Creating a Workspace

When you start a new client engagement, pursue a new deal, or need a shared space for an internal function, the first step is creating a workspace. Workspaces are where meetings get routed, intelligence accumulates, and your team collaborates — choosing the right type from the start means better AI extraction and cleaner context over time.

This guide walks through creating all three workspace types, with the most detail on Client Work workspaces, which are the most common.

Permission requirement: Only organization admins can create workspaces. If you don’t see a + New Workspace option, ask your org admin to create it or to grant you admin access.

Workspace Types at a Glance#Copy link

Before creating a workspace, pick the type that matches your use case:

Not sure which type to choose? See Workspace Types Explained for a deeper comparison.

Before You Start#Copy link

Make sure you have:

• Admin access to your Agency Hero organization
• Your organization selected in the top-left organization switcher (creating a workspace without an organization selected will produce an error)
• (Client Work only) At least one client already in the system — or be ready to create one inline during setup

If your organization has reached its workspace limit, Agency Hero will show an upgrade prompt when you attempt to create a new one. Upgrade your plan to continue.

Creating a Client Work Workspace#Copy link

Client Work workspaces are where billable engagements happen. They support two engagement modes — Project (milestone-based) and Retainer (ongoing) — and must be linked to a client.

Step 1: Open the Create Dialog#Copy link

From the sidebar or the workspaces dashboard, click + New Workspace. A menu appears with three options — select Client Work. The “Create Client Work” dialog opens.

Step 2: Enter a Name#Copy link

In the Name field (required), type a clear, descriptive name for the workspace.

Good names identify the client and engagement at a glance:

• Acme Corp — Website Redesign
• Brightline — Q3 Retainer
• Northstar Media — Brand Identity 2025

Names don’t have to be unique across your organization, but clarity helps your team navigate.

Step 3: Choose an Engagement Mode#Copy link

Select one of the two Engagement Mode options:

⚠️ You cannot change the engagement mode after the workspace is created. If you’re unsure which to choose, default to Project — it’s easier to manage scope with milestones than to retrofit a retainer structure after the fact.

Step 4: Select or Create a Client#Copy link

Every Client Work workspace must be linked to a client record.

To select an existing client:

1. Click the Client dropdown.
2. Select the client from the list.

To create a new client inline (admins only):

1. Locate the Or create a new client section below the Client dropdown.
2. Type the new client’s name in the New client name field.
3. Click Create.
4. Agency Hero creates the client record and automatically selects it in the dropdown.

Non-admins: You’ll see the message “Admins can create clients. Select an existing client to continue.” If the client you need isn’t listed, ask an org admin to add it before proceeding.

Duplicate names: If you enter a name that already exists in your organization, you’ll see “A client with this name already exists.” Select the existing client from the dropdown rather than creating a duplicate.

Step 5: Add a Description (Optional)#Copy link

The Description field is optional but recommended. Use it to capture the scope, goals, or key context for the engagement.

Agency Hero’s AI uses the workspace description as context during meeting processing — a well-written description improves meeting routing accuracy, intelligence extraction, and the quality of AI-generated summaries within this workspace.

Step 6: Submit#Copy link

Click Create. The button shows Creating… while the request is processing. Once complete, you’ll land directly inside your new workspace.

After Your Workspace Is Created#Copy link

A newly created workspace is empty — no meetings, deliverables, or intelligence yet. A setup checklist may appear to guide your initial configuration. The recommended next steps are:

Think of workspace creation as step one. The workspace becomes fully operational once you’ve added members, established meeting rules, and set up your delivery structure.

Related guides:

• Managing Workspace Members & Permissions
• Configuring Workspace Settings
• Configuring Meeting Rules
• Integrations

Creating a Deal Workspace#Copy link

Use a Deal workspace when you’re actively pursuing an opportunity that hasn’t become a billable engagement yet — prospecting, discovery calls, proposal review, or contract negotiation. Deal workspaces are lightweight by design: no engagement mode, no client required at creation time.

Steps:

1. Click + New Workspace and select Deal.
2. Enter a Name — use the account or opportunity name for easy identification.
3. Add an optional Description to capture context about the opportunity.
4. Click Create.

Once an opportunity is won, you can convert a Deal workspace into a Client Work workspace directly from workspace settings. → See: Converting a Deal to a Client Workspace (coming soon)

Creating an Ops Workspace#Copy link

Use an Ops workspace for internal business functions that aren’t tied to a client — finance, HR, legal, IT, or any team needing a shared space. Ops workspaces have no client association and are not billable.

Steps:

1. Click + New Workspace and select Ops Workspace.
2. Enter a Name that reflects the function or team.
3. Add an optional Description.
4. Click Create.

Troubleshooting#Copy link

Related Articles#Copy link

• Understanding Workspaces
• Workspace Types Explained
• Configuring Workspace Settings
• Managing Workspace Members & Permissions
• Managing Clients (coming soon)
• Project Mode vs. Retainer Mode (coming soon)
• Converting a Deal to a Client Workspace (coming soon)