Questions, answered_
If something's missing here, our contact page is the fastest way to ask directly.
Getting started
What size agency is AIFlowWorks built for?
The platform works for small studios with a handful of people through to larger agencies with dedicated production teams. Skill tags, phases and reporting scale with your team structure rather than assuming a fixed size.
Do we need to change our existing project terminology?
No. During setup we map your existing phase names, role titles and skill categories into the platform, so your team keeps using the language they already know internally and with clients.
How long does setup usually take?
Most agencies move through intake, routing, status automation and reporting configuration over roughly four weeks, adding each module gradually rather than switching everything on at once.
Can we trial the platform before committing?
Book a walkthrough and we'll talk through a trial arrangement suited to your studio's size and current tools. Details depend on your specific setup, so it's easiest discussed directly.
How briefs and tasks move through the system
Can clients submit briefs without logging into anything complicated?
Yes. Intake forms are designed to be simple and branded, so clients fill in a short structured form rather than navigating a full project management login.
What happens if nobody on the team matches a required skill tag?
The brief escalates automatically to a nominated lead you configure in advance, so it never sits unassigned waiting for someone to notice.
Can we manually reassign a task after it's been routed?
Always. Automated routing is a suggestion based on skill tags and workload, but account leads and team managers retain full control to reassign at any point.
Does routing account for part-time or freelance team members?
Yes. Availability settings support full-time, part-time and freelance schedules, so routing reflects who's actually working on a given day.
How specific can skill tags be?
As specific as your team needs. Tags can cover broad categories like "copywriting" or granular ones like "EDM copy" or "TikTok scripting", depending on how your studio organises its capabilities.
Keeping clients and teams informed
Do clients see the same status updates as our internal team?
No, they're separate. Clients receive plain-language updates about their project's progress, while internal notifications include more operational detail relevant to your team.
Can we turn off client-facing updates for certain projects?
Yes. Notification settings can be adjusted per project or per client, so internal-only work or highly sensitive projects can be configured differently.
How is "overdue risk" actually calculated?
It combines the deadline set at intake with recent activity on the task. If a deliverable is approaching its due date without recent movement, it gets flagged according to the threshold your studio sets.
Can weekly summaries be customised per client?
Yes. You can adjust which projects, phases and detail level appear in each client's summary, since not every client wants the same depth of reporting.
Send it through and we'll get back to you directly.
Every studio's workflow is a little different. If your question is specific to your setup, our contact page is the quickest path to an answer.
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