Client File Organizer
A structured file organization system for agencies managing documents across multiple clients. Contracts, signed proposals, briefs, and client assets in one place, linked directly to each client record.
How it works
- 1Upload to the client cardEvery file uploaded directly to a client card automatically appears in the Clients folder in Drive — no manual filing.
- 2Create custom folders for shared assetsBrand guidelines, company templates, shared references — create a custom folder and share it with the relevant team members.
- 3Control access by roleAdmins see all client files. Team members see files for their projects. Sensitive documents stay admin-only without any extra setup.
- 4Find files from the client recordOpen any client card and go to the Documents tab. All files for that client are there — no navigating folder trees.
What's included
System Clients folder auto-mirrors all files uploaded to client cards
Documents tab on every client card, all client files in one place
Custom folders with color coding and per-member sharing
Role-based access: admin sees all, team member sees their projects only
Storage: Starter 3 GB / Agency 9 GB / Studio 13 GB
Signed download URLs, storage paths are never exposed
Client File Organizer Template
Every agency accumulates files per client faster than any folder system can keep up with. Contracts get emailed. Briefs live in Slack threads. Signed proposals are in someone's Downloads folder. The signed contract for a client you've worked with for two years is somewhere, you don't know where.
The result is a folder per client, reachable directly from the client record in your CRM. No navigating a drive hierarchy. No asking who has the latest brief.
What Goes In a Client Folder
The most reliable client folder structure has four categories:
**Contracts and agreements:** master service agreement, project-specific statements of work, NDA if applicable. These need to be findable during a client call without a five-minute search.
**Briefs and project assets:** creative briefs, brand guidelines, product screenshots, campaign references sent by the client. Everything a new team member needs to understand the client's work on day one.
**Deliverables:** files you've sent to the client, finished designs, reports, final copy. Keeping deliverables in the client folder rather than a project folder makes them findable by account managers who aren't on the project team.
**Proposals:** signed proposals, declined proposals, expired proposals. The history of what was agreed and when.
How Linked File Management Differs From a Drive Folder
In Google Drive, you create a folder named after each client. There is no connection between that folder and any other system. If you open a client in your CRM, you don't see their files. If a new team member is added to a project, no one thinks to share the Drive folder.
In Melororium, files uploaded to a client card automatically appear in the Clients system bucket in Drive. Open the client: files are there. Melororium links files to the client record: upload anything to a client card anywhere in the workspace and it appears in that client's folder.
When This Matters Most
The problem shows up most during client handoffs and onboarding. A project manager leaves. A new account manager takes over. In most setups, onboarding them to a client means forwarding emails, sharing Drive folders, and hoping the folder structure makes sense to someone who wasn't there when it was created.
With client-linked file management, the new account manager opens the client card and sees every document for that client: contracts, briefs, deliverables, proposals, without anyone needing to send them a drive link.
It also shows up during client calls. A client asks whether you have the signed proposal from six months ago. With a linked document system, you open their card and check their Documents tab. With a general drive folder, you open a new browser tab, navigate to Drive, search for the folder, and try to remember what the file was named.
Storage and Access
Client files are visible to admins and anyone on the client's project team. Custom folders can be shared with specific team members or kept admin-only.
Storage per plan: Starter 3 GB, Agency 9 GB, Studio 13 GB. Available on all plans from $29/mo flat, no per-seat charge for adding team members to a client.
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Frequently
Asked Questions
Have a question that needs a human to answer?
No problem, email us at support@melororium.com
In two places: the Documents tab on the client card, and the Clients system folder in Drive. Both are in sync automatically.
Not directly to Drive. Clients can submit files through a Client Intake Form (briefing form), which saves responses to the client record.
Documents, images, videos, archives, and most common business file types. Executable and script files (.exe, .sh, .js, .html) are blocked for security.
Drive is available on all plans. Starter $29/mo (4 users, 3 GB), Agency $59/mo (15 users, 9 GB), Studio $119/mo (25 users, 13 GB).
Start from a template
Pick a template, invite the team, start today.
Every template runs inside the same workspace: tasks, timers, CRM and invoices for up to 15 people at $59 a month. Add a hire, the price stays.
88
templates included
$59
per month, whole team
28
instruments, one login