Agency operator quick start

This guide is for agencies that run Spacebrain for their clients. You'll set up your agency brand, create a workspace for one client, invite their team, connect their accounts safely and get one automation working, before you add billing or a custom domain.

What you'll have at the end

One client with their own workspace (called a sub-account), their team invited, one of their accounts connected, one tested automation, and a clear record of who is responsible for what.

Before you begin

• Plan: you need the Agency plan. It includes sub-accounts, custom branding and SaaS Mode, which lets clients sign up and pay for their own plan. If you see Upgrade Required under Agency, select View All Plans. For a custom arrangement, contact sales through the Enterprise option in Settings → Billing.
• Role: you're the owner or an admin of your agency workspace.
• For each client, agree in writing: who their main contact (admin) is, who pays (you or them), which features they get, and who owns each account you'll connect (email, Google, Meta, phone numbers).
• For billing: a Stripe account, if you plan to bill clients through Spacebrain.

Where to find it

Everything for agencies is under Agency in the left sidebar: Overview, General, Sub-accounts, Client Connections, Rebilling and Domain.

1. Set up your agency brand

1. Go to Agency → General.
2. Under Basic Information, check your Agency Name.
3. Under Branding, upload your logo (Choose Logo File) and favicon (Choose Favicon File), and set your Brand colors.
4. Add your Legal links (privacy policy and terms) so clients see them.
5. Save your changes.

What you should see: Agency settings updated successfully. Your clients will see your brand instead of Spacebrain's where white-labelling is available.

2. Create the client's workspace

1. Go to Agency → Sub-accounts and select Add client.
2. Enter the Client or business name, for example Brightside Dental.
3. Select Create and continue.
4. Choose the Billing mode:
   • Agency-managed: you choose their tier and pay for their usage. You can bill them yourself.
   • Self-serve: they choose and pay for their own plan (SaaS Mode).
5. If agency-managed, assign a tier. No tier means the client gets the Free defaults.

What you should see: Sub-account created successfully and the client listed under Client workspaces.

3. Open the client's workspace

In Agency → Sub-accounts, find the client and select Impersonate. Spacebrain shows Opening followed by the client name.

Before you do anything, check the workspace name matches the client. Make sure you can't see any other client's contacts or connections.

4. Invite the client's team

1. From the client's sub-account, select Invite their team (or Invite user).
2. Enter their Email address and pick a role:
   • Admin: manages their users and settings. Every client needs at least one.
   • Editor: does day-to-day work.
   • Member: basic access based on their tier.
3. Send the invitation. If their email blocks it, select Generate link to create an invitation link you can send another way.

What you should see: Invitation sent to followed by their email.

You can't remove the only admin. Spacebrain shows Cannot demote the only admin. Promote another user first.

5. Connect the client's own accounts

When the client owns the account (for example their Meta Business or Google Ads), let them approve access themselves. Never ask for their password or login codes.

1. Go to Agency → Client Connections.
2. Choose the client and the connection you need.
3. Choose the access level and the assets (pages, ad accounts and so on) you need.
4. Send the branded invitation. The client approves access in their own account.

What you should see: the connection shows as complete once the client approves, and the assets appear under that client.

For email and phone numbers, connect them inside the client's workspace so they belong to that client.

6. Test one automation in the client's workspace

1. While in the client's workspace, add a test contact using a client-approved email.
2. Build one simple automation, such as "when a lead is created, create a follow-up task."
3. Run it once, then check Automations → Runs and the task it created.
4. Show the client's admin how to pause it.

Follow Launch your first automation safely.

7. Add billing and a custom domain (after it works)

Rebilling: go to Agency → Rebilling and connect Stripe. Then create Custom Pricing Tiers with Create Custom Tier, setting the features, credit allowance, limits and price. Assign the tier to the client. Spacebrain uses your agency credit wallet for underlying usage; you set what you charge. Check the first month's invoice before you roll this out to more clients.

Custom domain: go to Agency → Domain, enter your domain (for example app.youragency.com), and add the DNS records shown to your domain provider. Wait for Domain verified, then open the sign-in page on that domain in a private window to check it.

Keep a record for each client

Write down: client name and workspace ID, client admin, your contact, connected accounts and who owns them, tier and billing mode, custom domain, first automation, launch date, and offboarding contact.

Switching between clients

Finish what you're doing, go back to your agency workspace, then Impersonate the next client. Check the workspace name every time. Close old browser tabs so you don't work in the wrong client by mistake.

If something goes wrong

FAQ

Should my agency connect a client's accounts for them?

Use Client Connections so the client approves access directly. That way you never hold their passwords, and they stay in control.

Can a client change their own plan?

Yes, if their billing mode is Self-serve. If it's Agency-managed, you choose their tier.

What should happen before a client leaves?

Stop anything that contacts customers, export their data if your agreement allows, hand back their connected accounts and domain, settle billing, then remove access. Don't delete the workspace just to end access.

Next step

Read about sub-accounts and Client Connections and branding, domains and rebilling.