Introduction: A Digital Powerhouse in Need of a Smarter Workflow

Havas Village Budapest is a leading marketing and advertising agency, working with some of the biggest brands in the market. Their digital team manages 97 social media channels across 20 workspaces, coordinating 172 users—a mix of internal teams, freelancers, and clients. With a growing need for efficiency, structure, and seamless collaboration, they turned to ZoomSphere in 2019 to keep their social media operations running smoothly.

At the forefront of this transformation is Noemi Fekete, Senior Social Media and Account Manager at Havas Village. Since joining in 2021, she has played a pivotal role in optimizing workflows, enhancing collaboration, and executing high-profile campaigns. With expertise in content strategy and audience targeting, she understands the importance of an organized approach to managing multiple brands. Under her leadership, Havas Village has maximized ZoomSphere’s capabilities to deliver data-driven, high-impact marketing campaigns.

Let’s dive into how Havas Village Budapest uses ZoomSphere to maintain its industry-leading digital marketing approach.

The Challenge: Too Many Brands, Too Many Moving Parts

Managing social media at scale presents unique challenges:

✅ Keeping 97 social media channels organized while ensuring quality and consistency.
✅ Coordinating 172 users across teams, freelancers, and clients.
✅ Structuring post scheduling, approvals, and campaign execution efficiently.
✅ Aligning social content with paid media strategies and ad targeting.
✅ Enhancing client collaboration for real-time feedback and approvals.

Havas Village needed a powerful and flexible tool to handle these complexities. Enter ZoomSphere.

Winning New Clients with Transparency & Collaboration

At Havas Village Budapest, securing new brand partnerships often involves a competitive pitching process, where agencies must demonstrate their workflow, strategic approach, and ability to drive results. With ZoomSphere, Havas Village has a strong competitive advantage—offering potential clients a level of transparency and collaboration that sets them apart.

Rather than just presenting a strategy, Havas Village shows potential clients exactly how they will be involved in the process. By inviting them into ZoomSphere, brands get a first-hand experience of how campaigns are managed, approved, and optimized in real time. This hands-on approach resonates with clients, as they feel more engaged and directly connected to the content creation process.

"We usually have tenders, and they have to explain how they work, and clients really like that approach—the fact they will be invited to ZoomSphere and work with the Havas team directly. So they can really engage and be directly at the source."
— Noemi Fekete, Senior Social Media and Account Manager

By showcasing ZoomSphere’s collaborative ecosystem, Havas Village not only wins tenders but also fosters long-term partnerships. Clients appreciate the ability to see, comment on, and contribute to their own social media strategy in real time, rather than relying on static reports or endless email exchanges.

The Solution: A Smarter, More Efficient Workflow with ZoomSphere

With a full-plan subscription, Havas Village Budapest has transformed its digital marketing operations by integrating ZoomSphere’s all-in-one platform. They utilize key apps such as:

📌 Scheduler for content planning and automated publishing.
📌 Analytics App to track performance.
📌 Community Management App for real-time engagement.
📌 Workflow Manager to improve collaboration between internal teams, freelancers, and clients.

The recently adopted Workflow Manager is further enhancing internal collaboration, ensuring that tasks are tracked with complete transparency.

By leveraging these apps together, Havas Village has created an efficient and scalable digital marketing ecosystem. Here’s how:

1. Social Media Management on Autopilot

In February 2025 alone, Havas Village published 332 posts, including 193 posts for Hungexpo across Facebook, Instagram, LinkedIn, and TikTok.

They efficiently organize content using tailored workspaces for each brand, ensuring structured content planning and execution.

2. Smarter Planning with Quick Notes

Quick Notes help Havas Village maintain clear and structured campaign planning. The team uses them to mark key ad targeting strategies, such as:

🎯 Whether a post should focus on engagement, reach, or conversions.
📢 The platform (Facebook, Instagram, TikTok).
🎞️ The preferred ad format (image, carousel, video).

A color-coded system simplifies campaign planning at a glance:

🟡 Yellow = Instagram engagement ads.
💗 Pink = Reach-focused Facebook campaigns.
🔹 Other colors represent different objectives, such as conversions or awareness.

This structured approach ensures better coordination, optimized ad spending, and a clear content roadmap.

3. Keeping Content Ideas in One Place with Post Ideas

Rather than managing content ideas in scattered documents, Havas Village tracks important topics, industry news, and campaign concepts using the Post Ideas feature.

For example, when a major event arises, the team quickly adds it to Post Ideas, ensuring they never miss an opportunity for timely content.

"We really love the Post Ideas feature. Even though we are two companies sitting in one place, and our PPC team is in another company, we can help them with post boosting via Post Ideas. They can set the campaign live before the post is actually out. That is really great." — Noemi Fekete, Senior Social Media and Account Manager

4. Seamless Client Communication & Approvals

Havas Village fosters transparent client collaboration by inviting clients directly into ZoomSphere, eliminating long email threads.

📌 Post Comment Tab serves as a central hub for discussions, reducing miscommunication and streamlining approvals.
📌 Clients can review, approve, or request edits on posts in real time, ensuring a faster feedback loop.

This direct collaboration has become a key advantage when onboarding new clients and pitching to potential clients.

Giving Clients the Freedom to Contribute

Another major benefit of using ZoomSphere is the freedom it provides clients. While the Havas team takes the lead in creating and managing content, some clients prefer to be more hands-on—and ZoomSphere makes this possible.

With direct access to the platform, clients can create their own posts alongside the content curated by Havas Village. This flexibility allows brands to maintain their voice and add spontaneous content while still benefiting from the expertise and structure provided by the agency.

"Some clients also like to create their own posts directly in ZoomSphere. So apart from the posts the Havas team creates for them, they can also add some posts of their own—which is really great."— Noemi Fekete, Senior Social Media and Account Manager

This hybrid approach ensures a perfect balance between strategic content planning and real-time brand engagement, giving clients the best of both worlds. By empowering brands with tools to participate actively, Havas Village strengthens its partnerships and creates a more dynamic, client-driven content strategy.

