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 focuses on Client Work workspaces — the most common type — and covers Deal and Ops workspaces at the end.

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.

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 (you’ll see an error if none is selected)
• (Client Work workspaces 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). Follow these steps to create one.

Step 1: Open the Create Dialog#Copy link

From the sidebar or the workspaces dashboard, click + New Workspace. A menu appears with three options: Client Work, Deal, and Ops — select Client Work for a billable client engagement. 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.

• Use a name that identifies the client and engagement at a glance — for example, Acme Corp — Website Redesign or Brightline — Q3 Retainer.
• Names don’t have to be unique across the organization, but clarity helps your team navigate.

Step 3: Add a Description (Optional)#Copy link

The Description field is optional but worth filling in. Use it to capture the scope, goals, or context of the engagement.

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

Step 4: Choose an Engagement Mode#Copy link

Select one of the two Engagement Mode options:

Mode

Best For

Project

A milestone-based engagement with a defined scope and an end date. Use this for fixed-scope deliverables: a website build, a brand identity, a one-time campaign.

Retainer

An ongoing relationship with recurring delivery cycles. Use this when the client has continuous work without a fixed end date — monthly SEO, ongoing design support, managed services.

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

Step 5: Select or Create a Client#Copy link

Every Client Work workspace must be linked to a client.

If the client already exists:

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

If the client doesn’t exist yet (admins only):

1. Below the Client dropdown, find the Or create a new client section.
2. Type the new client’s name in the New client name field.
3. Click Create.
4. Agency Hero creates the client record and auto-selects it in the dropdown. You can now proceed.

Note: Creating new clients is restricted to organization admins. Non-admins will see: “Admins can create clients. Select an existing client to continue.” If your client isn’t listed and you’re not an admin, ask an admin to add the client first.

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

Step 6: Submit#Copy link

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

After Your Workspace Is Created#Copy link

When you first land in a new workspace, it will be empty — no meetings yet, no deliverables, no intelligence. The sidebar shows the main navigation sections (Meetings, Deliverables, Intelligence, Settings), and a setup checklist may appear to guide your next actions.

The typical next steps are:

1. Add team members — Invite the colleagues who will work in this workspace. Without members, no one else can access the workspace or contribute to it. → See: Managing Workspace Members & Permissions (coming soon)
2. Set up meeting rules — Configure how meetings are routed and tracked. Proper meeting rules ensure every client interaction is captured and attributed to the right workspace automatically. → See: Configuring Meeting Rules
3. Define milestones or delivery cycles — For Project workspaces, set your milestone plan. For Retainer workspaces, configure your recurring delivery cycles. This drives progress tracking across the workspace. → See: Configuring Workspace Settings (coming soon)
4. Connect your integrations — Link tools like Google Calendar, HubSpot, or Linear to surface external data directly inside the workspace. Calendar connections enable automatic meeting capture; CRM connections keep deal context in sync. → See: Integrations

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.

Other Workspace Types#Copy link

Client Work is the most feature-rich workspace type. Two simpler variants are available when the work isn’t client-facing.

Deal Workspaces#Copy link

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

To create a Deal workspace:

1. Click + New Workspace and select Deal.
2. Enter a Name and optional Description.
3. Click Create.

Once an opportunity is won, Agency Hero supports converting a Deal workspace into a Client Work workspace. → See: Converting a Deal to a Client Workspace (coming soon)

Ops Workspaces#Copy link

Use an Ops workspace for internal functions — finance, HR, legal, IT, or any team that needs a shared space but isn’t serving an external client. Ops workspaces have no client association and are not billable.

To create an Ops workspace:

1. Click + New Workspace and select Ops Workspace.
2. Enter a Name and optional Description.
3. Click Create.

Troubleshooting#Copy link

Error

What to do

“Please select an organization first using the organization switcher in the top left”

Switch to the correct organization before creating a workspace.

“Permission denied: Only organization admins can create workspaces”

Ask your org admin to create the workspace or to grant you admin rights.

“Client required: Select a client to create client work”

Choose a client from the dropdown before submitting.

“A client with this name already exists.”

Select the existing client from the dropdown rather than creating a duplicate.

Upgrade modal appears

Your organization has reached its active workspace limit. Upgrade your plan to add more workspaces.

Related Articles#Copy link

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