How to Run Your Upwork Agency Team With the BidStaff Extension: Logins, Credits, Client Standards and Tracking

An Upwork agency team works best when every bidder follows the same rules. The BidStaff extension helps with that. Each member gets a personal login and personal credits, the admin sets one standard for judging clients, and every application lands in one tracking sheet under the name of the person who wrote it.

This article shows how to roll the extension out to your team. It covers setup, roles, a daily routine, reporting and common mistakes. Solo freelancers can use the same ideas as a checklist for their own process.

Why does an Upwork agency team need shared rules?

Agencies often apply from several profiles with several bidders. Without shared rules, problems appear fast.

• Two people apply to the same job from different profiles.
• One bidder spends Connects on weak clients while another skips them.
• Proposals sound different from every person.
• Nobody knows which profile brings replies.

None of these are big on their own. Together, they waste Connects and hide what works. A shared system fixes the cause, not the symptoms.

The cost side deserves attention too. See a simple way to track what Upwork really costs you for a way to count it.

How do you set it up for the team?

1. Add your members in BidStaff under Team. Give each one monthly proposal and job-check credits.
2. Send them the extension page and the install guide.
3. Each person logs in with their own username and password.

Never share one login. Credits, tracking and attendance are per person. A shared login also hides who wrote which proposal, which defeats the point of tracking.

How should you split credits?

Give each member the credits they need for their expected volume. Review the split after the first month. Give more credits to the people who apply the most.

For plans and seats, see pricing.

What can admins do that members cannot?

Task	Member	Admin
Check jobs and write proposals	Yes, with own credits	Yes
See the client result (good, maybe, not good)	Yes	Yes
Change the client standard	No, members see only the result	Yes, in Settings
Import profiles and winning proposals	No	Yes
See applies, replies, wins, connects and earnings	Own data	Per member and per profile

Keeping these roles separate protects your standards. Members cannot quietly change the rules for clients.

How do you set one standard for every client?

In BidStaff Settings, the agency admin sets the client standard the extension uses:

• the lowest rating you accept
• the lowest hire rate you accept
• what counts as low-paying or high-paying per hire

Every bidder then gets the same good, maybe or not good result. New bidders do not waste Connects on weak clients. They also do not need to learn the maths first.

How do you pick the numbers?

Start with your own history. Look at the clients who hired you and paid well. Note their rating, hire rate and average paid per hire. Use those as your first limits. Then adjust after a few weeks.

The numbers themselves are explained in how to check an Upwork client before you apply.

How do admins build the shared library?

Admins can add Upwork profiles and winning proposals in one click. Sample links inside those proposals go to Samples with keywords. The whole team then writes from the same base.

See how to add profiles, samples and winning proposals automatically for the steps.

Choose the proposals with care. The library teaches tone, so use examples you want your whole team to copy. Our guide to writing Upwork proposals in your own tone explains what makes a good example.

What does a simple daily routine look like?

Keep the member routine short so people actually follow it.

1. Open a job, click the icon and choose the profile.
2. Run Check job when unsure. Skip it for obvious fits.
3. Write, review, copy and submit on Upwork.
4. Mark replies and wins in Tracking.

The extension handles the rest. It reads the job, shows the client result and saves each apply. Read how the BidStaff extension works for each step in detail.

What should the team check before sending?

Ask every bidder to read the first two lines of the draft. They should name the client’s exact need. They should also check that the right sample is attached. These two checks catch most weak proposals.

How do you see what the team did?

Every apply is saved with the profile and the person. So the admin sees applies, replies, wins, connects and earnings per member and per profile. There is also a weekly owner report every Monday.

The duplicate warning helps here too. It stops two people applying to the same job from different profiles.

What can you learn from the reports?

• Which profile gets the most replies.
• Which bidder needs coaching on openings.
• Where Connects go without results.
• Which job types turn into wins.

Use the data to coach, not to blame. A low reply rate often points to the wrong jobs, not a weak bidder.

Spreadsheet chaos or one system?

Area	Without a shared system	With the BidStaff extension
Client standards	Each bidder decides alone	One standard set by the admin
Duplicate applies	Found after the fact	Warning before you write
Tracking	Separate sheets, filled in late	Saved to Tracking at the time of the apply
Credits	Shared or guessed	Personal credits per member
Reporting	Built by hand	Per member, per profile, plus a weekly report

How do you keep everyone on the latest version?

When a new version is out, BidStaff emails your team a link to the extension page. Store installs update by themselves. Manual installs need the new file. Ask each member to replace the old folder and reload the extension.

Put this in your onboarding checklist, so nobody runs an old version for months. Questions? Contact support.

What mistakes should an Upwork agency team avoid?

• Sharing one login. You lose per-person tracking.
• Copying template or chatbot-written proposals into the library. The tone spreads to everyone.
• Setting the client standard too tight. Few jobs will pass.
• Never reviewing the reports. The data only helps if someone reads it.
• Skipping the outcome marks. Without replies and wins in Tracking, you cannot see what works.

Frequently asked questions

How does an Upwork agency team use BidStaff?

Members install the extension, log in with their own accounts and use their own credits. Admins set the client standard and build the library.

Can team members share one login?

No. Credits, tracking and attendance are per person.

Who sets the client standard?

The agency admin sets it in BidStaff Settings. Members see only the result.

How do I avoid two people applying to the same job?

BidStaff shows a warning with the profile and the person when a teammate already wrote a proposal for the job.

Can members import winning proposals?

Admins import profiles and winning proposals. Members use the library.

Where can I see team results?

Admins see applies, replies, wins, connects and earnings per member and per profile. A weekly owner report arrives every Monday.

How do I update the extension for the team?

BidStaff emails your team a link when a new version is out. Store installs update by themselves.

Does it submit proposals for my team?

No. Each member copies the proposal and submits it on Upwork.

Conclusion

A strong Upwork agency team has personal logins, one client standard, a shared library and one tracking sheet. The extension supports all four.

Your action list:

1. Add members and set their credits.
2. Set the client standard in Settings.
3. Import profiles and winning proposals as admin.
4. Teach the four-step daily routine.
5. Read the weekly report and coach from it.

Other related articles

• How to install the BidStaff extension
• Add Upwork profiles, samples and winning proposals automatically
• How the BidStaff extension works
• How to check an Upwork client before you apply
• Stop wasting Connects: track what Upwork really costs you

About the Author

Muhammad Shahzad is the founder of BidStaff and Leadslancer. He runs Upwork accounts for a freelance and agency team, and builds BidStaff around that daily work.