Multi-Workspace Meeting Scenarios

Overview#Copy link

Agency Hero organizes all activity around workspaces — client workspaces, deal workspaces, team workspaces, and personal workspaces. When a recorded meeting involves participants from different organizations or contexts, its attendee list, organizer, and title may match the rules of more than one workspace simultaneously.

This article explains exactly what happens in those cases: how Agency Hero decides which workspace “owns” a meeting, how intelligence is stored and accessed across workspaces, and how you can configure or override the default behavior.

How Meetings Are Linked to Workspaces#Copy link

When a meeting is captured — either via a bot recording or a manual transcript upload — Agency Hero evaluates every workspace’s meeting rules against that meeting’s metadata. A meeting rule is a condition you define inside a workspace; when the condition is satisfied, the meeting is automatically linked to that workspace.

There are four rule types:

Rule matching is case-insensitive and additive: a meeting can match rules in multiple workspaces at the same time, creating a link in each. These links are stored in the meeting_workspaces junction table, so a single meeting record can belong to several workspaces simultaneously.

Example: A meeting titled “Acme Corp — Q3 Review” with alice@acmecorp.com as an attendee might match an attendee_domain rule in your Acme Corp client workspace and a title_contains: Q3 Review rule in your Q3 Planning deal workspace. Both workspaces will be linked to that meeting.

Primary Workspace Assignment#Copy link

While a meeting can be linked to many workspaces, every meeting has exactly one primary workspace. The primary workspace is the authoritative home for that meeting’s intelligence — it determines which workspace’s topic taxonomy is used for extraction, and where action items, decisions, and risks are created by default.

How the Primary Workspace Is Chosen#Copy link

Agency Hero uses a ranked set of preferences to select the primary workspace from all matched candidates:

1. Client workspace preference — Workspaces associated with a specific client (client_id IS NOT NULL) are preferred. If you have a dedicated workspace for Acme Corp and that workspace’s rules match, it becomes the primary.
2. Workspace type preference — Among remaining candidates, workspaces of type work (client-facing, deal, or project workspaces) are preferred over team or personal workspaces.
3. Deterministic tie-break — If multiple workspaces still tie, Agency Hero selects the oldest workspace by creation date to ensure consistent, reproducible behavior.

The reason for the selection is stored in the meeting record (primary_workspace_reason) and can be client_preference, type_preference, or a deterministic fallback.

What the Primary Workspace Controls#Copy link

The primary workspace assignment affects:

• Activity feeds — Where the meeting prominently appears in the workspace timeline
• Intelligence extraction — Which workspace’s topic taxonomy and knowledge sources are used to extract decisions, action items, risks, and questions
• Intelligence ledger — Where extracted items are anchored by default
• Agent context — Which workspace’s agents have full, native access to the meeting
• Workflow triggering — Which post-meeting workflow runs after the meeting ends

Cross-Workspace Visibility#Copy link

Being linked to a workspace (even as a secondary link) grants members of that workspace access to the meeting. Here is how access works across the different layers:

Note: Transcripts and recordings are stored once but are accessible across all authorized workspaces. You are never storing duplicate copies — access is resolved at query time based on workspace membership.

Privacy Levels and Cross-Workspace Access#Copy link

Each meeting has a privacy level that can restrict visibility even within linked workspaces:

You can change a meeting’s privacy level from the meeting header — click the Shield icon (privacy chip) and select the desired level. If a meeting is set to Private, it will not be visible to other workspace members even if that workspace is linked via rules.

Intelligence Extraction in Multi-Workspace Meetings#Copy link

When the post-meeting workflow runs after a multi-workspace meeting, intelligence extraction is scoped to the primary workspace:

• Topic extraction uses the primary workspace’s topic taxonomy
• Action items are created under the primary workspace and can reference participants from any linked workspace
• Decisions and risks are logged to the primary workspace’s intelligence ledger
• Meeting summary is stored on the meeting record and accessible across all linked workspaces

If a meeting has strategic relevance to a secondary workspace — for example, a client meeting that also surfaced a competitive insight relevant to your strategy workspace — you can manually surface that information by creating a cross-referenced intelligence item or by asking the workspace agent to analyze the transcript in that context.

Common Scenarios#Copy link

Scenario 1: Client Meeting Matching Two Client Workspaces#Copy link

Setup: You have a workspace for Acme Corp (rule: attendee_domain = acmecorp.com) and a workspace for Q3 Enterprise Deals (rule: title_contains = Enterprise).

Meeting: “Acme Corp Enterprise Renewal” with cto@acmecorp.com as attendee.

