Customer story written by Nirav Dave, CTO & Co-Founder of Capsicum Mediaworks
I am Nirav Dave, CTO & Co-Founder of Capsicum Mediaworks, an SEO agency in India. I have been using ActiveCollab since 2015, and it proved to be an excellent choice: it has helped us improve communication across teams while enabling me to manage projects and resources efficiently.
Earlier, my team relied on multiple platforms like email to maintain communication. This often led to delays and missed updates. With ActiveCollab, we have streamlined our workflow, enhanced productivity, and cut down on coordination time.
Since our company handles multiple SEO campaigns across diverse industries, ActiveCollab helps us monitor key aspects such as:
Which SEO campaigns each team is working on
How much time is being spent on different tasks (keyword research, content optimization, technical audits, etc.)
The progress and performance metrics of ongoing SEO projects
Bottlenecks the team is facing (if any)
Whether projects are on track to meet deadlines
Which deliverables were successfully completed
Additionally, inviting clients to select projects makes reporting and collaboration seamless, ensuring complete transparency.
How ActiveCollab helped us organize our SEO workflow
For each new client, we create a dedicated project in ActiveCollab. This centralizes campaign discussions, timelines, and documents in one place and provides a clear structure. A typical SEO process we follow looks like this:
Step 1: The SEO Project Manager shares a questionnaire with the client to understand business goals, target audience, and competitor landscape. After analyzing inputs, we define the campaign scope, major deliverables, and milestones, including timelines for audits, reporting, and reviews.
Step 2: The Project Manager assigns the project to the SEO assistant manager, who then assigns it to SEO specialists, who review the brief, gather existing website data, and coordinate with content, technical, and outreach teams. Deadlines and responsibilities are clearly defined in ActiveCollab.
Step 3: The SEO Specialist conducts initial research, including keyword analysis, site audits, and competitor benchmarking. Insights and recommendations are documented and shared for client feedback.
Step 4: Based on feedback, necessary adjustments are made, and the execution plan is finalized. Tasks are then distributed among content writers (for on-page optimization), technical experts (for website fixes), and outreach specialists (for link-building).
Step 5: Each team member completes their respective tasks within timelines. Deliverables like optimized content, technical fixes, or backlink placements are uploaded, tracked, and reviewed within ActiveCollab.
Step 6: The quality analyst reviews campaign progress, ensures optimizations adhere to best practices, and highlights areas for improvement.
Step 7: The report is finalized and shared with the client. Monthly progress updates, ranking improvements, and traffic reports are shared, ensuring complete transparency and measurable value.
Throughout this process, every stakeholder remains updated in real time. The Labels feature helps us instantly identify campaign stages, from audit to optimization to reporting. As a co-founder, I can track each campaign’s status without delays, thanks to email and in-app notifications.
Why we switched to ActiveCollab?
ActiveCollab is simple to set up and requires no extensive training. It combines flexibility with the right balance of features that make managing SEO campaigns easy. Since it is also accessible via smartphones and tablets, I can monitor progress anytime.
The two standout features for us are:
Time tracking across projects: It allows us to measure team performance on specific campaign activities (like keyword research or backlink outreach) while also making it easy to bill clients based on actual hours invested.
Invoicing: We can quickly generate invoices within the platform and ensure no overdue payments get missed.
For an SEO agency, where results depend on collaboration across strategy, content, technical, and outreach teams, ActiveCollab gives us speed, agility, and clarity.
Easy communication, faster execution, and timely updates have made it the single most effective tool we rely on to manage SEO campaigns successfully.