Understanding Workspaces

Workspaces are how you organize and manage your clients on the platform. Each workspace represents one client project with its own agents, settings, and team members.

What is a Workspace?

A workspace is an isolated environment for a specific client or project. Think of it as:

• A client account within your agency
• A container for AI agents
• A billing unit (if you use credits)
• A team collaboration space

Examples:

• "Acme Clinic" - Healthcare client
• "FastClean Services" - Cleaning business
• "Cafe Verde" - Restaurant client

Workspace Hierarchy

Each workspace is completely isolated - clients cannot see each other's data.

Creating Your First Workspace

Step 1: Navigate to Workspaces

From your dashboard sidebar, click "Workspaces", then "New Workspace" button.

Step 2: Basic Information

Workspace Name (required)

• Your client's name or project name
• Example: "Acme Clinic"

Slug (required)

• Auto-generated from name
• URL-friendly identifier: acme-clinic
• Lowercase letters, numbers, hyphens only

Description (optional)

• Brief note about this client/project
• Example: "Healthcare clinic in Manchester, customer support agent"

Step 3: Client Contact (optional)

Client Email

• Your client's primary contact email
• Used for notifications (if enabled)

Client Phone

• Optional phone number
• For your internal reference

Step 4: Pricing Configuration

Default Markup Percentage

• Your agency's markup on top of platform cost
• Example: 50.00 = 50% markup
• Default: 0.00 (no markup, you bill separately)

How it works:

• Platform charges you: Base cost × 1.20 (20% platform markup)
• You charge client: Platform cost × 1.50 (your 50% markup)
• Your profit: The difference

Example calculation:

• AI base cost: $0.0100
• Platform charges you: $0.0120
• You charge client: $0.0180
• Your profit: $0.0060 per message

Storage Markup Percentage

• Your markup on storage costs
• Example: 30.00 = 30% markup
• Default: 30.00
• Applied to monthly storage charges

Step 5: Create

Click "Create Workspace" - your workspace is ready immediately!

Workspace Settings

After creating a workspace, you can configure additional settings in the workspace's Settings tab.

General Settings

• Name - Change workspace name
• Description - Update project notes
• Status - Active, Paused, Archived

Client Information

• Contact Email - Update client email
• Contact Phone - Update phone number

Pricing & Credits (Agency Only)

As an agency admin, you can configure:

Require Credits

• Toggle whether this workspace uses credit system
• Default: false (disabled - you bill through other means)
• When enabled: Client's chat blocked when credits = $0

Credit Balance (if credits enabled)

• Client's prepaid balance
• Deducted per message based on AI usage
• You can top up manually

Markup Percentages

• Adjust your agency's markup
• Applies to future usage only

💡 Note: Most agencies leave credits disabled and handle billing through their own systems (invoices, subscriptions, etc.)

Managing Multiple Workspaces

Workspace List View

Navigate to Dashboard → Workspaces to see all your clients:

• Workspace name and slug
• Number of agents
• Team member count
• Status (active, paused, archived)
• Quick actions (view, edit, delete)

Quick Tips

1. Naming Convention - Use consistent naming (e.g., "Client Name - Project Type")
2. Status Management - Pause workspaces for inactive clients (saves on monitoring)
3. Archive Old Projects - Keep workspace list clean

Workspace Team Members

Each workspace can have its own team members (your client's staff).

Role Types

Admin

• Full access to workspace settings
• Can manage team members
• Can delete agents and training data

Editor

• Can create and edit agents
• Can upload training documents
• Can view analytics

Viewer

• Read-only access
• Can view agents and analytics
• Cannot modify anything

Adding Team Members

1. Go to workspace → Users tab
2. Click "Invite User"
3. Enter email address
4. Select role (Admin, Editor, Viewer)
5. Send invitation

The user receives an email invite to join the workspace.

Workspace vs Agency

Understanding the difference:

Best Practices

Workspace Organization

✅ Do:

• Create one workspace per client
• Use clear, descriptive names
• Document client info in description field
• Set appropriate markup from the start

❌ Don't:

• Mix multiple clients in one workspace
• Use generic names ("Client 1", "Test Workspace")
• Skip contact information
• Change pricing mid-project without notice

Credit Management

If using credits:

• Set clear topup rules with clients
• Monitor balance regularly
• Send low-balance warnings
• Keep buffer ($10+) to avoid service interruption

If NOT using credits:

• Leave "Require Credits" disabled
• Handle billing through your own system
• Use analytics for usage reporting

Team Access

• Start with minimal permissions (Viewer)
• Upgrade to Editor/Admin only when needed
• Review team members quarterly
• Remove access for departed staff

Common Workflows

New Client Onboarding

1. Create workspace with client details
2. Set pricing markup
3. Create first agent (see next guide)
4. Upload training documents
5. Invite client team members
6. Share agent access/embed code

Client Offboarding

1. Pause workspace (stops new usage)
2. Export conversation history (if needed)
3. Archive workspace (keeps data but hides from list)
4. Remove team member access

Managing Active Clients

1. Monitor usage in Analytics tab
2. Check credit balance (if enabled)
3. Review conversation history
4. Update training data as needed
5. Adjust pricing as contract renews

Storage & Costs

Storage Usage

Each workspace tracks its own storage usage:

• Used by: Training documents, embeddings, conversation history
• Billing: Pay-as-you-go, charged to agency daily
• Your margin: Set storage markup to pass costs to client

Example:

• Workspace uses 200MB
• Platform charges you: $1.00/month
• You charge client: $1.30/month (30% markup)
• Your profit: $0.30/month

Storage costs are calculated automatically and deducted from your agency credit balance.

Next Steps

Now that you understand workspaces:

1. Create Your First Agent - Build an AI assistant
2. Train Your Agent - Upload documents and knowledge
3. Invite Team Members - Add client's staff
4. View Analytics - Monitor usage and costs

Troubleshooting

Can't create workspace?

• Check you're logged in as agency admin
• Verify agency has available credits

Client can't access workspace?

• Ensure they're invited as team member
• Check their email invitation
• Verify role permissions

Credits not working?

• Ensure "Require Credits" is enabled
• Check workspace credit balance
• Verify agency has credits