Why Havas Village Loves ZoomSphere

At Havas Village Budapest, efficiency, teamwork, and seamless client collaboration are at the heart of their digital strategy. That’s why they don’t just use ZoomSphere—they rely on it.

With everything in one place, their team can effortlessly manage content, track progress, and communicate in real time. Whether it's tagging colleagues, coordinating with freelancers, or streamlining approvals, ZoomSphere keeps everyone connected.

One of their favorite features? Post Ideas. With teams spread across different companies, this tool ensures smooth coordination—helping their PPC team schedule campaigns before posts even go live. Labels and notes bring even more clarity, with color-coded markers indicating engagement goals, platforms, and priorities at a glance.

And it’s not just about internal efficiency. Clients love it, too. Being invited into ZoomSphere gives them a front-row seat to the creative process, making collaboration easy and transparent. Some even create their own posts, adding to the synergy.

Beyond the platform itself, customer support is a game-changer. Knowing that help is just seconds away provides peace of mind and keeps their workflow uninterrupted.

They’ve tried other platforms—but nothing compares. For Havas Village, ZoomSphere isn’t just a tool. It’s an essential part of how they work, collaborate, and win.

The Results: A Well-Oiled Social Media Machine

With ZoomSphere, Havas Village Budapest has taken their social media management to the next level:

✅ Structured content planning – A clear overview of every post, campaign, and approval keeps everything organized and on track.
✅ Seamless communication – Tagging team members, freelancers, and clients makes collaboration effortless, eliminating unnecessary back-and-forth.
✅ Smarter ad campaign execution – The PPC team uses Post Ideas and Quick Notes to prepare campaigns in advance, ensuring the right posts get boosted at the right time with the right strategy. Plus, they can obtain the Post ID directly from ZoomSphere, allowing them to set up campaigns ahead of time with precision and efficiency.
✅ Full workflow transparency – Every step is visible in real-time, making it easy to track progress, review past actions, and make data-driven decisions.

For Havas Village, ZoomSphere is more than just a platform—it’s the key to a smoother, smarter, and more efficient social media operation.

Conclusion: A Long-Term Partnership with ZoomSphere

Managing nearly 100 social media channels requires precision, efficiency, and seamless collaboration—exactly what ZoomSphere delivers to Havas Village Budapest.

With a strong commitment to creativity, strategy, and digital excellence, Havas Village Budapest continues to push the boundaries of social media marketing—confident that ZoomSphere will evolve with them every step of the way. 🚀

Introduction

When you’re managing over 330 social media channels for 100+ brands, efficiency isn’t just an advantage—it’s a necessity. That’s exactly the challenge that Positive Adamsky, a leading full-service marketing agency in Budapest, has mastered with ZoomSphere.

At the helm of this dynamic operation is Gábor Keri, Digital Managing Partner, a seasoned expert in digital strategy and social media marketing. With a career spanning nearly two decades, Gábor has held key leadership roles in digital advertising, marketing strategy, and agency operations. From his early days managing online sales and marketing for media outlets to becoming Sales Director at ThinkDigital, where he oversaw Facebook's premium advertising solutions in Hungary, Gábor has continuously shaped the digital landscape.

Since joining Positive Adamsky in 2018, he has led the agency’s digital and social division, growing a powerhouse team of 35+ professionals who handle some of the most diverse and high-volume social media operations in the region. Their portfolio includes global brands like Gorenje, Hisense, Daikin, Royal Canin, Motul, Elanco, and local Hungarian brands such as Béres, Alma Gyógyszertárak, Indotek Group, Szamos Marcipán, alongside hospitality chains, pharmaceutical companies, and real estate groups—a mix that demands both strategic thinking and operational excellence.

Before discovering ZoomSphere, the team had used various social media management tools, but they found them outdated and limiting. When they switched to ZoomSphere, they were instantly drawn to its unlimited channel and teammate options—a crucial feature for an agency of their scale. Additionally, they valued the fact that ZoomSphere is a European-based platform, meaning it was designed with European standards and user needs in mind, making it a perfect fit for their operations.

With such a highly complex, multi-brand ecosystem, Positive Adamsky needed a robust, scalable solution. Here’s how ZoomSphere helps them manage it all—effortlessly.

The Challenge: Managing an Expanding Portfolio with No Limits

Handling 100+ brands across various industries means juggling a vast amount of content, multiple stakeholders, and unique requirements for each client. With an incredible 213 users—including editors, admins, and clients—working within their ZoomSphere ecosystem, Positive Adamsky needed a platform that could seamlessly support their large-scale operations while keeping everything structured and efficient.

The team needed:

1. A scalable solution that could keep up with their ever-growing client base.
2. Efficient team collaboration—assigning the right people to the right projects.
3. A seamless approval process for quick feedback and real-time content validation.

Most importantly, they wanted zero limitations on the number of accounts they could manage, ensuring that as their portfolio expanded, their workflow remained smooth and stress-free.

The Solution: How ZoomSphere Empowers Positive Adamsky

1. Unlimited Channels, Limitless Growth

With ZoomSphere’s unlimited channel management, the team never has to worry about capacity limits. As they onboard new clients, they simply add their social media channels to ZoomSphere—without constraints.

2. Smart Team & Client Management with Workspaces

To keep everything organized and efficient, Gábor has structured their workflow into separate workspaces for each brand.

• Each workspace is shared only with relevant team members.
• Clients are invited directly to ZoomSphere, giving them real-time access to their content.
• Managers handle their accounts flexibly—some oversee three brands, while others focus on one major account that may span up to 16 channels.

Thanks to ZoomSphere’s intuitive Scheduler, the team benefits from color-coded status indicators that provide instant clarity on the approval process.

3. Faster Feedback & Approvals

One of the biggest game-changers for Positive Adamsky has been ZoomSphere’s seamless feedback system.

How it works:

1. Managers tag clients in the comment tab of each post.
2. The tagged client receives an email notification with a direct link to the post.
3. Clients can review, comment, or approve the content instantly—speeding up the approval cycle.

This streamlined process has significantly reduced delays, allowing content to move from ideation to publication faster than ever.

