Managing multiple client workspaces: assigning numbers, Pages and ad accounts, who sees which client, and onboarding or offboarding a client

A workspace is a wall

Each client gets a workspace of its own: its inbox, its contacts, its AI salesperson and rules, its catalogue, its campaigns, its pipeline and its reports. The database enforces the wall — every query is scoped to one workspace — so a search, an export or a report in one client can never return a row from another. That is not a setting you can get wrong; there is no setting.

Assets: connect once, assign one per client

An agency's Meta login reaches dozens of Pages, Instagram accounts, WhatsApp numbers and ad accounts. Connecting it inside every client's tool means each client's tool can see everyone's. Instead, the account holds the login and hands out the assets:

1. In the account console, connect WhatsApp through Meta's Embedded Signup, Facebook Pages and Instagram for messaging, and Meta ad accounts for ads. Each is one login.
2. The console lists every number, Page, Instagram account and ad account those logins reach.
3. Assign each one to the client workspace that uses it. Assigning writes the client's ordinary connection — the inbox, campaigns and ad sync cannot tell it from one the client connected themselves.
4. Release an asset and the client's history stays in the client's workspace; the asset is free to assign elsewhere.

People: two kinds of access

No account role opens a client's inbox. A Manager can give someone access to a client, including themselves, but it is a recorded grant to that one client, not a master key. When the account manager for three clients leaves, you remove three grants and you can see exactly which three they were.

Inside a workspace the client's own roles still apply: an agent who answers the inbox but cannot export contacts, a client-side sales lead who sees the pipeline, and — on Scale — territories, so a rep sees only the contacts they own.

Onboarding a new client in an afternoon

1. Create the workspace from the account dashboard and choose its plan. It inherits the account's currency.
2. Assign the client's WhatsApp number, Page, Instagram account and ad account. If the client's number is not on the WhatsApp Business Platform yet, connect it through Embedded Signup first — about ten minutes.
3. Connect the client's mailbox if email is in scope — that is done inside the workspace, in the client's own name. See email in a shared inbox.
4. Give the account manager access, and invite the client's own people if they will answer conversations too.
5. Set up the AI salesperson from the client's website: the catalogue, the qualifying questions, the handover rules.
6. Set a monthly credit cap if the client's retainer has a ceiling.

Watching every client at once

The account dashboard is a card per client: its plan, the channels and ad accounts assigned to it, credits used this month against its limit, and buttons to open it or manage it. An activity feed shows workspaces created, assets moved, caps changed and people added — the account's own audit trail. To see one client's conversations, open it; the switcher takes you there and back.

When a client leaves

Detach the workspace. It keeps everything it holds — contacts, conversations, deals, campaigns — and lands on the Free plan, from where the client can buy their own. The assets come back to the account, and the agency's people can be taken out of it at the same time, unless that would leave the client with nobody able to open their own workspace — in which case you are asked to hand an administrator over first.