How We Work: Vaulty + Time Tracker in a Multi-Client Operation

At AT Vault, we help companies streamline their operations. To do the same for ourselves, we built Vaulty—our platform for managing client work—with a built-in Time Tracker designed for consulting teams working with multiple clients at once. This is how we organize our day-to-day operations: what is being done for each client, who has capacity, and how many hours have been spent on each project.

The Challenge of a Multi-Client Operation

A team serving several clients simultaneously always faces the same questions: What is each person working on today? Who has available hours this week? How many hours have we spent on this client, and how do we bill them? When the answers are scattered across spreadsheets and different people's heads, time and visibility are lost.

One Platform for the Entire Operation

In Vaulty, we manage client companies and their service contracts. Using that same foundation, Time Tracker adds the execution layer: a task board, team workload, profiles with skills, and client timesheets. Everything is connected—the “project” assigned to a task is the client's service contract itself.

The Board: All Work in One Place

A Kanban board containing tasks for every client, organized by status (backlog, in progress, under review, pending client evaluation, done). Each card shows the client, type of work, and assignee, and tasks can be filtered by client, epic, sprint, or story.

Kanban board: tasks for every client organized by status

Team Workload: Who Can Take On More

The workload view shows each person's weekly hours against their capacity. At a glance, you can see who is at their limit and who has availability—the foundation for assigning work effectively.

Team workload: assigned hours vs. capacity

Profiles and Skills: Staffing Based on Actual Capabilities

Each person has a profile showing their role, weekly capacity, work schedule, and skills by proficiency level (Sales Cloud, Apex, integrations, functional analysis, design, and more). This makes it possible to build each client's team based on what every team member can actually do.

Team profiles with skills by proficiency level

Client Timesheets, Ready for Billing

At the end of the month, the timesheet provides a summary by team member and details every time entry by client. It can be exported to PDF to attach to an invoice or share with the client—without manually recreating anything.

Monthly client timesheet, exportable to PDF

We Built It for Ourselves First.

None of this is theoretical: it is the tool we use to organize our own operations every day. We offer it because we tested it on ourselves before anyone else.