 “The color-coded statuses in Scheduler give us complete peace of mind. The moment all of our created posts turn green, we know everything is approved, and we can confidently move on to the next project.”

4.  Workflow Efficiency: Time-Saving Features That Make a Difference

Drag & Drop Simplicity – The team loves how easy it is to reschedule posts by simply dragging and dropping them in the Scheduler, eliminating unnecessary steps.

Bulk Actions & Smart Duplication – One of the most time-saving features for their managers is Bulk Actions. They frequently use advanced post duplication to replicate content templates for structured campaigns.

For example, one of their clients has a fixed content structure every month:

• 9 Stories
• 14 Image Posts
• 7 Reels

Instead of creating these posts from scratch every month, they prepare empty placeholders in the Scheduler and duplicate the entire content template using the Bulk Actions tool—saving them hours of manual work.

The Results: Scaling Social Media Management Like a Pro

When it comes to high-volume content management, precision and efficiency are everything. Positive Adamsky operates at an incredible pace, juggling hundreds of brands while ensuring consistent quality, smooth collaboration, and timely content approvals. Without the right tools, managing this scale of social media activity would be overwhelming.

But the numbers tell a different story—one of effortless workflow and automation-driven success.

Posts Published in January 2025: 2,207

- 92% of posts were scheduled and published automatically via ZoomSphere, freeing up the team’s time for creative work.

- The remaining 8% were manually published via the ZoomSphere mobile app, ensuring flexibility when last-minute adjustments or real-time posts were needed.

Posts Published in December 2024: 2,955

- Alma & Gyöngy: 473 Facebook posts—engaging their audience with fresh, dynamic content.

- Indotek Group Facebook: 433 posts, keeping their community informed and active.

- Indotek Group Instagram: 424 posts, ensuring a strong presence across platforms.

That’s nearly 3,000 posts in a single month, with thousands of assets reviewed, approved, and scheduled seamlessly—all thanks to the streamlined workflows that ZoomSphere enables.

Automation + Organization = Maximum Efficiency

Instead of drowning in manual work, Positive Adamsky’s team spends less time on tedious administrative tasks and more time focusing on what truly matters—creative strategy, engagement, and client satisfaction.

By leveraging ZoomSphere’s automation, approval workflows, and unlimited scalability, they’ve built a system that not only handles today’s demands but is fully prepared for future growth. 🚀

What They Love Most About ZoomSphere

For Positive Adamsky, three key aspects of ZoomSphere stand out as absolute game-changers:

💬 Seamless Feedback & Approval Process – The comment tab on each post has transformed the way they collaborate with clients. With tagging and instant email notifications, managers and clients can exchange feedback in real-time, making approvals faster and smoother than ever.
🔍 Intuitive Navigation & User-Friendly Interface – With so many brands, workspaces, and teammates, ease of use is crucial. The team loves how ZoomSphere’s interface is simple, yet powerful, making it effortless to switch between projects, manage content, and stay organized.
⚡ Fast & Efficient Customer Support – Whether it’s a quick question or an unexpected issue, the ZoomSphere support team is always there to help. The quick response times and hands-on approach ensure that nothing slows them down.

Key Takeaways: How Positive Adamsky Manages the Impossible

Managing social media for a handful of brands is challenging enough—but Positive Adamsky operates on an entirely different level. With a fast-growing client base, diverse industries, and high publishing volumes, they needed a solution that could keep up with their pace without compromising quality.

✅ 330+ social media channels managed seamlessly
✅ 213 teammates & growing
✅ 100+ brands across multiple industries
✅ Faster approvals & smoother collaboration
✅ 2,955 posts published in one month alone!

Want to scale your social media workflow like Positive Adamsky? With unlimited channels, seamless client collaboration, and smart automation, ZoomSphere is built for agencies that think big.

Final Thoughts

Positive Adamsky’s success with ZoomSphere highlights the power of a scalable, intuitive, and collaboration-driven platform. With unlimited channels, seamless client collaboration, and smart automation, they have transformed their social media workflow into a highly efficient system—and they’re just getting started.

About Tricky Communications

Tricky Communications is a full-service creative agency based in Budapest, specializing in digital and social media campaigns. With a strong focus on strategic content creation, project management, and brand storytelling, they help clients build impactful digital presences. Their expertise spans multiple industries, managing 15 brands, such as ALDI, Nikon, Brit, Hartmann, Zwack, British American Tobacco, and Gyermelyi, with a seamless workflow designed to enhance efficiency and collaboration.

Introduction

Managing multiple brands, projects, and creative workflows requires more than just good organization—it demands a smart, scalable system that keeps everything structured and efficient. That’s exactly what Tricky Communications, a full-service creative agency based in Budapest, has achieved with ZoomSphere.

Since 2022, Tricky Communications has been an active ZoomSphere user, leveraging key tools like Scheduler, Analytics, and Workflow Manager to keep their campaigns running smoothly. But what truly sets them apart is how they use Workflow Manager to structure their entire project management process—both internally and externally with clients.

At the helm of this highly organized digital operation is Márti Kalocsai, Senior Account Manager, who oversees the agency’s entire ZoomSphere account, ensuring that every project, task, and campaign is executed seamlessly. With a background in digital strategy, marketing communications, and content production, Márti has worked with top brands like ALDI Karrier, British American Tobacco, and Zwack. Her expertise in workflow management and team coordination has made her an essential part of Tricky Communications’ success in optimizing project execution with ZoomSphere.

The Challenge: Managing 15 Brands with Efficient Workflows

Handling multiple brands with unique strategies and demands is no small task. Each client has distinct expectations, approval processes, and content needs, making it essential to maintain structured workflows and clear communication. With a growing portfolio, Tricky Communications faced the challenge of managing multiple stakeholders, coordinating tasks between different teams, and ensuring that nothing slipped through the cracks.

In the past, their team spent countless hours publishing content manually, which was not only time-consuming but also prone to errors. They needed a solution that would streamline processes, automate repetitive tasks, and centralize communication. They wanted a system where social media managers, strategists, and designers could collaborate efficiently while keeping clients involved without disrupting internal workflows.

With 15 brands to manage, Tricky Communications needed to:

✅ Structure projects efficiently, keeping tasks clear for both their internal team and their clients.

