Checklist · free
Agency multi-client app checklist
A 32-point checklist for agencies who run many client occasions on one branded app: structure, onboarding, branding per occasion, data separation, support and handover. It prevents the usual drift where every client becomes a special case.
No sign-up needed.
Who it is for
- Event agencies running weddings, conferences and offsites for many clients
- Agency ops managers who standardise how occasions are set up
- Account managers who explain what is shared and what is separate
How to use it
- Fix the app’s structure once: who owns the app, how occasions are created and what each can customise.
- Use the Onboarding group for every new client and tick it per occasion.
- Review the data separation lines with your lawyer before you promise anything to clients.
- Agree a handover note for clients who want to take their data elsewhere.
The contents
Structure
- Decide who owns the app and store listing
- Decide how occasions are named and coded
- Decide what each occasion may customise
- Decide the standard modules for each occasion type
- Set up admin roles for agency staff
Onboarding a client
- Collect client brand assets
- Agree the audience and login method
- Create the occasion and its join code
- Import members with their groups
- Build the agenda and information pages
- Agree notices and the communication calendar
Per-occasion setup
- Theme colours and splash for the occasion
- Choose enabled features and rules
- Create group scopes for content
- Prepare QR or code cards for guests
- Test with a client contact on their phone
Data and privacy
- Write a privacy notice per occasion
- Record consent where needed
- Restrict agency staff access to assigned occasions
- Set retention dates per occasion
- Plan data export and deletion on request
Support
- Publish a support route for guests
- Set support hours around event days
- Record issues and fixes per occasion
- Keep a runbook for common problems
Closing
- Send an outcome report to the client
- Export client data on request
- Archive or reset the occasion
- Review what to reuse next time
- Update the template for the next client
Where it has been used
Drawn from agency-run multi-occasion apps, where guests log in once and join each occasion with a code or QR.
Questions people ask
What should be common across all occasions?
The login, the app name, store listing and support model. Colours, sections and content can vary by occasion, but keeping the shell steady means people do not need a new app each time.
How do we keep client data separate?
Keep each occasion’s members, content and reports separate and give your staff roles that match what they handle. Write the retention period for each occasion and delete data accordingly.
Can a client leave with their data?
Agree this at the start. Provide an export of the occasion’s members and results in a standard format, and state what stays with the agency such as aggregate and anonymised statistics.
Want this running inside your event app?
Sociana turns lists like this into live screens, requests and reminders for your guests and your desk. A 20-minute walkthrough shows how.