Jemicah Marasigan
Content Marketing Manager
Ever found yourself digging through old emails, scrolling endlessly through Slack, or sifting through outdated spreadsheets just to find that one designer who nailed your last campaign? Yeah, it’s stressful. But guess what? It doesn’t have to be.
Copper is your agency’s ultimate tool for organizing your clients and projects. But did you know you can also manage your freelancers from Copper too? Whether you’ve got a small go-to team or a giant bench of creatives, Copper makes keeping track of every business relationship effortless.
Why you need to consolidate your freelance roster
Freelancers are an incredible asset to your agencies of any size. For teams with fewer full-time employees, freelancers provide the flexibility to scale up or down based on client needs or contracts. They bring fresh perspectives, specialized skills, and the ability to tackle projects of any size. That way, you can deliver exceptional results for your clients without having to overwork your core team.
Whether it’s adding that extra layer of creativity to a project or stepping in to handle a surge of work during busy seasons, freelancers can take your agency’s output to the next level.
But with this flexibility comes the challenge of managing a roster of talented individuals.
Here’s what you’re likely balancing:
Freelancers who specialize in specific skills like design, copywriting, and development.
“Friends of the agency” who you bring on occasionally.
Past freelancers who may not be active but could still be a fit for future projects.
Brand-new talent you’re testing out.
And let’s not forget the details that make managing freelancers feel so much harder than it needs to be.
Remembering who delivered an amazing design under a tight deadline, who worked well with a difficult client, or who is a creative problem solver can be the difference between a project that soars and one that stalls.
Without a centralized system, things can get messy fast: missed opportunities, forgotten freelancers, or duplicate efforts reaching out to the same person. This doesn’t just waste time—it can also impact your client work and team morale.
By getting your freelance roster organized, you’re not just streamlining your process: you’re setting up your team for success and ensuring your clients always get the best talent for their projects. Here are our tips on how you can expand your CRM use case into managing a freelance roster.
Build your freelance database
The first thing you’ll want to do is get all your freelancers in Copper. Whether you’re starting from scratch or uploading an existing list, Copper makes this process super simple.
To get started, either start adding your freelancers manually from your previous emails in Gmail, or import an existing list.
Create a contact type: Set up a specific “Freelancer” contact type so you can keep them separate from your clients and customers, prospects, and other agency lists. Then you can create a saved filter with all of these freelancers for ease of access.
Create custom fields: Use a few custom fields to categorize your freelancers based on their skills (like design, web, videography, etc), availability, or preferences. Custom fields will be how you filter down your larger freelancer roster for specific projects. You can also use tags like “Available Now,” or “High Priority.” Fields and tags make filtering and organizing a breeze.
Add notes for context: Keep track of hourly rates, favorite projects they’ve executed for you, or other unique details. This makes it easy to personalize communication and quickly match freelancers to the right projects.
You can always add new people to Copper, and also organize accordingly moving forward for any new freelancers you work with.
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Keep communication in one place
Raise your hand if you’ve ever lost track of a freelancer conversation because it happened in Gmail, then Slack, and then… somewhere else entirely. Keeping track of who said what (and when) can feel impossible when your communication is scattered across platforms. Copper fixes that by centralizing everything in one place, so you and your team can stay organized and efficient.
Here’s how Copper streamlines communication:
Email sync: Every email you send or receive from a freelancer is automatically logged in their Copper profile. This means you no longer have to dig through your inbox to find that one thread about deadlines or rates. Whether it’s a pitch, a follow-up, or a project handoff, it’s all neatly stored and easy to reference at any time.
Shared visibility: Say goodbye to miscommunication and accidental double emails. With Copper, your entire team has access to communication history, so everyone knows who last reached out, what was discussed, and what’s next. This transparency ensures freelancers feel valued and avoids any embarrassing “Didn’t we just talk about this?” moments.
