and their commitment to campaigns and projects. Remember the old-fashioned planning board on the wall? Our planning board is based on that concept. Simple and everyone understands how it works. Scheduling is simply dragging & dropping.

Our planning board is online and immediately communicates changes to employees and freelancers, for example via Outlook and Google calendar. Are you on location for photo shoots or filming? Then our mobile app will keep you informed of the schedule.

Views

In the planning board you can create views with which you can filter very easily. For example, you can create views for your development team to distinguish between interaction designers, front-end, back-end, full stack and mobile developers.

You can also assign skills to your employees. For example, you want to record with your developers how much they know about React, Angular, Vue.js, Java, Node.js and Django. Because nothing is better than being able to see with a few clicks which knowledge and skills are available for your project.

Privileges

The planning board is a real multi-user system, so that everyone can work on the schedule at the same time. As a result, traffic managers, team leads and project managers always look at the most up-to-date schedule. There is always only one version of the truth.

With user profiles you can determine what users are allowed to do, for example only view the schedule. In addition, you can determine which data they are allowed to view. For example, you can set that the manager of the studio is only allowed to edit the schedule of the art directors, copy writers and graphic designers.

Resource requests

You can use the system in such a way that, for example, account managers are only allowed to make requests. He or she then indicates, for example, that a brochure must be made. The traffic manager can then easily find the required designer, copywriter and DTP specialist.

We also provide a comprehensive workflow with the Resource Requests feature. For example, a project manager can look for someone with experience in lifestyle & interior. He or she checks availability, indicates a preference and submits the request to the traffic manager.

Facilitate self-planning by your employees

Hook up the Outlook calendar to our planning software

Get better at planning

We like to blog about the organizational aspects of project & resource planning to inspire you.

Project planning

Scrum: no more need for a planning tool?

Scrum is indispensable. It is a method that fundamentally organizes projects differently. But is a planning tool still necessary if you work with Scrum? Let’s find out.

Project planning

2 Killer KPIs for forecasting in projects

There are plenty of ways to analyze your projects. They are all useful but often focused on the past. So how can you look ahead to make timely adjustments to your project?

Management

Do you plan your projects around margin?

Many businesses only see afterward what their project margin is. As a result, sometimes they come to an icky conclusion; the project wasn’t profitable. Recognizable?

Fully automatic

"Transferring the schedule to the employees' calendars is now fully automatic and that saves a lot of time”

Olaf van der Sanden | Xibis

PROJECT TEAM MANAGER

Workflow for time sheets and approval

Our planning software lets your creatives, techies and marketers report the actual time spent with one click

Fast entry

The time sheets feature allows employees to submit their hours for the entire week within thirty seconds. They simply copy the schedule to their time sheet. This means that your employees only have to make adjustments if necessary. This speeds up the process and prevents errors.

This gives you extra control over your campaigns and projects. With fixed price projects, every hour spent too much comes from your own wallet. With this extra control you are able to have a conversation with your customer in time if you see that an overspend is imminent.

Automatic chasing

Timewax’s planning software also keeps track of when time sheets are due for submission. You can decide for yourself when that is the case for your agency. For example, you set that on Monday at 12:00 everyone must have submitted their time sheets from the previous week.

If there are due time sheets, our planning software automatically reminds employees to submit their time sheets. In other words, you don’t have to chase them manually anymore. We do that for you. We’ll keep emailing them until they submit their time sheet. With a simple report you can always see who is behind.

Workflow approval

To get a better grip on the actual spent hours, you can set up a workflow. This allows you to have the submitted hours of employees approved by the project managers, team leads or both. You can also choose not to have hours approved, for example for internal work.

You can set up this workflow for each project individually. That is very convenient, because interactive projects, brand campaigns and studio assignments are different in nature. You can determine for each project whether approval is required at all and who should approve the hours.

Ready in two minutes

“If I schedule a project for a department, I'll be done in two minutes. I select the employees and simply drag them onto the project”

Martin Embregts | Telindus

PROJECT PLANNER SERVICE DELIVERY

Insight into performance with dashboards

Analyze visually and interactively

Dashboards

With the Analytics feature, you have a whole series of dashboards at your disposal with which you can analyze the performance of your agency. This way you always have the right dashboard for the right type of project, because you want to analyze a branding campaign differently than the development of a website.

You can analyze individual projects for customers, but also groups of customers, an entire portfolio of projects or the results per project manager. This makes it a powerful analytical tool. You can also determine per user which dashboards they are allowed to use and which data they are allowed to see.

Progress

You can track the progress of your projects and campaigns. Based on this information, the actual spent hours and the budget, our dashboards can indicate exactly whether you are on track with your project or whether you need to make adjustments. In our dashboard we also make a prediction about the expected budget result.

In addition, you can also see exactly when the progress was last updated by your employees. This way you can immediately see how up-to-date the information displayed is. That is so important to know, because you only want to make decisions based on up-to-date information.

Margin

With projects and campaigns at a fixed price, you want to see if you stay within the financial budget. In Timewax you can work with commercial hourly rates. If you use a senior designer while you assumed a junior designer in the budget, you can see the performance in price differences in our dashboards.

Do you work with cost price rates? Then we can even show the margin per project and campaign in our dashboards to analyze which customers earn you the most. You can then also compare the budgeted margin with the actual margin. This way you can start managing the projects and campaigns on the margin.

Productivity

The Utilization feature is a specific dashboard that allows you to extensively analyze the productivity of your agency. It provides a forecast on the utilization and you can see the availability of your employees by team, position and skills.

You can create your own views and selections. For example, you can define that you want to see the availability in hours, days or in a percentage of the workable hours. You can also filter by billable projects and campaigns and make a distinction between the ‘hard’ and ‘soft’ schedule. The utilization feature gives you exactly the information that you need.

Integrations for marketing agencies

Our planning software integrates seamlessly with typical systems that marketing agencies work with, such as ERP systems, calendar systems and messaging platforms. We hook up to the systems that you have and that saves time.

Planning software for marketing

Digital boost for the planning of your campaigns and projects

Switch to something more professional

Communicate the schedule with your customer

Duration, milestones and dependencies

Gantt Chart

Versions

Progress

SCRUM

Grip on capacity with a planning board

Beyond spreadsheets with drag & drop

Simplicity

Views

Privileges

Resource requests

Facilitate self-planning by your employees

Get better at planning

Scrum: no more need for a planning tool?

2 Killer KPIs for forecasting in projects

Do you plan your projects around margin?

Fully automatic

Workflow for time sheets and approval

Our planning software lets your creatives, techies and marketers report the actual time spent with one click

Fast entry

Automatic chasing

Workflow approval

Ready in two minutes

Insight into performance with dashboards

Analyze visually and interactively

Dashboards

Progress

Margin

Productivity

Integrations for marketing agencies

The advantages of our planning software at a glance

Track performance from multiple perspectives

Strong visualization of the schedule

Integrations with other systems

Resource request workflow

Full integration with Outlook

Interactive and customizable dashboards

Do you want to dive into our planning software?

Timewax

Potential revenue increase