✅ Improve collaboration, ensuring designers, strategists, and account managers stayed aligned.

✅ Streamline content approval and feedback, reducing back-and-forth communication.

✅ Save time and automate processes—as they still remember how time-consuming manual publishing was just two years ago. Now, ZoomSphere helps them work faster and more efficiently.

To address these challenges, Tricky Communications turned to ZoomSphere’s Workflow Manager and Scheduler, building a system that not only enhances efficiency but also creates a smooth, scalable process for handling client projects. They needed a tool that accommodated their complex approval structures, allowed for seamless client communication, and most importantly, gave them the flexibility to adapt as they grew.

While many agencies use one shared workspace per brand, Tricky Communications took it a step further, optimizing their setup with Workflow Manager in a unique way that would ultimately transform their day-to-day operations.

The Solution: A Dual Workflow System for Maximum Efficiency

Tricky Communications’ approach to Workflow Manager is what makes their ZoomSphere setup truly unique.

• A Separate Workspace for Each Brand – Just like many agencies, they create individual workspaces for each of their 15 brands and invite clients directly for transparent collaboration.‍
• Two Workflow Managers Per Workspace – Instead of just one project workflow, they set up two Workflow Managers per brand:

1. Internal Project Management – This workflow is used strictly by the internal team, including social media managers, strategists, and even their graphic designers. Tasks are assigned, content is created, and designs are uploaded directly to Workflow Manager cards, making it their go-to project management tool.‍
2. Client-Facing Workflow – A separate workflow is created for clients, allowing them to track project progress, review deliverables, and provide direct feedback—all in one place. Only Márti as the account manager and CEOs Janka Máté-Csoti and Csaba Kuritár have access to this workflow, keeping client communications structured and secure.
   

• Full Project Management in Workflow Manager – They use Workflow Manager for everything, from briefing graphic designers and social media managers to tracking campaign progress and updating the team on client requests.
  

By structuring their Workflow Manager into two separate spaces, they maintain internal efficiency while keeping their clients informed and involved without overwhelming them with unnecessary details.

Why They Love ZoomSphere

1. Main Client Communication Hub – Some clients communicate only via ZoomSphere comments—either in Post comments or directly in Workflow Manager cards, replacing the need for constant emails or calls.
2. The team loves how everything is visible in the calendar, making it easy to check that all content has gone live smoothly at the end of the day.‍
3. Templates in Scheduler – They store favorite hashtags and key information for consistent content creation.‍
4. In-App Banners Keep Them Informed – They appreciate how ZoomSphere communicates platform issues or feature updates via banners, so they always know what’s happening.‍
5. Custom Status Flows – They use statuses like “Final Approval,” “Approved by Client Name,” “Tricky Review,” “Brief,” or “Pre-Approved” for more complex approval structures, ensuring a smooth process when multiple layers of sign-off are needed.‍
6. Scheduler Export Feature – They export weekly or monthly post previews as PDFs to share with clients easily.‍
7. Tried Other Tools but Chose ZoomSphere – They tested Sprinklr and Kontentino but found the UI less intuitive, making ZoomSphere their preferred choice.

Key Takeaways: How Tricky Communications Stays Efficient

Managing multiple brands while keeping everything structured can be a challenge, but Tricky Communications has found a way to make it seamless. With ZoomSphere, they’ve built a workflow that keeps everything organized, improves collaboration, and ensures projects move forward efficiently.

✅ 15 brands managed with ease – Dedicated workspaces for each brand keep campaigns structured and prevent miscommunication.

✅ Dual Workflow Manager system – Separate workflows for internal teams and clients streamline collaboration and approval processes.

✅ Clients communicate directly in ZoomSphere – No more scattered emails—clients review, approve, and comment directly in posts and Workflow Manager.

✅ Time-saving automation – Automated publishing frees up time for creative work, with just a final check at the end of the day.

✅ Faster approvals – Custom status flows ensure smooth approval processes, even for brands with multi-layered sign-offs.

✅ All-in-one platform – From content creation to analytics, everything happens within ZoomSphere, eliminating the need for multiple tools.

Tricky Communications has made ZoomSphere the backbone of their agency, keeping project briefs, approvals, and scheduling in one easy-to-use platform.

Want to optimize your agency’s workflow like Tricky Communications? Try ZoomSphere and take your efficiency to the next level!

Managing the social media needs of over 150 active clients and producing over 700 posts monthly is no small feat, especially when each client requires a personalized approach. For Effectix, a leading digital agency operating in both the Czech Republic and Slovakia, the challenge was clear: how to streamline processes while maintaining creativity and client satisfaction. With a growing portfolio that includes top brands such as Alpecin, L’Occitane, Exclusive Tours, and Ploom, Effectix needed a reliable solution to meet their high standards.

The answer came in the form of ZoomSphere, a platform that has been at the core of Effectix’s operations for more than a decade. Since adopting the platform in 2014, Effectix has leveraged its features to transform their workflows, enhance collaboration, and manage an ever-growing volume of content with ease.

‍“We needed a tool that could keep up with our dynamic workflows and client demands,” says Klára Faiglová, the Head of Social Media & Creative at Effectix. “ZoomSphere offers flexibility and customization that we couldn’t find elsewhere, making it a perfect fit for our needs.”

About Effectix and Their Social Media Team

Effectix operates as a full-service independent digital agency, managing performance-driven campaigns and creative strategies for over 150 clients. The team, consisting of 90 professionals split between the Czech Republic and Slovakia, works across platforms like Facebook, Instagram, LinkedIn, TikTok, Twitter, and YouTube.

The social media team, led by Klára Faiglová and supported by Barbora Štrbáková, plays a critical role in delivering impactful results. With seven years at Effectix, Klára has worked with various social media tools but consistently returned to ZoomSphere for its user-friendly interface and adaptability. Barbora, a social media manager for nearly four years, appreciates how the platform simplifies workflows and supports client collaboration.

Why ZoomSphere?

