Ten typical roles of a small marketing or creative agency, with the weekly tasks of one full-time person and the part MyChatBot agents can take.
Agencies sell judgement, taste and relationships, so the repeatable layer sits in first replies to inquiries, caption and ad variants, reminders, status summaries and chat statistics. A small agency usually keeps strategy, creative direction, client negotiations and the books with people, and hands the volume work to AI agents that a person sets up and reviews.
Hours are modelling assumptions for one full-time person. The status shows who does the task: MyChatBot out of the box, a routine or connector you set up, or a person.
What a manager tracks: Client retention and renewals · Pipeline of qualified inquiries · Team workload and morale
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Set agency strategy, positioning and the service mixDirection and priorities are the owner's decisions. | 6 | Person | — |
| Lead negotiations and renewals with the largest clients | 8 | Person | — |
| Coach the team, run one-to-ones and make hiring decisions | 7 | Person | — |
| Review contracts and legal terms before signingNo contract drafting or legal review is documented in MyChatBot. | 3 | Person | — |
| Go through cash flow and project profitability with the accountant | 3 | Person | — |
| Network, speak at events and build partner referrals | 4 | Person | — |
| Compile the weekly summary of inquiries, leads and unanswered questionsNeeds chats and leads on the Sales Platform; the owner reads it and decides what to do. | 3 | MyChatBot does it | Summarise last week's chats and leads into a report |
| Track competitor agencies and market newsThe owner lists the competitors and topics; the brief comes with source links. | 2.5 | MyChatBot does it | Watch competitors and market news and write a brief |
What AI agents handle: AI agents write the weekly summary of what people asked in your connected chats and what went unanswered, and brief the owner on competitors and market news.
What stays with the person: Strategy, pricing, the biggest client relationships, contracts, hiring and every decision about money and people stay with the owner.
What a manager tracks: Qualified meetings booked · Proposal-to-signed conversion · Time from inquiry to first reply
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Find prospects by industry, job title and locationCredits are prepaid after the free start; the agency must contact people lawfully. | 4.5 | MyChatBot does it | Find new business contacts by title, company and location |
| Research target companies into a sourced tableAsk for a source URL per fact in the brief; LinkedIn and similar sites may block the browser. | 3 | MyChatBot does it | Research leads or candidates into a sourced table |
| Send intro emails to a prospect list and handle repliesSends from your Gmail to CRM leads; no open tracking or unsubscribe link; a person launches it. | 3.5 | MyChatBot does it | Run an email outreach campaign and answer the replies |
| Send a first message to each new website-form lead within minutesNeeds the form mailbox as an Email channel plus an outbound channel; leads without contact details are skipped. | 2.5 | MyChatBot does it | Message a new website-form lead within minutes |
| Chase prospects who went quiet after the pitchTargets leads with a chosen status or label; a person writes, publishes and attaches the sequence. | 2.5 | MyChatBot does it | Send a follow-up sequence to leads who go quiet |
| Run discovery calls and pitch meetingsReading the room and handling objections stay with a person. | 9.5 | Person | — |
| Write proposals and negotiate scope and pricingMyChatBot does not generate proposals; email only attaches files you provide. | 9 | Person | — |
| Record leads and deals from chats in the CRM with a chat link and source tagOne CRM per assistant; a person connects it and picks fields; covers contacts who chat with it. | 2 | MyChatBot does it | Create or update leads, deals and orders in your CRM |
What AI agents handle: AI agents build and research prospect lists, send outreach from the agency's Gmail, message new website-form leads within minutes, nudge quiet prospects and record leads and deals in the CRM.
What stays with the person: Pitching, discovery conversations, proposals, pricing and negotiation stay with the business developer, who also decides which prospects are worth pursuing.
