Configuring Workspace Settings

Workspace settings control how a workspace behaves — what meetings flow in automatically, which AI skills are active, who has access, and how integrations connect. Most settings can be updated at any time without losing accumulated data.

To access settings, navigate to any workspace and click the Settings (gear) icon. The settings area is organized into three tabs: General, Agent, and Integrations. Personal workspaces show only the General tab.

Who can change settings? Most settings require the workspace Owner or an organization Admin. Meeting association rules can be configured by any workspace member.

General Settings#Copy link

The General tab covers identity, structure, client assignment, members, and deletion.

Name#Copy link

The workspace name appears in navigation, meeting routing, and AI-generated summaries. Choose a name that’s unambiguous at a glance — this matters most once you have more than a handful of active workspaces.

Naming tips by workspace type:

• Client workspaces: Use the client’s name or brand name (e.g., “Acme Corp”)
• Internal initiatives: Use the project or initiative name (e.g., “Website Rebuild Q1”)
• Team workspaces: Use the team or department name (e.g., “Marketing Team”, “Leadership”)
• Ops workspaces: Use the function being managed (e.g., “Finance & Accounting”, “Legal Review”)

Description#Copy link

A short description of the workspace’s purpose. The AI uses this description when routing meetings and extracting intelligence — a specific description produces noticeably better results than a generic one.

Workspace Type (read-only after creation)#Copy link

The workspace type is set at creation and cannot be changed. It determines which AI skills, capabilities, and workflows are available by default.

If you need a different type, create a new workspace. See Understanding Workspaces for guidance on which type to choose.

Engagement Mode (Work workspaces only)#Copy link

Work workspaces have an engagement mode that acts as a runtime classification for AI workflows, briefing layouts, and navigation grouping. The mode is typically set by the workspace template at creation, but can be viewed (and in some cases changed) here.

The mode determines which post-meeting workflow plan runs by default and how the workspace’s briefing page is laid out. If your engagement evolves — for example, from a fixed project to an ongoing retainer — you can update the mode accordingly.

Client Assignment (Work and Deal workspaces)#Copy link

Link the workspace to a client in your organization. When a client is assigned:

• The workspace appears in the correct section of the sidebar under that client
• Meeting context is tied to the client relationship
• Client portal access becomes available (when that feature is enabled)

To assign a client, select from the dropdown of clients in your organization. Leave blank for internal workspaces.

Workspace Hierarchy#Copy link

Workspaces can be organized into a parent–child hierarchy. Setting a parent workspace nests this workspace under another — useful for organizing multiple workspaces for the same client or initiative.

Example hierarchy:

Child workspaces remain independent — they have their own meetings, tasks, and intelligence. The hierarchy is organizational, not a rollup of data.

Members & Permissions#Copy link

Control who can access this workspace and what they can do. Member management is found at the bottom of the General settings tab.

Roles#Copy link

Adding Members#Copy link

1. Go to Settings → General → Members
2. Click Add Member
3. Search for a person in your Agency Hero organization and select their role
4. Click Invite

Invited users must already be part of your Agency Hero organization. External guest access requires the Client Portal feature (when available).

Privacy & Visibility#Copy link

By default, workspaces are accessible to all members of your organization who have been explicitly invited. Your Personal Workspace is always private and cannot be shared.

Agent Settings#Copy link

The Agent tab controls how AI works within this workspace — which skills it can use and what operations it is permitted to perform. This tab is available on Work, Team, and Deal workspaces.

AI Skills#Copy link

Skills are the AI’s capabilities — specific abilities like summarizing meetings, drafting content, managing tasks, or tracking account health. You can control which skills are active for this workspace at three levels:

• Skill Categories — broad groupings (e.g., Operations, Marketing, Sales). Enabling a category makes all skills in it available.
• Skill Tags — more granular labels within categories (e.g., meetings, account-management, project-management). Use tags to fine-tune which skills apply.
• Skill Overrides — individual skill toggles for precise control.

Default skills by type and mode:

Note: Team and Personal workspaces with no explicit skill configuration default to making all org skills available. Add explicit category or tag selections to restrict the skill set.

AI Permission Policy#Copy link

The permission policy controls what the AI agent is allowed to do in this workspace — not just what it knows, but what operations it can execute.

When to adjust permissions:

• Set read-only for sensitive workspaces (e.g., legal review, confidential HR) where the AI should inform but not act
• Enable require approval for writes in high-stakes client workspaces to keep a human in the loop
• Leave at defaults (full access, no approval required) for most everyday workspaces

All workspaces start with full access and no approval requirement by default.