Klára’s journey with ZoomSphere began when she first joined Effectix. Over her seven years at the agency, she has explored other tools like Kontentino, Sprinklr, and Brandwatch, but she consistently returned to ZoomSphere. The reason? Its user-friendly interface and customizable workspaces.

“Other tools just didn’t offer the same level of flexibility,” Klára explains. “ZoomSphere lets us tailor each client’s workspace to their unique needs, which is something the others couldn’t do.”

Barbora, who has been with the team for nearly four years, agrees. After transitioning from event management to social media, she found ZoomSphere indispensable for managing diverse campaigns and fostering collaboration across the team. Together, Klára and Barbora have harnessed the platform to streamline workflows and produce over 700 posts monthly for clients across platforms like Facebook, Instagram, TikTok, LinkedIn, Twitter, and YouTube.

Effectix’s Workflow: From Content Creation to Approval

Effectix’s workflow is designed to balance efficiency and creativity. It all starts with a client checklist that outlines everything from briefs and debriefs to drafted strategies. This ensures the team understands the client’s voice, goals, and audience, laying a strong foundation for content creation.

The team then uses ZoomSphere’s Scheduler app to organize posts for the month. Content specialists create placeholders for posts based on the checklist and begin drafting visuals, captions, and campaign ideas. To ensure alignment, Post Briefs are added to each post, providing key instructions like required hashtags or campaign objectives.

Clients are involved at various levels depending on their preferences. Some clients contribute directly to the creative process using the Idea Notes feature, while others review drafts marked “To Approve,” receiving automatic email notifications. For more hands-on clients, the post commenting tab facilitates detailed discussions, with notifications ensuring timely feedback.

Once posts are approved, the team relies on ZoomSphere’s auto-publishing feature to schedule and publish content on platforms like Facebook and Instagram. For platforms like TikTok, where manual posting is required, the Scheduler ensures all tasks remain on track.

Managing Multi-Country Campaigns with Ease

Effectix often manages campaigns across multiple countries, including the Czech Republic, Slovakia, and Hungary. To streamline this process, the team uses separate schedulers for each country within the same workspace. This setup allows them to adapt content to regional preferences while maintaining a unified campaign strategy.

Using ZoomSphere’s Advanced Duplication feature, the team creates a post for one country and duplicates it into other schedulers for localization. Local specialists then translate copy, adjust visuals, and add region-specific details. “Using Advanced Duplication, we can adapt posts for multiple countries in minutes,” says Barbora. “It’s a huge efficiency booster for campaigns that span regions while maintaining local relevance.”

This combination of regional schedulers and duplication tools ensures that Effectix delivers tailored content to diverse audiences without sacrificing efficiency.

Feature Highlights: Time-Saving Tools

Effectix leverages several advanced features within ZoomSphere to maximize efficiency, foster collaboration, and deliver high-quality content to their clients. Here’s how these tools are integrated into their daily workflows:

• Post Briefs ensure all team members and clients are aligned on creative directions.
• Advanced Duplication simplifies adapting posts for different countries and languages.
• Auto-Publishing Stories saves hours each month by automating Instagram Story management.
• Post Approval Workflow enables tailored approval processes, including automatic email notifications.
• Notes App centralizes client information, brand guidelines, and content ideas for easy reference.

‍1. Post Briefs: Keeping Everyone on the Same Page

‍The Post Briefs feature in ZoomSphere’s Scheduler app is essential for Effectix’s workflow, providing a centralized space to include important instructions and notes.

The team uses Post Briefs to document client-specific requirements, like hashtags or design elements, ensuring posts align with campaign goals. For example, a Post Brief might include a note like, “Add copy to the image visual: #Christmas challenge #1,” providing clear guidance to the creative team during the content creation process.

Post Briefs also facilitate collaboration by offering context for team members and clients, streamlining feedback and ensuring campaign consistency. By centralizing critical details, this feature improves accuracy and helps manage high-volume campaigns efficiently.

2. Advanced Duplication: Scaling Multi-Country Campaigns with Ease

‍Effectix often manages campaigns across multiple countries, including the Czech Republic, Slovakia, and Hungary. The Advanced Duplication feature, which allows posts to be replicated across schedulers and localized for different markets, plays a key role in this process.

As previously mentioned, this feature helps the team save significant time while maintaining consistency and regional relevance across campaigns. By enabling quick adaptations, Advanced Duplication is invaluable for multi-country projects.

‍3. Auto-Publishing Stories: Automating Tedious Tasks

‍Managing hundreds of Instagram and Facebook Stories each month can be time-intensive. ZoomSphere’s auto-publishing feature has been a game-changer for Effectix, automating the publishing process and freeing up valuable time for the team.

For instance, during a client’s product launch, the team schedules dozens of stories in advance. With auto-publishing, they no longer need to manually post at specific times, allowing them to focus on strategy and creative execution. Barbora shares, “This feature alone saves us hours every month, especially during high-volume campaigns.”

4. Post Approval Workflow: Tailored to Client Preferences

‍Every client has different preferences when it comes to reviewing and approving content. ZoomSphere’s Post Approval Workflow enables Effectix to customize the process for each client, ensuring smooth communication and faster approvals.

For corporate clients accustomed to working with email, the team uses the “To Approve” status to trigger automatic email notifications. For more collaborative clients, the post commenting tab within ZoomSphere is utilized, allowing real-time discussions directly on the platform. “Some clients love leaving feedback in comments, while others prefer emails. ZoomSphere handles both seamlessly,” says Barbora.

5. Notes App: Notes App: A Handy Tool for Organization and Efficiency

‍The Notes App in ZoomSphere is one of the most valuable tools in Barbora Štrbáková’s workflow. She uses a private version of the app to consolidate essential client information, enabling her to stay organized and focused. This tool plays a key role in managing client content packages and ensuring seamless execution across platforms.

Barbora uses the Notes App to:

• Gather Client Information: Each note contains critical details like brand guidelines, content ideas, and campaign-specific rules, ensuring that all posts meet the client’s tone and expectations.
• Track Content Packages: For each client, Barbora records the number of posts and the platforms where they should be published. This information ensures that she delivers on the agreed content package without missing any deliverables.
• Create Checklists and Guidelines: Beyond content planning, the Notes App serves as a repository for workflow instructions, such as how to manage clients in ZoomSphere or implement new processes effectively.
• Centralize Daily Workflows: Barbora uses notes to document campaign timelines, track progress, and store best practices for the team.

