Workspaces

When to create a workspace

Create a separate workspace whenever the data belongs to a different business or client. Do not use tags to separate clients inside one workspace: tags organise records, but they are not a security boundary.

• An agency with ten active clients should normally have ten client workspaces.
• A business managing only itself normally needs one workspace.
• Separate brands with different teams, credentials, customer lists, or reporting should use separate workspaces even when one organisation owns them.

Create another workspace

Organisation owners and admins can create workspaces. Other members can see the workspaces they have access to but do not see the create action.

1. Open the workspace switcher at the top of the left sidebar and select New client workspace. You can also open Clients and use the same action there.
2. Enter the client's business name.
3. Select the timezone used for schedules, appointments, and reporting.
4. Select the currency used for deals, payments, and reports.
5. Select Create workspace.

The new workspace receives its own default pipeline, tags, custom fields, and settings. It does not copy contacts or credentials from the workspace you created it from.

Switch between workspaces

Open the switcher in the sidebar and choose a workspace. Search is available when the list is long. Each workspace shows your role beneath its name.

Systemly keeps you in the same module when possible. Switching from one client's CRM takes you to the other client's CRM. If you were viewing a specific contact or other record, Systemly drops that record ID because it belongs to the old workspace.

Configure a workspace

Open Settings while the workspace is selected. Members with workspace settings permission can change:

Give people access

Open Team to invite someone to the selected workspace. Choose the lowest role that covers their work, then use per-member permissions only for exceptions.

Organisation owners and admins already have implicit access to the organisation's workspaces. Other people need a direct workspace membership or invitation. A client should be invited only to their own workspace.

Connect services in the correct workspace

Open Integrations after selecting the client. Use a client-only connection for credentials and accounts owned by that client. Use an agency-wide connection only when every workspace should inherit the same service and the integration supports that scope.

A client-only connection takes precedence over an inherited agency connection, which lets one client bring its own provider account without changing any other workspace.

Delete a workspace

Only a workspace owner can delete it. The delete action is in the Settings danger zone and is available only when the organisation has another workspace to return to.

Deletion removes the workspace and its tenant-scoped records. Export anything that must be retained, disconnect provider accounts where required, and verify that you selected the correct workspace before confirming.

Recommended workspace practices

• Use the client's recognizable business name, logo, timezone, and currency.
• Create one workspace per client instead of separating clients with tags.
• Connect social, calendar, payment, and messaging accounts while that client is selected.
• Invite clients with the Client role, then grant only the extra permissions they need.
• Review inactive workspaces before deleting them; deletion is not an archive feature.