Agency Resource Planning Software

The capacity planning problem in creative agencies

Agencies live with constant scope drift. A client adds a deliverable mid-sprint. A pitch wins and starts next month. A retainer renews at a higher tier. Each shift changes who is on what, but the staffing data sits in account leads' spreadsheets, in project trackers nobody updates after kickoff, and in standups that produce decisions no system reflects.

Three pains show up at agencies past about thirty billable staff:

1. Account leads cannot see across the agency. A senior copywriter is committed to one account at 80 percent. A second account just won a campaign that needs the same writer. The first account's lead does not know; the second account's lead does not know either. Resourcing finds out when both deadlines slip.
2. Forecasting cannot keep pace with the work. Quarterly capacity meetings produce a deck. Two weeks later the deck is wrong. Six weeks later nobody references it. Planning becomes performative.
3. Bench time hides in plain sight. Junior staff sit between projects for three weeks because nobody scanned for available hours across accounts. Margin walks out the door.

How Kewbed addresses each

Account-level visibility without disrupting account workflows

Kewbed reads from the tools account leads already maintain. The Excel rosters, the Smartsheet retainers, the MS Project plans. It surfaces the cross-account picture without forcing leads to log into a new system. One view of who is on what, color-coded for under, full, and over-allocation.

Forecasting that updates as scope shifts

Capacity in Kewbed reflects current plans, not last month's plans. When an account lead updates a roster, leadership's view reflects it on the next refresh. Quarterly meetings become working sessions against current data instead of slides assembled from stale exports.

Bench time made actionable

The Availability view surfaces every resource with capacity by period. Heads of resourcing see at a glance who has three weeks open in the next sprint, and which accounts could absorb that capacity. Bench time stops being invisible.

Features that matter most for creative agencies

• Allocation — color-coded matrix of who is on which account when.
• Workforce — active headcount by department, with trends.
• Availability — available hours per resource per period, surfacing bench time.
• Horizon — executive view of allocated, available, needed, and gap per discipline, including tentative pitches that have not yet won.

If you run an agency past thirty billable staff and your capacity planning lives in account leads' spreadsheets, book a demo. We will walk you through the imports, the cross-account view, and how it changes the conversation in your next quarterly capacity meeting.