ZoomSphere’s flexibility allows users to install apps tailored to their needs, with permissions managed by the Administrator account. Barbora leverages this feature to customize her tools, using private notes for personal organization and shared notes for collaboration when needed.

How These Tools Empower Effectix

By integrating these features into their workflows, Effectix has:

• Saved Time: Automating tasks like story publishing and streamlining approval processes reduces manual work.
• Improved Collaboration: Tools like Post Briefs and the Notes App ensure seamless communication between teams and clients.
• Increased Scalability: Features like Advanced Duplication enable the team to manage campaigns across multiple countries without adding unnecessary complexity.

Effectix’s ability to produce over 700 posts monthly across various platforms is a testament to the efficiency and effectiveness of ZoomSphere’s tools.

Additional Benefits of ZoomSphere

Beyond its core features, ZoomSphere provides several additional benefits that the Effectix team values:

• Responsive Support: Known for its quick and effective responses, the ZoomSphere support team ensures issues are resolved promptly and workflows remain smooth.
• Intuitive User Interface: Even clients with limited experience find ZoomSphere easy to navigate, simplifying the approval and feedback process.
• Customizable Solutions: Each client’s workspace is tailored to their specific needs, enhancing collaboration and workflow efficiency.

Results and Impact

Since adopting ZoomSphere, Effectix has:

• Improved Efficiency: Automation tools and streamlined processes have significantly reduced manual tasks.
• Enhanced Client Satisfaction: Flexible workflows and clear approval processes ensure a positive client experience.
• Scalable Processes: Managing over 700 posts monthly across multiple countries is now faster and more consistent.

Conclusion: The Future of Social Media Management

Effectix’s strategic use of ZoomSphere has revolutionized their approach to social media management. By fostering collaboration, streamlining workflows, and leveraging powerful tools tailored to their needs, the agency delivers exceptional results across platforms and regions.

With a dedicated team and cutting-edge tools like ZoomSphere, Effectix proves that when creativity meets efficiency, the possibilities are endless.

Emails flying back and forth, missed deadlines, and endless revisions—this was Fragile’s reality before they discovered ZoomSphere. Like many marketing agencies, they faced the chaos of managing multiple social media platforms and client approvals with disconnected tools, leaving their team overwhelmed and their clients frustrated. But in 2015, everything changed. Enter ZoomSphere: the game-changer that transformed their workflow and brought clarity to the chaos.

About Fragile and its Team

Fragile, a full-service digital marketing agency based in Prague, specializes in media buying, social media management, influencer marketing, brand awareness, display, video and PPC campaigns, and integrated marketing strategies. With 16 years of experience, the agency serves clients like Sephora, Maspex, Čedok, Kenvue, innogy, Kia, BENU, Vileda, Pilot Pen, České dráhy, ECCO, Vermont, Hisense, Institut Esthederm and many others, Fragile is part of the Knowlimits Group, member of CEE Digital Alliance and is a Google Premier partner or Adform Partner. Every year the agency wins prizes in marketing competitions with its campaigns.

‍Martina Vaculíková, Head of Social Media at Fragile, has been passionate about digital media since her journalism studies in 2008 when she discovered Facebook. Starting as a marketing manager, she gained experience as social media emerged as a marketing force. When she worked at Albert, she extended the use of ZoomSphere to the demanding community management for an external team that she trained herself.

Now at Fragile, she leads the team and is also involved in social media and influencer marketing strategies for brands such as Čedok, PPL, Mountfield, Terezia or Institut Esthederm. Her almost 20-person team produces around 500 posts each month. Additionally, she manages the ZoomSphere Administrator account, overseeing connected channels and users while adjusting settings to meet team and client needs. “Managing our ZoomSphere account allows me to tailor the platform to fit our unique workflows and client needs,” she explains.

Martina values ZoomSphere for its efficiency in managing campaigns. “With ZoomSphere, clients have complete visibility on each post from draft to approval and can leave feedback directly within the platform,” she says. This feature reduces lengthy email exchanges and enhances collaboration. Her favorite aspects of ZoomSphere include its intuitive user interface, automatic publishing capabilities, responsive in-app support, and excellent customer service. “ZoomSphere has truly become the backbone of our client relationships and our secret weapon for efficient social media management,” she concludes.

Martin Buřič, who has been working at Fragile for almost four years, plays a pivotal role in executing the agency's social media strategy. His experience with various social media tools—including Emplify and Kontentino—has led him to favor ZoomSphere for its user-friendly interface and collaborative features. “Other tools are not as easy to navigate around; scheduled content is not as clear, and it took me time to find information. Simply their UX/UI was way behind ZoomSphere’s,” Martin shares. He appreciates that ZoomSphere is built for team-client collaboration and offers many handy features that save time for both his team and their clients.

Challenges Addressed

Before adopting ZoomSphere, Fragile faced several challenges:

• Fragmented workflows: The team relied on separate tools for planning, approvals, and communication, leading to inefficiencies.
• Lengthy approval processes: Email exchanges for client feedback were time-consuming and prone to miscommunication.
• Tool limitations: Previous tools lacked intuitive user interfaces and features like post previews and centralized calendars.
• Client feedback issues: Tracking and implementing client input across multiple platforms was cumbersome.

Implementation of ZoomSphere

Fragile adopted ZoomSphere to streamline its social media operations across 119 channels and 34 workspaces, producing around 500 posts each month. The platform's features have significantly enhanced the team's workflow:

• Centralized Collaboration: ZoomSphere allows clients to be invited directly to the Scheduler for post reviews and approvals. This eliminates lengthy email exchanges and provides clients with complete visibility on posts from draft to approval. Martina states, “Clients now have complete visibility on each post...saving us countless hours and speeding up our turnaround.”
• Content Calendar Management: The centralized content calendar facilitates transparency for influencer campaigns, allowing clients to track timelines and provide feedback seamlessly. This feature has simplified the management of complex, multi-language campaigns through the Post ID feature for Meta Ads Manager.

