Skip to Content
DocumentationGetting StartedFor Agency Owners

Getting Started — For Agency Owners

This guide walks you through setting up your agency on Projexia, step by step. By the end, you’ll have your account ready, your first client added, a project created, and your team invited.

It only takes about 10 minutes to get everything set up.

Step 1: Create Your Account

  1. Go to app.projexia.in  and click Register.
  2. Fill in your details:
    • Your full name
    • Your email address
    • Your organization name (this is your agency’s name — you can change it later)
    • A strong password
  3. Click Create Account.
  4. Check your email for a verification link and confirm your account.

Use your work email, not a personal one. This makes it easier for your team to recognize you later.

Step 2: Complete the Onboarding Wizard

After your first login, you’ll see a short 3-step setup wizard. It helps Projexia get configured for your agency.

  1. Organization Details — Add your agency’s logo, website, and a short description. This info shows up in your client portal and invoices.
  2. Preferences — Pick your timezone, currency, and date format. This makes sure all your deadlines, invoices, and reports use the right settings.
  3. Plan Selection — Choose the plan that fits your agency’s size. You can always upgrade later.

You can skip the wizard and come back to it later from Settings, but we recommend finishing it now. It only takes a couple of minutes.

Step 3: Add Your First Client

Now let’s add a client so you have someone to create projects for.

  1. Open the sidebar on the left.
  2. Click Clients.
  3. Click the Add Client button.
  4. Fill in the details:
    • Company Name — Your client’s business name
    • Contact Email — The main person you’ll be working with
    • Contact Name — Their full name
    • Phone (optional) — A phone number for quick contact
  5. Click Save.

That’s it — your first client is in the system. You can add more clients anytime.

Step 4: Create Your First Project

Time to create a project and link it to your client.

  1. Go to Projects in the sidebar.
  2. Click New Project.
  3. You’ll see a 6-step project wizard. Here’s what each step covers:
StepWhat you fill in
DetailsProject name, description, and which client it’s for
StatusCurrent status (Planning, In Progress, etc.) and priority level
ScheduleStart date, end date, and any important milestones
BudgetTotal budget, billing type (fixed, hourly, retainer), and currency
OrganizationAssign a project manager and add team members
ReviewLook over everything and confirm
  1. Click Create Project on the final step.

Don’t worry about getting everything perfect right now. You can always edit project details later. The important thing is to get something created so you can start working.

Step 5: Invite Your Team

Now let’s get your team on board.

  1. Go to Team in the sidebar.
  2. Click Invite Member.
  3. Enter their email address.
  4. Choose their role:
RoleWhat they can do
OwnerFull access to everything. Can manage billing and delete the organization.
AdminAlmost everything an Owner can do, except billing and org deletion.
ManagerCan manage projects, tasks, and team members assigned to them.
MemberCan view and work on tasks assigned to them. Can track time.
ViewerRead-only access. Can see projects and tasks but can’t change anything.
  1. Click Send Invite.

Your team member will get an email with a link to join. Once they accept, they’ll show up in your team list.

Choose roles carefully. Owners and Admins have access to sensitive information like billing and client details. For most team members, the Member role is the right choice.

Step 6: Set Up the Client Portal

Want your clients to have their own login where they can check project progress, approve work, and pay invoices? Set up the client portal.

  1. Go to Settings in the sidebar.
  2. Click the Client Portal tab.
  3. Toggle Enable Client Portal to turn it on.
  4. Customize the look and feel:
    • Upload your agency’s logo (or your client’s logo for white-label)
    • Pick brand colors that match your agency’s style
    • Set a welcome message

Once enabled, you can invite clients to access their portal directly from the Clients section.

The client portal is completely separate from your agency dashboard. Clients can only see their own projects, invoices, and files — they never see other clients’ data or your internal notes.

What To Do Next

You’ve got the basics set up. Here are some next steps to explore:

  • Create milestones for your project to break it into phases
  • Add tasks and assign them to team members
  • Upload files to share documents with your team and clients
  • Create your first invoice and send it to your client
  • Set up support tickets so clients can submit requests
  • Generate a report to share project progress with your client

Check out the Agency Dashboard section of these docs for detailed guides on each feature.

IntroductionFor Clients