What a manager tracks: Client satisfaction and retention · Approval turnaround time · Upsell and renewal rate
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Answer routine client questions about process, formats and ways of workingAnswers come only from the FAQ and documents you connect; a person defines when it hands over. | 4 | MyChatBot does it | Answer routine questions from your FAQ and documents |
| Triage the client inbox and draft replies for reviewNeeds Gmail connected; drafts only, and the never-send rule goes into its instructions. | 4 | Possible with setup | Triage the inbox and draft replies |
| Nudge clients who went quiet on a pending approval or feedback requestTargets clients under a status such as Awaiting approval; a person publishes it; approvals are not tracked. | 3 | MyChatBot does it | Send a follow-up sequence to leads who go quiet |
| Log client requests and change requests as tasks for the teamNeeds Task Manager connected; every task is tied to a lead record. | 3 | MyChatBot does it | File a follow-up task for a manager from a conversation |
| Book status calls and reviews in the shared calendarSomeone signs in with Google and ticks the calendars the assistant may use. | 2 | MyChatBot does it | Book appointments into Google Calendar and check free time |
| Run monthly reviews and status calls with each client | 8 | Person | — |
| Pick up handed-over chats, complaints and scope changesHanded-over chats arrive flagged for attention; the assistant's instructions decide when it hands over. | 7 | Person | — |
| Plan upsells and renewals with each client | 6 | Person | — |
What AI agents handle: AI agents answer routine client questions from your FAQ, draft replies to routine emails, nudge clients who went quiet on approvals and turn client requests into tasks for the team.
What stays with the person: Reviews, difficult conversations, scope and budget discussions and the long-term relationship stay with the account manager.
What a manager tracks: Posting consistency against plan · Engagement and reply rate · Time to first reply on comments and DMs
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Plan the week of posts for each client brandGives format, topic, hook and caption per day; it does not schedule or publish. | 4 | MyChatBot does it | Write a 7-day content plan with captions |
| Write captions, hooks and post variantsAttach the client's FAQ or product data as knowledge so captions stay on brand. | 5 | MyChatBot does it | Write captions, hooks and post variants in bulk |
| Produce reel packs with captions and optional musicThree reels per pack with a caption each; a person reviews every one before posting. | 4 | MyChatBot does it | Produce three reels with captions, music and a posting plan |
| Publish approved posts on scheduleNeeds connected social accounts, a posting token as a custom connector and a paid plan. | 3 | Possible with setup | Publish finished posts to social accounts on a schedule |
| Reply to comments and move buying questions into DMsOn Instagram the DM arrives as a message request the person must accept. | 5 | MyChatBot does it | Reply to post comments and continue the sale in DMs |
| Pull post analytics and engagement trends for connected social accountsNeeds the account key as a custom connector and a paid social plan; no ready-made report routine. | 3 | Possible with setup | Pull post analytics and engagement trends into a report |
| Shoot on-site content and gather material from clients | 6 | Person | — |
| Agree tone of voice, approvals and sensitive replies with clientsComplaints and public disputes need a person, not a template. | 6 | Person | — |
What AI agents handle: AI agents draft the weekly plan and captions, assemble reels packs, reply to comments and carry buying questions into DMs on connected accounts and, once set up, publish approved posts.
What stays with the person: Creative ideas, on-site shooting, client approvals and anything sensitive in public comments stay with the SMM manager.
What a manager tracks: Revisions per deliverable · On-time delivery of copy · Click-through and conversion on live copy
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Write ad copy variants, headlines and hooksDrafts at volume; the copywriter picks, edits and signs off what goes to the client. | 6 | MyChatBot does it | Write captions, hooks and post variants in bulk |
| Build a one-page landing page draft from the briefOne scrolling page on a page.mychatbot.app address, not a multi-page site or CMS. | 3 | MyChatBot does it | Build and publish a landing page from a written brief |
| Rebuild a reference ad around the client's productRecreates the format only, never the reference brand's logo, slogans or music. | 2 | MyChatBot does it | Rebuild an ad you like around your own product |
| Search the web for the client's market and competitor messagingRuns in your own Telegram bot on an agents budget; a person checks every source before use. | 3 | MyChatBot does it | Run a personal assistant in Telegram: research, links, voice notes |
| Write case studies, articles and newsletters with real results | 8 | Person | — |
| Write scripts and concepts for video ads and reels | 5 | Person | — |
| Edit and proofread copy against brand voice and client rules | 5 | Person | — |
| Revise copy after client feedback and agree final wording | 5 | Person | — |
What AI agents handle: AI agents produce the volume work: headline and ad copy variants, a landing page draft, a rebuilt reference ad and a first round of web research on the client's market and competitors.
What stays with the person: Concepts, long-form writing, brand voice, editing and every conversation with the client about final wording stay with the copywriter.
