Run the whole agency from one desk.

The Dominus Operations Desk is where the team logs, assigns, approves and tracks all client work: tasks, approvals, suppliers, events, content and media coverage. Everyone sees what is theirs, and the desk chases deadlines so nobody has to.

Phone, tablet and computer
Team only, clients never log in
Every decision recorded

What it does

Everything the agency runs on, in one place.

Tasks

Every piece of work has an owner (a person, or a team so whoever is free picks it up), a client and a due date. List, board and calendar views, subtasks, checklists, templates and repeating work.

Emails become tasks

Paste a client email into New task: it is filed under the right client and owner, and a reply joins the task it belongs to.

Approvals

Work is signed off by Client Service, then by the Head of Business for press statements, sensitive work and large spend. Every decision is recorded with who and when.

Deadlines

Reminders 3 days, 1 day and on the day. Late work is flagged at once, goes to the client's account team after a day and to the Head of Business after three.

Clients and campaigns

A page per client with all its work, contacts and files, and a health colour: on track, at risk or delayed. Campaigns with goals, dates and milestones.

Suppliers and printing

Creative, video, design and print jobs with brief, cost, due date and stage, plus print orders with proofs and delivery.

Events

Run-sheets for before the event, the day itself and afterwards, with supplier jobs and team tasks linked to each event.

Content calendar

Social and web posts per client by date and channel, from planned to approved, scheduled and published.

Media monitoring

Online news feeds are checked every 30 minutes for each client's keywords, with a suggested sentiment. Print, radio, TV and podcasts are logged with evidence. Negative or high-reach coverage raises an alert.

Dashboards

My work, team workload, client status, overdue work, supplier workload and campaign progress, worked out live.

Reports

Coverage, operational, campaign and event reports as PDF, Excel or CSV, on demand or every week or month.

Search, files and help

One search box for clients, tasks, coverage, contacts and files. Files keep their earlier versions. A Guide tab explains every page.

How it works

From brief to client report, without the chasing.

01
A brief arrives
It becomes a task with an owner, a client and a due date.
02
The team works on it
Reminders keep pace. Urgent work rises to the top.
03
Approval
By the right level, with every decision recorded.
04
Suppliers deliver
Design, video and print, tracked as jobs.
05
Client report
Coverage and results in PDF and Excel.

Who uses it

Everyone opens to their own work.

Each person signs in and sees what matters for their role.

Head of Business

Sees the whole agency at a glance, gives final sign-off and sets the approval and reminder rules.

Client Service

Looks after clients and campaigns, logs briefs, and checks work before it goes out.

Media

Tracks coverage across news, radio, TV, social and podcasts, keeps the journalist list and builds coverage reports.

Events & Activities

Plans each event with its run-sheet, suppliers and tasks, and tracks what must be ready before the day.

Internal Administration

Manages people and logins, the supplier directory, print orders, templates and imports.

Outsourced suppliers

Creative, video, design and print partners are tracked as jobs by the team. Suppliers do not log in.

FAQ

Questions the team asks.

How do I get an account?

Accounts are created by the Head of Business or the Office Manager. Sign in with the work email they set up for you, and change your password under My account.

Do clients or suppliers log in?

No. The desk is used by the Dominus team only. Clients receive reports, and supplier work is tracked as jobs by the team.

Does it work on my phone?

Yes. It runs in any web browser and is laid out for phones and tablets as well as computers. There is nothing to install.

What happens when a deadline is missed?

The task is flagged overdue the moment the date passes. After a day the client's account team is told, and after three days the Head of Business. Priority rises automatically as deadlines get close.

Which work needs Head of Business sign-off?

The rules decide: press and media statements, crisis communication, sensitive work and spend of K20,000 or more by default. The Head of Business can change them.

Is the suggested sentiment always right?

It is a suggestion from the wording of the story. The media team confirms or changes it on every item.

How do emails become tasks?

Paste the client's email into New task. The desk reads the sender and subject, files it under the right client, and adds replies to the same task.