> ## Documentation Index
> Fetch the complete documentation index at: https://docs.vapify.agency/llms.txt
> Use this file to discover all available pages before exploring further.

# Recommended Agency Workflow

> A repeatable weekly and monthly cadence for running a healthy Vapify agency.

## Overview

Once your first client is live, the work shifts from setup to maintenance. This guide suggests a cadence, built from the best-practice notes scattered across other pages.

## Weekly

* Scan **[Call Logs](/running-your-agency/call-logs)** for unusual ended-reasons (`assistant-error`, repeated `silence-timed-out`) that might indicate a misconfigured assistant.
* Check the **[Dashboard](/running-your-agency/dashboard)** for any client whose usage spiked or dropped unexpectedly.
* Confirm no client is sitting near a low-balance threshold (see **[Notifications](/running-your-agency/notifications)**).

## Monthly

* Verify **[Agency Branding](/white-label/agency-branding)** still renders correctly, and that your custom subdomain and email are working.
* Review provider pricing for any changes, and recheck **[Profit Tracking](/billing/profit-tracking)** margins per client.
* Audit sub account **[Users](/team-management/users)** and remove access for anyone who no longer needs it.

## Quarterly

* Walk the full **[Client Experience](/white-label/client-experience)** yourself, end to end.
* Rotate provider and email-provider API keys where your security policy requires it.
* Revisit pricing for long-standing clients. See **[Charge Monthly Plans](/guides/charge-monthly-plans)** and **[Charge Per Minute](/guides/charge-per-minute)** if a client's usage pattern has outgrown their current model.

## Related Articles

* [Manage Multiple Clients](/guides/manage-multiple-clients): the operational habits behind this cadence
* [White Label Best Practices](/guides/white-label-best-practices): the branding checklist referenced above