What a manager tracks: Share of creatives approved without extra revision rounds · Delivery against deadline · Consistency with brand guidelines
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Produce ad image variants with matching captionsImage spend has no confirmation step; a designer picks and retouches the variants. | 5 | MyChatBot does it | Create product images and ad variants with captions |
| Generate product and lifestyle photo drafts in named stylesBilled per draft from the agents balance; a designer chooses and refines them. | 4 | MyChatBot does it | Shoot product photos in named studio and lifestyle styles |
| Re-stage client product photos on new backgroundsWorks best from a sharp, well-lit source photo with a readable label. | 3 | MyChatBot does it | Put a product photo into a new scene or white background |
| Make short video ads from product photosVertical or widescreen clips in 15 named formats; a person reviews every clip. | 3 | MyChatBot does it | Make a short video ad from a product photo |
| Produce voiceovers and presenter videos from approved scriptsUkrainian, English and 20+ other languages; longer videos are quoted for approval first. | 2 | MyChatBot does it | Produce a spokesperson video or voiceover from a script |
| Develop brand identity, concepts and art direction | 9 | Person | — |
| Edit filmed footage, retouch and finish layouts for print and large formatsEditing footage you filmed yourself is not covered by the creative studio. | 6 | Person | — |
| Present concepts to clients and revise after feedback | 5 | Person | — |
What AI agents handle: AI agents generate ad image variants, product photo drafts, re-staged backgrounds, short video ads and voiceovers from a brief or an existing photo.
What stays with the person: Brand identity, art direction, retouching, editing of real footage and presenting concepts to clients stay with the designer.
What a manager tracks: On-time delivery · Scope changes handled and priced · Team workload balance across projects
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Break briefs into tasks and assign owners and deadlines | 7 | Person | — |
| Run daily stand-ups and unblock the team | 5 | Person | — |
| Plan capacity and workload across clients | 5 | Person | — |
| Control scope, timelines and budgets on each project | 7 | Person | — |
| Triage the task board and write the weekly status summaryNeeds one board connector such as Trello or Asana; it moves tickets only when asked. | 4 | Possible with setup | Triage the task board and write a status summary |
| Log client requests and changes as tasksNeeds Task Manager connected; every task is tied to a lead and reminders go through Telegram. | 3 | MyChatBot does it | File a follow-up task for a manager from a conversation |
| Set personal reminders and recurring project checksNeeds Schedule and delegate on; each schedule needs a unique name and results land in a new thread. | 2.5 | MyChatBot does it | Set reminders and recurring tasks by asking in chat |
| Book kickoff, review and delivery meetingsBooks in the business timezone; staff-side changes are not sent to the client. | 2.5 | MyChatBot does it | Book appointments into Google Calendar and check free time |
What AI agents handle: AI agents turn client requests into tasks, schedule reminders and recurring checks, book meetings and, with a board connected, draft the weekly status summary.
What stays with the person: Scoping, prioritising, capacity decisions and the daily work of unblocking people stay with the project manager.
What a manager tracks: Reports delivered on schedule · Accuracy of reported figures · Clarity of recommendations to clients
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Collect ad-platform and web analytics data for each clientThe ads tools only list ad accounts, ads and campaigns, so figures come from the platforms. | 7.5 | Person | — |
| Pull post analytics and engagement trends for connected social accountsNeeds the account key as a custom connector and a paid social plan; one key covers one business. | 4 | Possible with setup | Pull post analytics and engagement trends into a report |
| Build client dashboards and monthly report decksSlide decks and formatted Word or Excel reports are not produced by the agents. | 8 | Person | — |
| Write the findings: what worked, what did not and what next | 7 | Person | — |
| Report chat volume, AI cost and recorded sales by channel and campaignCovers only chats handled in MyChatBot; sales come only from recorded orders, not ad platforms. | 3 | MyChatBot does it | Report sales, chat volume and AI cost by channel and campaign |
| Review how handed-over conversations are scoredScores appear in batches a few times a day after a hand-off finishes. | 3 | MyChatBot does it | Review conversations and score human managers' replies |
| Check which follow-up campaigns get repliesRead-only: it suggests three changes and a person decides which to make. | 2 | MyChatBot does it | Review which follow-up campaigns get replies |
| Watch AI spend and low-balance warningsRead-only report on your own account usage; each run is billed. | 1.5 | MyChatBot does it | Report what the AI spent and warn when balance is low |
What AI agents handle: AI agents report chat volume, AI cost and recorded sales by channel, score handed-over conversations, review follow-up campaigns and, with a connector, pull social post analytics.
