Understanding Workspaces

Everything in Agency Hero lives inside a workspace. Meetings, intelligence, topics, tasks, AI context — all of it is scoped to a workspace so that each relationship or initiative builds its own persistent memory over time.

As meetings accumulate, the AI agents get smarter: they surface patterns, remember decisions, and give you grounded answers drawn from that workspace’s specific history. Your Acme Corp workspace knows Acme’s priorities, open questions, and past commitments — completely separate from any other client.

Most teams run several workspaces in parallel: one per active client, one per sales opportunity, one for each internal department, and a personal workspace for individual work.

Workspace Types#Copy link

Agency Hero has five workspace types. The right choice determines how meetings are routed, which intelligence gets extracted, and which AI behaviors are available.

Project Workspaces#Copy link

For: Active client engagements and internal initiatives.

Project workspaces are the primary home for delivery work. When a client is attached, the workspace runs in one of two modes:

• Project Mode — milestone-based engagements with a defined scope and end date
• Retainer Mode — ongoing relationships with recurring delivery cycles

Without a client, a Project Workspace works just as well for internal initiatives: product launches, process improvements, infrastructure projects, or any work that needs tracked context and deliverables.

Tip: Project Workspaces are scoped to a single engagement. For relationship-level knowledge that spans multiple engagements with the same client, pair them with a Team Workspace.

Deal Workspaces#Copy link

For: Active sales opportunities, from first meeting to close.

Deal Workspaces track the full sales lifecycle. They capture every prospect conversation and extract sales-specific intelligence automatically: objections raised, commitments made, competitor mentions, and buying signals. When a deal closes, the accumulated context carries forward into the delivery workspace — nothing is lost.

Tip: Create a Deal Workspace as soon as a prospect qualifies. The AI starts building context from the first call, so a deal that takes months to close still has a complete history.

Ops Workspaces#Copy link

For: Internal business functions — finance, HR, legal, IT, and similar operational domains.

Ops Workspaces bring the same meeting intelligence and topic tracking to internal departments. Budget reviews, hiring pipelines, vendor contracts, and IT projects all belong here — separated from client work so each domain accumulates its own focused context.

Team Workspaces#Copy link

For: Departments or practice groups that coordinate across clients.

Team Workspaces capture the knowledge that doesn’t belong to any single engagement: cross-client patterns, standard operating procedures, and lessons learned. Your content team’s SEO playbook, your account management team’s onboarding protocols, your engineering team’s technical standards — these live in a Team Workspace.

Intelligence extracted from Team Workspace meetings becomes shared context, so new team members can onboard against the team’s accumulated knowledge rather than starting from scratch.

Personal Workspace#Copy link

For: Individual team members — one per user, private by default.

Your Personal Workspace is your private context layer: tasks rolled up across all workspaces, 1:1 meeting intelligence, and personal notes. It is not shareable and does not appear in team-level views. Use it for self-directed work and your own workflow — not for client or team-facing deliverables.

How Workspaces Accumulate Context#Copy link

The real power of a workspace isn’t its settings — it’s what builds up inside it over time.

Meeting Intelligence#Copy link

Every recorded meeting contributes structured intelligence to the workspace:

• Decisions captured with rationale — “Client approved Q3 migration timeline, pending legal review”
• Action items with owners and due dates, extracted automatically from transcripts
• Risks identified and tracked — “Third-party API dependency may delay go-live”
• Open questions flagged and surfaced until resolved

This all happens automatically. After a client call, the AI extracts and structures the intelligence — you don’t need to file notes or fill out forms.

Topics#Copy link

As meetings accumulate, Agency Hero identifies recurring themes and organizes them into topics. A workspace might develop:

• Budget Planning — every budget discussion, constraint, and approval across all meetings
• Technical Migration — timelines, blockers, and risk conversations grouped as they evolve
• Team Onboarding — ramp-up progress and training context tracked over weeks or months

Topics let you navigate years of history at a glance and give the AI agent a structured map of what the workspace is actually about.

AI Context#Copy link

When you chat with the AI agent in a workspace, it draws on everything accumulated: past meeting summaries, extracted decisions, open questions, and topic patterns. Ask “What did we decide about the API architecture?” and the agent searches the workspace history to give you a grounded answer — not a generic one.

Workspace Configuration#Copy link

Each workspace can be tailored to match how you work:

Most teams start with defaults and refine as patterns emerge. The most impactful early setting is meeting rules — getting the right meetings flowing into the right workspaces automatically.

Getting Started#Copy link

Start narrow and expand. Don’t try to create every workspace at once — pick your two or three most active accounts or initiatives first.

1. Create a Project or Deal Workspace for your most active client or opportunity
2. Connect your calendar and configure meeting rules so client meetings flow in automatically
3. Record your next meeting and watch the AI extract decisions, action items, and topics
4. Try workspace chat — ask the agent a question about the meeting you just had
5. Add a Team Workspace once you’re ready to capture cross-client knowledge

Workspaces compound in value. The sooner context starts accumulating, the more useful every workspace becomes.

Next Steps#Copy link

• Workspace Types Explained — deeper comparison of when to use each type
• Creating a Workspace — step-by-step setup guide
• Configuring Meeting Rules — route meetings to the right workspace automatically