How Agencies Use Motion.io to Manage Digital Advertising Campaigns

Even if your team knows digital advertising inside and out, managing client campaigns still takes more time than it should. You’re chasing files, waiting on approvals, and answering the same questions in five different places.

It’s not the ads that slow you down—it’s everything wrapped around them.

That’s why agencies use Motion.io to manage the client side of campaign delivery in one place. 

Like Rocketstay—a property management agency that cut onboarding time by 60% after switching to Motion.io—teams are using it to launch faster, reduce admin work, and give clients a smoother experience.

In this guide, you’ll see exactly how agencies structure their campaigns in Motion.io and use it to streamline each stage of the process.

Why Agencies Use Motion.io for Digital Ad Campaigns

If you’ve ever had to chase a client for brand assets, dig through a Slack thread for feedback, or send five reminders for one approval, you already know the real challenge of running ad campaigns isn’t strategy. It’s everything else.

Motion.io helps fix that.

Instead of using separate tools for client-facing and internal team collaboration, Motion.io lets you manage all communication, tasks, and files related to client projects in one place.

Here’s what that actually means for your agency:

✅ Less time chasing tasks — Clients get automatic reminders for everything they need to do

✅ Cleaner creative approvals — All feedback stays in one place (not 10 email threads)

✅ Faster campaign launches — You’re not waiting days just to collect access or files

✅ Repeatable workflows — Save your setup as a template and reuse it every time

And it’s not just about your team. Clients benefit, too:

✅ They know what’s happening

✅ They know what’s needed from them

✅ And they stop asking for updates — because it’s all right there in the portal

Whether you’re managing five campaigns or fifty, Motion.io helps you stay in control without burning your team out.

How to Build a Campaign Template in Motion.io

Motion.io gives you a simple way to turn your campaign workflow into a template you can use again and again; no need to start from scratch every time. 

With reusable project templates, you can map out every step of your process once and launch new client workspaces in seconds.

Here’s how to set it up.

Step 1: Create a new template

Start by going to the Templates tab in your Motion.io dashboard and clicking “Create new template”.

Name it something like “Digital Ad Campaign Template”.

Step 2: Add your project stages

Most client campaigns follow a similar flow. Build your workspace around clear, logical stages so your team and the client always know where things stand. 

Think of them as the major milestones or phases your campaigns go through. A few common ones include:

• Onboarding – Collect ad account access, brand assets, and intake forms
• Strategy & Planning – Confirm goals, messaging, and platform mix
• Creative Development – Handle production and approvals for ad content
• Campaign Setup – Launch ads and set up tracking
• Optimization – Ongoing internal checks and updates
• Reporting & Review – Share performance dashboards, schedule recaps

💡 Tip: Use project stages to reflect the main phases of the campaign, not every internal step. This keeps your workspace simple, organized, and easy for clients to follow.

Step 3: Add tasks for both your team and your client

Each project stage usually has tasks for both sides: your team and the client. In Motion.io, you can assign both types in the same project, with different views depending on who’s logged in.

Some examples:

Client tasks:

• Fill out campaign brief (form task)
• Upload brand kit and past ad examples
• Grant access to Google Ads / Meta / LinkedIn
• Approve creative concepts (file approval task)
• Sign agreement (Motion.io doc task)

Team tasks:

• Set up ad accounts and tracking
• Write ad copy variations
• Review client feedback
• QA campaign before launch
• Schedule optimization reviews

Step 3: Assign due dates and built-in reminders

This is where most campaigns fall apart. Not because people forget what needs to happen, but because no one’s following up.

In Motion.io:

• You can assign due dates to every task
• Clients receive automatic reminders when tasks are overdue
• You get visibility into what’s done vs. what’s holding things up

No more emailing “Hey, just checking in” five times a week.

💡 Tip: For recurring work (like monthly reporting or optimization), you can set up recurring tasks to keep everything on schedule without manual follow-up.

Step 4: Embed reporting dashboards or resources

If you want clients to access real-time performance data inside their workspace, you can embed dashboards from tools like:

• Google Looker Studio
• AgencyAnalytics
• Databox, or any live reporting URL

Just use a task with the “Embed” option and paste the dashboard link.