Workflow Optimization: Turning Complexity into Simplicity

The team at Fragile has tailored its use of ZoomSphere to meet the diverse needs of its client. The Scheduler app is essential for Martin's content planning process. He begins each month by creating empty post placeholders for various post types across specific days. “Creating templates for the whole month allows me to jot down initial ideas and plan content effectively,” he notes.

As he fills in these placeholders with images and video content, he also drafts copy directly within the Scheduler. This allows him to organize his thoughts while keeping track of deadlines. He uses post statuses extensively: once he uploads images and starts drafting copy, he changes the status from "Private Draft" to "In Progress," which is visible to clients. “Enabling access to the 'In Progress' status helps clients see that work is underway; they can provide feedback even before it’s ready for approval,” Martin adds. Additionally, Martin appreciates how the Scheduler visually displays all created content with colorful statuses that enhance clarity: “The really important part for me when it comes to the Scheduler is content clarity. It is very easy to read in the calendar thanks to the statuses and post visuals.”

The majority of Fragile's content—approximately 80-90%—is published automatically through ZoomSphere. This automation significantly reduces the time spent on manual posting, allowing Martin to focus more on strategy and content creation.

Approval Process: Smoothing the Path to Client Sign-Off

When a post is ready for client review, Martin changes its status to "To Approve." This action automatically triggers an email notification to the client. He explains, “Of course, I know I could also share my posts via ZoomSphere chat and deliver my posts to the client faster, but when dealing with corporate clients who are used to working with emails, adding their email address to the 'To Approve' status is really the best option.”

The flexibility of notification methods is crucial; some clients prefer push notifications while others favor email updates. “It really differs from client to client on how you share content for approval,” Martin notes. For monthly planning cycles, Martin often shares all posts for approval simultaneously. “Once I’m done with my planning, I change all posts’ statuses to 'To Approve' at once using the bulk status change feature.” This approach saves time and ensures that clients can efficiently review all planned content. The Discussion with Client feature is integrated into the Scheduler app, enabling real-time communication about post details. Martin explains, “This section is essential for my workflow; it allows us to discuss details and gather feedback early on.”

Content Organization: Tailored Approaches for Every Client

Martin employs different strategies for content organization based on client needs. For many clients, using separate Schedulers for each platform (e.g., Instagram vs. Facebook) is more effective. This approach allows him to focus on the unique requirements and characteristics of each platform, ensuring that the content is tailored appropriately. “When managing multiple posts for big brands, it’s easier to focus on one platform at a time rather than juggling all of them,” he states. This separation enhances clarity and organization, making it simpler to manage the specific visual graphics and copy that each platform demands.

Martin emphasizes the importance of clarity in content organization: “The moment you have to come up with a post plan a month in advance—especially for big brands—it’s just way easier to focus on one platform at once rather than all of them.” While some clients prefer a single Scheduler for all their platforms for a smoother experience and easier access to content, Martin finds that having separate Schedulers is often more beneficial for complex campaigns. This dual approach allows him and his team to adapt their strategy based on the specific needs of each client while maximizing efficiency in their workflow.

However, for campaigns that require similar content across platforms—such as product launches—Martin uses the Advanced Duplication feature. “This allows me to replicate posts across platforms efficiently while maintaining unique content tailored for each channel,” he explains. In cases where relevant information needs to be shared across channels, he can create "combo" posts targeting multiple platforms from a single Scheduler, which simplifies the process.

Mobile App

The mobile app of ZoomSphere has become an integral part of Martin Buřič's daily workflow at Fragile:

1. Client Interaction: The mobile app allows Martin to respond to client comments and inquiries anytime, ensuring that communication remains fluid even when he is away from his desk. “Thanks to the mobile app, I can respond to my client comments anytime and check any posts if needed,” he states.
2. Post Monitoring: Martin frequently checks the status of scheduled posts through the mobile app. This capability enables him to stay updated on what content is live and how it is performing. He mentions, “I can quickly see which posts are getting engagement and which ones might need adjustments.”
3. Manual Publishing: While the majority of Fragile's content—approximately 80-90%—is published automatically through ZoomSphere, some platforms require manual intervention. For instance, Martin manually publishes content for TikTok due to specific requirements like cover images or music integration for reels and stories on Instagram. “Automated publishing saves us a lot of time, but certain platforms still necessitate manual posting,” he explains.

Favorite Features

• Customizable Labels and Statuses: Martin finds these features invaluable as they enhance organization within his workflow. He uses colorful labels like "In Progress" or "To Approve" that help him quickly identify post statuses at a glance.
• Open Post URL: One of Martin's favorite features is the ability to use the Open Post URL function. This feature allows him to quickly check how a post will appear once published directly on social media platforms. “Once my Facebook post is in Approved status I can see directly on Facebook how the post will look like,” he explains. This capability ensures that any last-minute adjustments can be made before final publication.
• Using Idea Posts: Another valuable feature that Martin uses is Idea Posts, which serve as reminders for important tasks or upcoming content initiatives. He explains his preference: “I know that our new colleagues do use Quick Notes and Tasks for this purpose, but I prefer using Idea Posts as reminders—like changing a cover photo or profile image.” Despite newer features being available within ZoomSphere like Quick Notes or Tasks, Martin finds comfort in sticking with what he knows best: “You can't teach an old dog new tricks—I will always rather use Idea Posts,” he laughs.
• Post ID Feature: This function is particularly beneficial when collaborating with multiple agencies on paid promotions. It enables clients working with different agencies to share specific Post IDs easily: “Sometimes our clients work with multiple agencies; this function enables them to take the Post ID I create and share it with another agency for promotion.”

Analytics & Benchmarking App

The Analytics app plays a crucial role in Martin's reporting process. He uses it extensively for metrics tracking that his clients find valuable. “In the analytics app, I work with charts that my clients are interested in,” he states. Key metrics include follower trends and engagement rates; however, one standout feature is Admin Posts—posts that received the most reactions—which visually highlights successful content at a glance. “This feature not only shows which posts collected reactions but also links directly back to those posts for easy reference during reporting or presentations,” Martin adds.

