Workspace Types Explained

Every workspace in Agency Hero has a type. The type determines which intelligence gets extracted from meetings, which features are available, how AI context accumulates, and where the workspace appears in your navigation. Getting this right from the start means less manual cleanup and sharper AI output.

The Four Workspace Types#Copy link

Agency Hero is built on four primitive workspace types. Rather than creating a separate type for every business function (Finance, Marketing, CS), the system uses a small set of types with configurable modes and capabilities on top.

Work Workspaces#Copy link

For: Any workspace where work actually gets done — client engagements, internal projects, and operational functions.

Work is the most flexible type. It runs in one of three engagement modes that shape how the workspace behaves:

Project Mode#Copy link

Best for: Time-boxed work with a defined scope and end date — website builds, audits, campaigns, migrations, implementations.

• Tracks milestones and deliverables against a statement of work
• Surfaces scope-change signals when conversations diverge from agreed work
• Understands project phases: kick-off, discovery, execution, review, closure
• Uses the client_project_post_meeting_v1 intelligence plan, optimised for delivery context

Retainer Mode#Copy link

Best for: Ongoing, recurring client service without a defined end date — monthly SEO, managed services, fractional roles, support.

• Accumulates longitudinal context — the workspace gets smarter with every meeting
• Tracks recurring themes over months and years (e.g., “Q4 Budget Planning,” “Reporting Cadence”)
• Surfaces relationship health signals based on engagement patterns and sentiment
• Preserves continuity when team members change

Ops Mode#Copy link

Best for: Internal operations that run the business — not tied to a client or deliverable.

• Finance and billing
• HR and hiring
• Legal and contracts
• IT and infrastructure

Ops workspaces appear under Ops in the left nav and are always internal (no client attached). Most agencies maintain one ops workspace per distinct operational function.

Client vs. Internal#Copy link

Work workspaces can be client-facing or internal — this is separate from the mode. A Project workspace could be a client website rebuild or an internal product launch. A Retainer workspace could be ongoing client marketing or an internal managed service. The presence of a linked client record determines which features appear (e.g., Client Portal is only available when a client is attached).

Deal Workspaces#Copy link

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

Deal workspaces track the full sales lifecycle and extract sales-specific intelligence automatically: objections raised, commitments made, competitor mentions, buying signals, and qualification questions. This data feeds your pipeline view and gives the AI agent deep sales context.

Key behaviors:

• Pipeline stage is detected automatically from meeting content (no manual stage updates required)
• Sales-specific intelligence types are enabled by default: objections, commitments, competitors, proof_points, assumptions, constraints
• Proposals capability is enabled by default
• When a deal closes, the accumulated context carries forward into the delivery workspace — no history 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 still has a complete, searchable history.

Team Workspaces#Copy link

For: Departments and practice groups that coordinate across multiple clients or projects.

Team workspaces capture knowledge that doesn’t belong to any single engagement: cross-client patterns, standard operating procedures, and lessons learned. They act as portfolio hubs — rolling up tasks and meetings from all the client workspaces the team is assigned to.

Good fits:

• Account Management team coordination
• Content or Creative team playbooks
• Leadership and all-hands meetings
• Engineering or Design standards

Key distinction from Work workspaces: No defined deliverable. The workspace exists to make a team smarter over time, not to complete a specific project.

Key distinction from Ops workspaces: Ops is for running a business function (finance, HR). Team is for coordinating a group of people.

What you can do inside a Team Workspace:

Personal Workspace#Copy link

For: Your private home base within Agency Hero — one per user, always private.

Your Personal Workspace is visible only to you. It does not appear in team views, cross-workspace reports, or org-level dashboards.

What belongs here:

• Private notes and in-progress thinking
• 1:1 meetings and personal calls that don’t belong to a client or team
• A roll-up of your tasks across all workspaces

Meetings routed to your Personal Workspace still receive full AI intelligence extraction — they’re just kept private. For sensitive meetings (e.g., executive 1:1s), your Personal Workspace also acts as a staging area: you can review the meeting there and choose to share it with a workspace once you’re ready.

Note: Privacy in Agency Hero is controlled by privacy settings on individual meetings — not by which workspace they live in. A meeting can be marked private even inside a shared workspace.

Capabilities by Type#Copy link

Each workspace type has a default set of features enabled. Some capabilities can be toggled per workspace.

Quick Reference#Copy link

When in doubt: Use Work → Project for anything with a defined deliverable; use Deal the moment a prospect qualifies; use Team for any group that spans multiple clients.

Next Steps#Copy link

• Creating a Workspace — step-by-step setup for each type
• Configuring Workspace Settings — modes, rules, and capabilities
• Understanding Workspaces — how context accumulates over time