Use case

The website is ready to build. The client's files are not.

A small agency runs several sites at once, and every one of them stalls the same way: waiting on a logo, a paragraph of copy, or a password nobody wants to type into an email.

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The problem

Problem

You have four or five projects live at any time, and each one needs roughly the same things: logo, brand colors, homepage copy, opening hours, maybe an existing CMS login. None of that is hard to get in principle. In practice it's scattered across three inboxes, a shared Drive folder someone forgot to permission correctly, and a WhatsApp thread with a photo of a business card.

A project manager ends up doing the same unpaid work on every project:

  • Writing out the same list of "what we need from you" for the third time this month, because nobody kept last time's version.
  • Following up manually — the second email, then the "just checking in," then the slightly less patient one.
  • Chasing down a WordPress admin password that arrived as plain text in an email, sitting there for anyone with inbox access to find.
  • Re-asking for a file because the client sent a 200px logo, a Word doc instead of a PDF, or nothing at all.

None of this is billable. All of it delays the actual work.

How it runs

Workflow

  1. Define the item list once per project type. Build a standard "website" intake — logo, brand colors, hero copy, opening hours, existing site login — and save it as a template from the dashboard. Do the same for an e-shop project: product photos, descriptions, payment provider keys, shipping rules.
  2. Start a new project by sending the template. Point a new intake at the saved template and swap in the client's name and email; item-by-item redefinition is over.
  3. The client gets one link, not a checklist by email. They land in a branded portal — your name, your colors — with a progress bar and no account to create.
  4. BriefGate chases automatically. The default schedule reminds at day 2, 5, and 9, then weekly, inside working hours, and stops after a handful of attempts instead of nagging forever.
  5. Credentials go in as secret items, not as plaintext in an inbox — sealed on the server and revealed to your team exactly once.
  6. Results land where the build happens. Pull typed data and signed file links straight into the project once the client is done, or as each item is approved.
What your client sees
The agency dashboard showing several client intakes side by side, each with its own progress bar
The agency dashboard showing several client intakes side by side, each with its own progress bar
For the agent

MCP example

A project manager (or the coding agent building the site) starts a new engagement from the standard website template, adding one item specific to this client — a login for the site they're migrating from:

{
  "project_name": "Riverside Dental — Website",
  "client": {
    "name": "Anna Novak",
    "email": "[email protected]"
  },
  "template": "web-project-standard",
  "items": [
    {
      "key": "cms_credentials",
      "label": "Current hosting/CMS login (if migrating)",
      "type": "secret",
      "required": false
    }
  ],
  "chase_schedule": "default"
}

Every other item — logo, brand colors, hero copy, opening hours — comes from the template, so nobody retypes the same list for the fifth client this quarter. Once the client submits, get_intake_results returns files as signed URLs ready to fetch, plain text and structured fields as their typed values, and the CMS login decrypted exactly once — after that, calling it again returns null with a note that it was already revealed, so store it the moment it comes in.

Secret items and saved templates need the Solo plan or higher; the rest of this intake works on Free.

Read the docs

What changes

Result

The item list gets defined once per project type, not once per client. Reminders go out on schedule without a PM writing "just following up" for the tenth time. Credentials stop living in email threads. When a client finally submits, everything the build needs is already typed and in one place, so the team picks up the project instead of waiting on a reply that may or may not include the right file.

Start free — one active intake, no card required — and see whether your next project starts with files instead of a follow-up email.

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Free tier, no card required.