Linear is a fast, modern issue‑tracker that agencies can use to manage client work, internal bugs, and product roadmaps. This guide walks agency teams through the conceptual overview, step‑by‑step setup, core workflows, advanced patterns, and the most common mistakes to avoid. Follow each section and you’ll have a production‑ready Linear environment in under an hour.
Linear organizes work into three main objects: Issues, Projects, and Cycles. Issues are single tasks or bugs. Projects group related issues under a client or product. Cycles are two‑week sprints that give teams a predictable cadence.
Key concepts for agencies:
Visit linear.app and click “Start free”. Use a generic agency email (e.g., ops@youragency.com) to keep ownership central.
The free plan supports up to 5 users. Most agencies need at least 10 users, so the Standard plan at $8 per user/month is cost‑effective. It adds unlimited projects, advanced permissions, and SSO.
Navigate to Settings → Teams. Create a team per client (e.g., “Acme Corp – Web”). If you have many small clients, create a “General Services” team and use labels for each client.
Default states are “Todo”, “In Progress”, “Done”. Agencies often add:
Go to Settings → Workflow → Add State, drag to order, and assign colors.
From the team page, click “Members” → “Invite”. Assign roles: Admin (lead PM), Member (designer, dev), Guest (client stakeholder). Guests get read‑only access unless you grant “Editor”.
Use the quick‑add bar (⌘+K) to create an issue in seconds. Include:
Every two weeks, open the “Cycles” view. Click “Start new cycle”. Select a capacity (e.g., 80 hours per developer) and drag issues into the cycle. Linear will warn if total estimate exceeds capacity.
Go to the “Roadmap” tab. Create a “Public” roadmap and share the link with the client. Use milestones to mark releases. Clients can comment directly on roadmap items, keeping feedback in one place.
Standard plan provides “Velocity” and “Burndown” charts. Export CSV for invoicing. For deeper insight, use the built‑in “Analytics” view to filter by label “billable” and see total hours per client.
Settings → Automation → New Rule. Example rule:
When an issue moves to “Ready for Billing”, add label “billable” and post to #agency‑billing in Slack.
This reduces manual steps and keeps finance in the loop.
Install the Figma plugin (Linear → Integrations → Figma). You can attach a Figma file to an issue, and designers can open the file with one click.
Linear’s GraphQL API lets you pull issue data into a private dashboard. Below is a sample query that returns all open issues for the “Acme Corp – Web” team, grouped by label:
{
team(id:"team_12345") {
issues(filter:{state:{type: {neq:"Done"}}}) {
nodes {
title
assignee { name }
labels { name }
}
}
}
}
Run the query with a personal access token (Settings → API). Store results in a Google Sheet to calculate billable hours automatically.
| Tool | Integration Type | Key Benefit |
|---|---|---|
| Slack | Native app | Real‑time updates, ticket creation from chat |
| Figma | Plugin | Design assets attached to issues |
| GitHub | Webhook | Auto‑close issues on PR merge |
| Zapier | Zap | Send invoice data to QuickBooks when “Ready for Billing” |
| Google Sheets | API script | Custom billing report per client |
Adding more than five custom states makes the board cluttered. Keep it to three–four actionable steps. If you need more detail, use labels instead.
Giving every client “Editor” rights lets them change issue titles, breaking naming conventions. Assign “Guest” role and enable “Can comment only” for client stakeholders.
When designers upload files to Google Drive instead of attaching them in Linear, developers waste time searching. Use the Figma or URL attachment field on each issue.
Teams often move from one cycle to the next without reviewing velocity. Set a recurring calendar event to discuss what went well and adjust capacity.
The free plan caps at 5 users and lacks SSO. Agencies that grow beyond that hit permission limits quickly. Upgrade to Standard before you hit the limit to avoid disruption.
Linear is a fast issue‑tracker built for software teams. Agencies benefit from rapid ticket creation, built‑in roadmaps, and powerful API integrations that keep client work visible and on schedule.
Use Linear’s native Slack app. In Linear go to Settings → Integrations → Slack, select the workspace, and grant permission. After that, you can @mention Linear tickets in Slack and receive status updates in real time.
Yes. Create a separate team for each client or use a single team with project tags. Teams keep permissions isolated, while tags let you filter work across clients in one view.
Skipping the workflow audit, over‑customizing statuses, and not training non‑technical staff are the top mistakes. They lead to missed tickets and wasted time.
Linear offers a free plan for up to 5 users with basic issue tracking. Most agencies upgrade to the “Standard” plan ($8 per user/month) for unlimited projects, advanced reporting, and SSO.
Linear can streamline agency operations when set up correctly. Follow this guide, avoid the common errors, and you’ll see faster delivery, clearer client communication, and more accurate billing.