Copper Chrome extension: Keep your workflow smooth and stress-free with this extension. It seamlessly integrates Copper into your Gmail, letting you manage contacts and navigate conversations without missing a beat. Need to catch up on past emails or see what a teammate discussed with a client? Every interaction is right at your fingertips. With everything you need in one place, staying organized has never been easier.
With all these tools working together, Copper makes sure that every freelancer interaction is logged, transparent, and easy to manage.
Automate the busy work
Let’s be real: nobody likes manual data entry. But, Copper’s automation tools make your life so much easier by handling the repetitive stuff for you.
One of Copper’s standout features is its ability to automate emails and tasks when a freelancer moves to the next stage in a pipeline.
Copper takes things a step further by letting you automate emails based on pipeline movements. Move a freelancer into the “Onboarding” stage, and Copper can automatically send a welcome email. Move them to “Project Complete,” and you can send a thank-you message or request feedback.
These automations save time, keep communication consistent, and make your freelancers feel supported.
Availability updates: When you move a freelancer to the “Available Now” stage, Copper can automatically send them a quick email to gauge their interest and availability for upcoming projects.
Project onboarding: Move a freelancer to the “Onboarded” stage, and Copper can create a task to make sure you send them all the necessary documents and instructions.
Follow-up reminders: Sometimes life gets busy, and a freelancer might not respond right away. Copper lets you set follow-up reminders, so you never forget to check in. Whether it’s a friendly nudge about their availability or a reminder to send over project details, Copper keeps you on top of every conversation.
Email templates: Tired of copy and pasting the same email over and over? Copper’s AI-automated email templates save you time by letting you create reusable messages. Need to send a standard onboarding email to new freelancers or pitch a project to your go-to creatives? Just tweak a template, hit send, and you’re good to go.
Bulk emailing: Got a big project–like a website overhaul—and need to check availability with several freelancers at once? Copper lets you send personalized bulk emails to targeted groups using tags like “Available Soon” or “Web Developers.” This ensures your communication is efficient while still feeling tailored to each recipient.
Manage projects with pipelines
If you’re not already using pipelines, prepare to be amazed. While they’re often thought of as sales tools, pipelines can be a game-changer for managing your freelance roster.
Here’s how to use pipelines effectively:
Availability Pipeline: Create stages like “Available Now,” “Booked,” “Onboarded” and “On Vacation.” Move your freelancers through the stages so you always know who’s ready to take on work.
Project tracking Pipeline: Set up stages like “In Progress” or “Delivered” to see at a glance where your projects stand and who’s working on what.
Onboarding Pipeline: Got new freelancers joining your roster? Track their onboarding process with stages like “Paperwork Signed” or “Tools Set Up.”
Pro tips for freelance roster success
Here are some extra tips to take your Copper setup to the next level:
Create a freelancer wishlist: Got your eye on someone new? Add them to a special list and keep track of their availability.
Track wins: When a freelancer delivers exceptional work, make a note of it. You’ll know exactly who to call for future projects.
Build long-term relationships: Use Copper’s notes and email tools to stay in touch, even when you’re not actively working together. In fact, use email automations to celebrate your freelancers on their birthdays, work anniversaries, or other important milestones as part of the relationship building process.
Streamline onboarding with templates: When bringing new freelancers into your system, save time with reusable email templates. Send welcome emails, project briefs, or contracts directly from Copper with just a few clicks. A polished onboarding process not only saves you time but also sets the tone for a professional relationship.
Encourage referrals: Ask your favorite freelancers if they know others who might be a good fit for your agency. Talented people often know other talented people, and Copper makes it easy to add new contacts and track these referrals.
It’s time to get organized
Using Copper to organize your freelance roster isn’t just about saving time (though it does that too). It’s about building a system that helps your agency run smoother, work faster, and keep your clients—and freelancers—happier than ever!
So what are you waiting for? Ditch the spreadsheets and chaotic inboxes. Copper is here to help you keep everything (and everyone) in order. Try it out today with a 14-day free trial, and see how much easier your life can get.