What stays with the person: Consolidating ad-platform data, building the decks and writing the conclusions for each client stay with the analyst.
What a manager tracks: Invoices issued and paid on time · Month-end close timeliness · Accuracy of tax and payroll filings
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Issue invoices and acts of completed work to clientsMyChatBot has no invoicing system; only invoice emails can be read and logged. | 6 | Person | — |
| Reconcile bank transactions and categorise expensesNo bookkeeping tool or accounting-system connector exists. | 8 | Person | — |
| Run payroll for staff and freelancers | 5 | Person | — |
| Prepare tax returns and VAT reports | 6 | Person | — |
| Chase overdue client payments and agree payment schedules | 3 | Person | — |
| Prepare monthly profit, cash flow and project profitability | 5 | Person | — |
| Log incoming Stripe payments into the revenue sheetNeeds Stripe and Google Sheets connected; covers only payments that go through Stripe. | 3 | Possible with setup | Log incoming Stripe payments into a spreadsheet |
| Log invoice and receipt emails into the expenses sheetNeeds Gmail and Google Sheets connected; Gmail is checked about every 15 minutes. | 3 | Possible with setup | Log invoice and receipt emails into an expenses sheet |
What AI agents handle: Once a person connects the apps, AI routines can log Stripe payments and invoice emails into spreadsheets, which spares manual typing but is not bookkeeping.
What stays with the person: Invoicing, bookkeeping, payroll, tax and every figure that is filed or signed stay with the accountant.
What a manager tracks: Time to fill a vacancy · Candidate response time · Quality of hire after the trial period
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Write job descriptions and vacancy posts | 3 | Person | — |
| Source candidates and freelancers into a sourced tableAsk for a source URL per fact in the brief; LinkedIn and similar sites may block the browser. | 5 | MyChatBot does it | Research leads or candidates into a sourced table |
| Review the candidate pipeline and draft follow-upsAdd HR Recruiter (Work.ua) from the agent library; drafts only, a person sends. | 3 | MyChatBot does it | Review the candidate pipeline and draft follow-ups |
| Screen portfolios and CVs | 6.5 | Person | — |
| Run interviews and review test tasks | 8 | Person | — |
| Make hiring decisions and prepare offersHiring decisions are not made or scored automatically. | 3 | Person | — |
| Handle onboarding, leave and timesheet administrationNo HR administration tool is documented beyond the Work.ua recruiter. | 5 | Person | — |
| Book interview slots in the calendarCandidates write in a connected channel; a person signs in with Google and ticks the calendars. | 2.5 | MyChatBot does it | Book appointments into Google Calendar and check free time |
What AI agents handle: AI agents build sourced candidate lists, flag candidates who went quiet with drafted follow-ups and book interview slots.
What stays with the person: Reading portfolios, interviewing, hiring decisions and onboarding stay with the recruiter and the managers.
Agents can reply to comments and DMs on Instagram, Facebook and TikTok accounts that their owner connects and authorizes, and the content routines write weekly plans, captions and reels packs. Publishing on a schedule needs a custom connector and a paid plan, and routines run to the end without asking, so a person should rehearse them and approve what goes live.
MyChatBot shows chat volume, AI cost and recorded sales by channel and campaign for the chats it handles, and once a person adds a custom connector on a paid social plan, post analytics can be pulled too. Ad-platform results, dashboards, formatted decks and the written conclusions for each client stay with your analyst.
Find leads builds lists by job title, company, industry and location with verified work emails, and email outreach sends from your own Gmail to those leads and answers the replies. A person writes the message, picks the audience and launches the campaign, and must contact people lawfully; there are no open or click statistics and no unsubscribe link.
No. Contracts, invoicing, bookkeeping, payroll and tax stay with your accountant and your lawyer. The building blocks that exist are small: once a person connects the apps, Stripe payments and invoice emails can be logged into a spreadsheet.
Create an account, connect one channel and start with the roles where agents already cover the most hours.