How Base Agency sees workload in real time — before problems become problems

The Challenge: Managing Workload Without Visibility

Running a creative agency means juggling dozens of moving parts — projects, people, deadlines, and budgets — often all at once. For Ron Custodio, founder of Base Agency, the biggest challenge wasn't finding clients or doing great work. It was seeing, at any given moment, whether his team had too much on their plate or not enough.

"I was already doing this manually," Ron says. The tracking existed — it was just scattered, slow to update, and required constant effort to keep current. The moment something changed on a project, the picture went stale.

What Changed with Supervisible

Ron started using Supervisible to manage his own view of the team's capacity before rolling it out to everyone. He's been loading the team's projects, allocating hours, and watching the workload dashboard take shape.

The feature that made the biggest impact? The projects overview on the dashboard.

"This thing is incredible," Ron said during a recent check-in. "I was already doing this manually — now I can see exactly where I need to go. If something's green, the team is fine. If I see a problem, I know exactly which project I need to sit down and look at."

What used to require a spreadsheet, a few messages, and some back-and-forth now takes a glance.

How Base Agency Thinks About Hours

One of Ron's questions coming into Supervisible was how to estimate hours accurately — especially for new project types where there's no historical reference.

It's a question every agency founder grapples with. Ron's approach: start with a rough estimate, reserve about 10% of total team hours for internal tasks and admin, and distribute the remaining hours across projects. For his team, that typically works out to four to five projects per person per month.

He cross-references that with Supervisible's workload view to confirm no one is overloaded before committing to new work.

Tracking Margin the Right Way

Supervisible shows Ron the labor margin on each project — the ratio of what the project costs in hours versus what it generates in revenue. Ron uses this as a floor.

"I know that as long as I'm tracking hours here and the margin stays above 60–70%, I'm in my range," he says. His head of finance, Paco, then layers in overhead costs to arrive at the final margin picture.

It's a practical division: Supervisible handles the labor visibility, finance handles the overhead math. Together, they give Ron the complete picture.

What's Coming: Full Team Rollout in April

Right now Ron is the one loading projects and hours into Supervisible. In April, he plans to bring the whole team in — letting each person manage their own capacity and time-off requests directly.

"I don't want to overwhelm them while we have other things going on," he says. "But once they're in, they'll be autonomous. They'll load their own hours, manage their own schedules."

The Slack integration is on his radar too — approving time-off requests directly from Slack, and getting weekly project digests without having to open another app.

The Result

Supervisible gave Base Agency something that's surprisingly rare in agency operations: a single, live view of who's doing what, at what cost, and whether that's sustainable.

Ron didn't need to overhaul how he runs his business. He needed better visibility into the business he was already running. Now he has it.