Social Media Retainer Tracker Template
Run every retainer from one board
Retainers live or die on predictable delivery and quick approvals. This board turns the month into a left to right pipeline: capture scope and assets, translate them into a monthly playbook, queue client approvals, and keep production, live monitoring, community care, and reporting visible. Drag cards left to right as each milestone finishes so the board mirrors your retainer timeline. Micro-templates let your team spin up cards with the right fields, while labels call out blockers like Awaiting client or Renewal. Attach briefs, assign owners with due dates, and keep the client aligned without juggling slide decks.
- Give clients visibility into every deliverable without another status deck
- Spot approval bottlenecks instantly by filtering Awaiting client cards
- Log live performance checks inside Live Pulse Check cards so nothing slips between meetings
- Roll weekly reports into renewal prep with reusable templates
Kick off in Retainer Setup
Duplicate the Retainer Overview — micro-template inside Retainer Setup and drop it in the first column. Fill client, package, monthly value, contact, and renewal date so the team starts aligned. Assign the account lead, attach the signed agreement, and label the card New retainer. Set a due date for the kickoff call so Start Here stays accurate.
Shape the monthly playbook
Move into Monthly Playbook and duplicate Monthly Scope — for the upcoming cycle. Outline deliverables, campaigns, and the focus metric, then attach your content map or planning sheet directly to the card. Apply the Scope locked label once the client approves so the work stays stable. Add separate Paid media cards with budgets and launch due dates to keep experiments organized.
Route approvals without email lag
Drop Approval Packet — cards into Client Approvals whenever posts, ads, or budgets need sign off. Tag them Approval needed and Awaiting client so filters surface bottlenecks. Attach folders or review links directly inside the card and @mention the approver. Once feedback lands, move the card into Content Production.
Run production like a studio
In Content Production, duplicate Content Batch — for each asset batch and assign copy and creative owners. Convert urgent items into tasks so checkbox status shows at a glance. Keep UGC briefs and shot lists attached so creators have directions in one place. Slide cards right once assets are ready for scheduling.
Monitor launches and community daily
Shift approved work into Scheduled and Live, then duplicate Live Pulse Check — to track campaigns against budget and KPIs. Log optimizations in the card description and attach screenshots so the history stays with the campaign. Use due dates for daily ad reviews and move to Community and Optimization to record inbox sweeps and listening insights, tagging Community for easy filtering. Flag escalations in the card body so the client sees them during standups.
Report and prep renewal conversations
Duplicate Report and Renewal — at the end of each week or month and summarize highlights, metrics, and next actions in Reporting and Renewal. Attach exported dashboards or PDFs so supporting data is one click away. Tag Renewal when a conversation or upsell is coming up and assign the account lead to own the prep. Duplicate the card forward as soon as the next meeting is scheduled so the cadence continues without rebuilding.
What’s inside
Seven retainer stages
Retainer Setup, Monthly Playbook, Client Approvals, Content Production, Scheduled and Live, Community and Optimization, Reporting and Renewal keep work moving left to right.
Reusable micro-templates
Retainer Overview, Monthly Scope, Approval Packet, Content Batch, Live Pulse Check, Report and Renewal cards are ready to duplicate.
Labels that spotlight blockers
New retainer, Awaiting client, Paid media, Organic, Approval needed, Community, Reporting, Renewal show who owes the next move.
Demo cards that teach the flow
Review the filled examples, then duplicate them to mirror best practice with attachments, due dates, and assignees already in place.
Why this works
- Keeps monthly scope, production, and live monitoring in one timeline
- Makes bottlenecks obvious with Awaiting client and Approval needed labels
- Captures performance learnings next to the campaigns they influence
- Turns recurring reports into renewal momentum with ready-to-duplicate cards
FAQ
How do we track scope creep or add-ons?
Keep approved deliverables marked Scope locked and create a new card for any extra request. Tag it Awaiting client until you price it and lock it in, then move it into the appropriate stage with a fresh Monthly Scope card if needed.
Can we manage multiple retainers on one board?
Yes. Duplicate the Retainer Overview card for each active client and use labels plus assignees to filter. For larger teams, create one section per client or spin up a fresh board using the same template.
What if a client skips formal approvals?
Leave the Client Approvals list empty and move cards straight from Monthly Playbook to Content Production. You can still duplicate Approval Packet cards for internal QA so the history stays clear.