For other clients who seek competitive insights, Martin uses the Benchmarking app, which provides valuable comparisons against competitors using publicly available data. Although not as detailed as some proprietary insights tools, these comparisons offer interesting context that helps clients understand their market positioning. “Even though these are pure publicly available data,” he explains, “the insights gained from Benchmarking are still very interesting for our clients.”

Results

The integration of ZoomSphere has yielded significant benefits for Fragile:

• Time Savings: By reducing the time spent on approvals and communication through automated notifications and centralized workflows, Fragile has improved overall efficiency.
• Enhanced Client Satisfaction: Clients appreciate the visibility into their content’s progress and the ability to provide feedback directly within the platform.
• Improved Content Clarity: The visually appealing interface of ZoomSphere’s Scheduler allows Martin and his team to manage numerous posts effectively—around 500 each month—ensuring clarity in content organization.

Conclusion

Fragile's strategic implementation of ZoomSphere since 2015 has revolutionized its social media management processes. By enhancing collaboration with clients and optimizing workflows—overseen by Martina Vaculíková as administrator—and optimizing operations through apps like Scheduler and features like Client Collaboration—Martina Vaculíková and her team—including Martin Buřič—have positioned Fragile as a leader in effective digital marketing strategies. The success of this case study underscores the importance of leveraging technology to improve communication and efficiency in social media management. Martin sums up his experience succinctly: “ZoomSphere combines intuitive design with powerful features that truly enhance our productivity—it’s become essential in our daily operations.”

‍

Part of the Mafra Group, Óčko TV is just one of the many media brands managed by the company, which also includes iDnes, Impuls Radio, Express, TicketPortal, and Antiyoutuber, among others. Managing social media for such a large array of brands requires coordination, creativity, and efficiency—something the team at Óčko TV has mastered with the help of ZoomSphere.

At the heart of Óčko TV ’s social media operations is Michal Janíček, the head of social. Though he came into the role with little experience in social media, Michal has grown into the position over the past two years. "I had no real experience in social media management," he laughs. "But for some reason, the hiring manager saw potential in me and brought me on board." Soon after Michal’s arrival, Eliška Herciková joined the team. "She taught us how to use it, and it quickly became our go-to for managing content," Michal recalls.

Eliška's experience in social media dates back over eight years, during her time at FTV Prima where she managed a team of 20 and oversaw content for 120 brands. "Before we had access to APIs, everything was done manually—It was chaos," she recalls. "When I joined Óčko TV, I couldn’t imagine working without ZoomSphere, so naturally, we implemented it right away."

Completing the core team is Stáňa Houdková, the talented team’s social redactor. Having joined Óčko TV fresh out of university, Stáňa quickly mastered the ZoomSphere platform. “I’d been managing social media since I was 14, running a successful fan page, but I’d never used a social media management tool before ZoomSphere.”

Managing Over 5,000 Posts a Month

With ZoomSphere, the social team, under Michal’s leadership, manages an impressive volume of content. Across all the brands under Mafra, the team manages around 5,000 posts per month, with Óčko TV alone producing about 800 posts.

‍“Our Instagram never sleeps! It’s publishing new content every hour, which has mastered the platform’s algorithm.” Eliška noted.

Before using ZoomSphere, Eliška recalls managing this workload at her previous company as “a nightmare.” She describes the chaos: “Back then, we used Excel sheets to plan posts, and everything had to be done manually. We’d have to change the copy for each platform, set phone reminders, and publish everything one by one. There were no tools for scheduling or approvals, so we used email screenshots to get content approved, often with attached videos. It was impossible to keep up.”

That’s why Eliška introduced ZoomSphere to her new team, transforming their workflow and enabling more efficient content production.

ZoomSphere: A Game-Changer for Content Creation and Approval

Now, with ZoomSphere, the process is far more streamlined. Stáňa explains how the team starts each day: “We have a morning meeting to discuss what’s trending—celebrity birthdays, news events, and more. We assign tasks, create graphics in Canva or videos if needed, and then upload everything into ZoomSphere.”

Created posts in dedicated post statuses get reviewed and approved by Michal or Stáňa and are scheduled for publishing either on the same or the following day.

The approval process has also seen a big improvement. Eliška explains, “About 70% of our content is organic, and ZoomSphere’s Post Status feature speeds up internal approvals—it’s much faster than emailing screenshots.”

The business team, however, still uses email for approving paid content. But ZoomSphere’s built-in approval workflow keeps everything—from feedback to final sign-offs—organized and efficient.

Tracking Success and Staying Ahead of Trends

The team at Óčko TV doesn’t just post content—they track its performance carefully. Using ZoomSphere’s Analytics app and the Leader Board feature, they keep an eye on their competitors and measure their own success. Most of Mafra’s managed media brands continue to lead in the social media landscape, consistently achieving impressive engagement and reach across platforms.

Their content often hits big numbers. Michal notes, “Our Instagram Reels regularly reach millions of views, and one of our YouTube Shorts got 3.4 million views—despite the fact that we only post on YouTube about 10 times a month. Our focus is mainly on Instagram, Facebook, and naturally also TikTok.”

Though TikTok isn't their primary platform, Eliška emphasizes its importance. “TikTok always sets the trends. What’s popular there eventually makes its way to Instagram and Facebook, so we keep a close watch.”

Favorite Features and Time-Saving Tools

The team loves how ZoomSphere simplifies their workflow. One of the team’s favorite features is the ability to invite Instagram collaborators directly into ZoomSphere’s calendar. "It’s a big time-saver, especially when we’re co-authoring posts," notes Michal.

The team also frequently uses ZoomSphere’s Quick Notes and Tasks features to plan strategy, mark significant events, such as celebrities' birthdays, and track ongoing marketing campaigns and contests (Facebook, Instagram).

The Future with ZoomSphere

With ZoomSphere, Óčko TV’s social media workflow has been transformed. “It’s hard to imagine going back to the way things were before,” says Michal. “We’re saving time, producing more content, and achieving great results. ZoomSphere has become an indispensable part of our workflow.”