Meeting Association Rules#Copy link

Meeting rules determine which meetings are automatically linked to this workspace. Without rules, meetings must be manually associated.

Rules are evaluated when a meeting is ingested. The first matching rule links the meeting to this workspace. Multiple workspaces can match the same meeting — a meeting with both a client stakeholder and an internal team member can simultaneously appear in both the client workspace and the team workspace.

Rule Types#Copy link

Adding a Meeting Rule#Copy link

1. Go to Settings → General (meeting rules may appear here or in a dedicated Workflows section depending on your version)
2. Click Add Rule
3. Select the rule type and enter the matching value
4. Click Save

Rules take effect for new meetings immediately. To apply rules to meetings already in your system, click Apply Meeting Rules — this backtracks through existing meetings and links any that match.

Recommended starting rules#Copy link

• Client workspace: Create an attendee_domain rule for the client’s email domain
• Team workspace: Create attendee_email rules for each team member
• Project workspace: Create a title_contains rule using the project code or client name

Tip: More specific rules (email address) take precedence over broader ones (domain). Start with domain rules and add specific overrides as needed.

Integrations#Copy link

The Integrations tab connects this workspace to external tools. This tab is available on Work, Team, and Deal workspaces.

Linear#Copy link

Connect Linear to sync tasks between Agency Hero and a Linear team. Once connected:

• Tasks created in Agency Hero can be pushed to Linear
• A bi-directional sync keeps task status in sync

To connect Linear:

1. Go to Settings → Integrations → Linear
2. Click Connect Linear — you’ll be redirected to authorize the connection
3. After authorizing, select the Linear team to sync with
4. Click Save

To disconnect, click Disconnect next to the Linear connection. This removes the integration binding but does not delete synced tasks.

HubSpot#Copy link

Connect HubSpot to bind this workspace to a deal, company, or contact in your CRM. Once connected, meeting and intelligence data can flow to the linked HubSpot record.

To connect HubSpot:

1. Go to Settings → Integrations → HubSpot
2. Click Connect HubSpot and authorize the connection
3. Select the CRM record to bind this workspace to

Org-Level Integrations#Copy link

Your organization may have org-wide integrations (e.g., a shared Slack workspace, shared HubSpot org) that can be granted to individual workspaces. These appear under Org Integrations on the Integrations tab.

To enable an org integration for this workspace, toggle it on. Only org admins can configure which org integrations are available to grant.

Integration Tool Grants#Copy link

When integrations are connected, the AI agent gains access to tools provided by those integrations (for example, the ability to create a HubSpot note or update a Linear issue). You can control exactly which tools are enabled per integration.

Under each connected integration, click Manage Tools to see available tools and toggle individual ones on or off. You can also use pattern-based grants (e.g., enable all hubspot:* tools at once).

Workflows & Post-Meeting Plans#Copy link

Note: In current versions of Agency Hero, post-meeting plan settings and meeting association rules may be found in the Settings page or in a dedicated Workflows feature (depending on your version). Check both locations.

Post-Meeting Plan Override#Copy link

When a meeting ends and a transcript is processed, Agency Hero runs a post-meeting plan — a workflow that extracts intelligence, summarizes the meeting, creates follow-up tasks, and more. The plan that runs is determined by your workspace type and engagement mode.

You can override the default plan for this workspace specifically. The current options are:

Leave this at the default unless directed otherwise by Agency Hero support or your organization admin.

Danger Zone#Copy link

These actions are serious and, in the case of deletion, permanent. Only workspace Owners and org Admins can take these actions.

Archive Workspace#Copy link

Archiving removes the workspace from active navigation but preserves all data — meetings, intelligence, tasks, and integrations. Archived workspaces can be restored.

Use archiving when: An engagement ends and you no longer need regular access, but want to retain historical context.

Delete Workspace#Copy link

Permanently deletes the workspace and all associated data. This cannot be undone.

Before deleting:

• Consider archiving instead — you preserve data without cluttering navigation
• If you want to remove only a specific data source (e.g., disconnect a calendar), do that from the relevant integration settings rather than deleting the whole workspace

To delete:

1. Go to Settings → General → Danger Zone
2. Click Delete Workspace
3. Confirm by typing the workspace name when prompted

Settings Quick Reference#Copy link

Next Steps#Copy link

• Understanding Workspaces — Workspace types, modes, and when to use each
• Configuring Meeting Rules — Full reference for meeting rule types and routing logic
• Multi-Workspace Meeting Scenarios — How one meeting can belong to multiple workspaces
• Managing Workspace Members & Permissions — Role details and invitation flows