Result: The meeting matches both workspaces. Because the Acme Corp workspace is a client workspace (client_id set), it becomes the primary. The Q3 Enterprise Deals workspace gets a secondary link and the meeting appears in its feed, but intelligence is extracted using Acme Corp’s context.

Best practice: If this isn’t the right behavior, narrow your title_contains rules to avoid over-matching, or use attendee_domain rules exclusively for client workspaces.

Scenario 2: Client Meeting Also Matching a Team Workspace#Copy link

Setup: You have a Client: Meridian Labs workspace (rule: attendee_domain = meridian.io) and a Delivery Team workspace (rule: organizer_email = lead@youragency.com).

Meeting: Weekly check-in organized by your delivery lead with a Meridian Labs contact.

Result: Both workspaces match. The client workspace wins as primary (client preference). The Delivery Team workspace receives a secondary link so your internal team can still reference the meeting.

Tip: This is the recommended setup — keep client workspaces as the primary home for client-facing meetings, and use team workspaces as secondary context.

Scenario 3: Internal Meeting Matching No External Workspace#Copy link

Setup: A team standup between internal team members only — no client domains present.

Result: If no workspace rules match, the meeting is not automatically linked to any workspace. It will still be captured and processed, but you’ll need to manually associate it with a workspace, or create a team workspace rule (e.g., organizer_email or title_contains) to handle this pattern going forward.

Tip: For internal team meetings, use title_contains rules with a naming convention like [Team] or organizer_email rules scoped to team leads.

Scenario 4: Meeting Matching Multiple Workspaces with No Clear Client#Copy link

Setup: A cross-functional meeting with two title_contains rules matching across two project workspaces — neither has a client_id set.

Result: Both project workspaces are linked. The primary is selected by workspace type preference, then by creation date (oldest workspace wins) as a deterministic tie-break.

Best practice: If the automatic tie-break doesn’t reflect your intent, refine your meeting rules to be more specific, or manually re-assign the primary workspace from the meeting detail view.

Configuring Workspace Meeting Rules#Copy link

Meeting rules are configured per workspace in Workspace Settings → Meeting Rules (or via the Workflows tab). Each rule specifies a type and a value:

You can add multiple rules to a workspace — they are evaluated with OR logic (any match is sufficient to link the meeting).

Common Patterns#Copy link

Client domain matching — Route all meetings with a client to their workspace:

Specific contact matching — Route meetings with a key stakeholder:

Internal team meetings — Route meetings organized by a team member:

Project naming convention — Route by title prefix:

For a full reference on rule configuration, see Configuring Meeting Rules.

Manual Overrides#Copy link

Some situations require manual intervention that rules alone cannot handle:

• First meeting with a new contact — No rule exists yet; associate the meeting manually, then create a rule to handle future meetings automatically.
• Incorrect primary workspace — If the automatic tie-break chose the wrong primary, you can re-assign it from the meeting detail page.
• One-off exceptions — A meeting that doesn’t fit any workspace’s pattern can be manually linked to one or more workspaces without changing existing rules.

To manually associate a meeting with a workspace: open the meeting, click Workspace in the meeting metadata, and select or search for the target workspace.

Important: Meeting rules can only link a meeting to a workspace if you have access to that workspace. Rules referencing workspaces you don’t have permission to access will not fire for your meetings.

Frequently Asked Questions#Copy link

Q: Will my meeting transcript be duplicated across workspaces?
No. Transcripts and recordings are stored once. Access is granted to members of any linked workspace based on the meeting’s privacy level — no duplication occurs.

Q: Can intelligence items appear in more than one workspace?
Extracted intelligence (decisions, action items, risks) is anchored to the primary workspace. Items do not automatically appear in secondary linked workspaces. You can manually cross-reference items or ask the secondary workspace’s agent to draw on the meeting transcript.

Q: What happens if a meeting matches no workspace?
The meeting is still captured and processed, but it won’t appear in any workspace’s feed or intelligence ledger until it is manually associated with a workspace.

Q: Can I change the primary workspace after a meeting has been processed?
Yes. Re-assigning the primary workspace from the meeting detail page will update which workspace the meeting appears under going forward. Previously extracted intelligence items remain in the original primary workspace unless moved manually.

Q: Do historical meetings get re-evaluated when I add a new rule?
Yes. When you add a new meeting rule, Agency Hero can backfill historical meetings that match. Historical meetings use the same rule evaluation logic as incoming meetings. See Importing Historical Meetings for details.

Next Steps#Copy link

• Configuring Meeting Rules — Define rules for each workspace to control automatic meeting routing
• Meeting Privacy & Visibility — Understand how privacy levels interact with workspace access
• How Meeting Bots Work — Learn how meetings are captured and processed
• Understanding Workspaces — Workspace types, structure, and configuration options