Step 5: Reuse it all with templates

You’re now ready to launch new campaign projects in seconds using this exact structure.

That way, your next campaign workspace is just a click away, complete with:

• Task groups
• Assigned roles
• File uploads
• Embedded dashboards
• Pre-written task instructions and due dates

💡 Tip: You can even create different templates for different services—like lead gen campaigns vs. brand awareness campaigns—so your process always matches the project type.

How to Kick Off New Client Projects in Motion.io

Once you’ve structured your campaign template, launching a project for a real client is quick and scalable.

Every project in Motion.io is based on a template. When you kick off a new one, the client gets their own portal with the exact tasks, stages, and instructions you’ve already built. All that’s left is to personalize it and get them onboard.

There are two ways to do it:

1. Manual project creation (best for smaller teams or one-off clients)
2. Automated project creation via Zapier (best for high-volume or repeatable processes)

Option 1: Launch manually from a template

This is ideal when you want more control, or you’re working with one-off or high-touch clients.

1. Go to your dashboard and click “Create Project.”

2. Select your saved campaign template. This automatically pulls in all the pre-built stages, tasks, files, and due dates.
3. Give the project a client-specific name, like “Acme Q2 Lead Gen.”

4. Head to the Users tab to invite your client to the portal—they’ll receive an email to log in and get started.

This method is perfect when you want to make small edits or double-check details before inviting the client.

Option 2: Automate project creation with Zapier

If your agency uses a CRM like HubSpot or Pipedrive (or intake forms like Typeform or Jotform), you can connect Motion.io through Zapier to launch projects automatically.

Here’s how that works:

• A deal is marked “Closed/Won” in your CRM
• Zapier creates a new Motion.io project using your selected template
• Client details are pre-filled
• An invite is automatically sent to the client

For example, if you’re a performance marketing agency using HubSpot, you could connect it to Motion.io via Zapier. 

Each time a deal is marked “Closed/Won,” a new project is automatically created from your campaign template, complete with all the right tasks, due dates, and structure. The client is then instantly invited to their portal and your team saves hours every week.

How to Manage Client Work After the Campaign Starts

Once a campaign is live, the work doesn’t stop. Clients still need updates, approvals, and reporting. And your team needs a reliable way to track performance and handle requests without switching between five different tools.

Motion.io makes it easy to keep everything organized in one place, even after launch. 

Here’s how agencies use it to manage ongoing campaign work.

Keep performance reporting visible

If you embedded a reporting dashboard during setup (like from Google Looker Studio or AgencyAnalytics), now’s when it pays off.

Instead of asking for weekly updates, clients can check their portal anytime for real-time campaign data. You reduce back-and-forth, and they get clarity without waiting on a report.

💡 Tip: You can also create a recurring task reminding your team to review and update the dashboard each month so it always reflects what matters most to the client.

Examples include:

• “Review performance and flag underperforming ad sets” – every 2 weeks
• “Update Looker Studio dashboard” – monthly
• “Plan creative refresh with client” – quarterly

Give clients a simple way to request updates or new work

Instead of letting requests get lost across email threads, clients can submit them directly through their Motion.io portal using the Helpdesk page.

They can:

• Request a new campaign
• Ask for budget changes or targeting updates
• Submit questions, ideas, or copy edits

Those requests show up inside your workspace, where your team can track, assign, and respond.

The Easy Way to Manage Digital Ad Campaigns

Running digital advertising campaigns for clients will always come with moving parts. But managing them doesn’t have to be messy. 

With the right structure in place, your team can stay focused on strategy and results instead of chasing client approvals.

Motion.io helps you turn your campaign workflow into a system: one place to manage tasks, track progress, and give clients the visibility they need to stay on board.

Start with one campaign. Build a simple template. And see how much faster your team can move when everything (and everyone) is working in sync.

Deliver Client Ad Campaigns Faster

Motion.io brings together branded client portals, automated follow-ups, and campaign-ready templates to simplify how your team manages approvals, tasks, and performance updates.