Workspace owner quick start

This guide is for the person who signed up for Spacebrain and is responsible for the workspace: usually the business owner, office manager or operations lead. In about an hour, you'll have your workspace set up, your team invited, one account connected, billing sorted and one automation tested from start to finish.

What you'll have at the end

• Your profile and sign-in are secure, with a backup way to get in.
• Your workspace has the right name and logo, and at least one other admin.
• Your team is invited with sensible roles.
• One account (such as your business email) is connected and working.
• You know where billing, credits and spend limits are.
• One simple automation has been tested on a test contact.

Before you begin

• Role: you're the workspace Owner. If you're an Admin, you can do everything here except some billing and ownership changes.
• Plan: any plan works. Some features, such as AI voice agents and connected inboxes, need a paid plan.
• Have ready: your logo, your team's work email addresses and the login for the account you want to connect first.

1. Secure your own account

1. Go to Settings → General.
2. Under Profile information, check your Full name, then select Save changes.
3. Check your email shows Verified. If it says Not verified, select Send verification email and open the link.
4. Set your display Language and Timezone, then select Save timezone.
5. Under Sign-in security, select Add passkey if you want to sign in with Face ID, Touch ID or Windows Hello.

What you should see: your saved name and Verified next to your email.

Keep your password working even if you add a passkey, so you can get in from another device.

2. Set up your workspace

1. Go to Settings → Workspace → General.
2. Set the Workspace Name and upload a logo, then select Save Changes.
3. Check the name at the top of the left sidebar matches.

If you manage several brands, you can add more workspaces from the workspace switcher with Add Workspace. Pro includes up to ten workspaces; check Settings → Billing for your plan's limit.

3. Invite your team

1. Go to Settings → Workspace → Members and select Invite Member.
2. Invite one other person as Admin so someone can help if you're away.
3. Invite everyone else with the lowest role they need: Editor to do day-to-day work, Viewer to look without changing anything.
4. Optional: on the Permissions tab, select Add starter groups to limit access to specific modules.

What you should see: each invitation under Pending Invitations until the person accepts.

Full details: Workspace and team setup.

4. Bring in your contacts

If you're moving from another tool, go to Settings → Migrations and import a small test file first. See Move from another CRM.

Starting fresh? Add yourself as a test contact in CRM → Leads so you can try things safely.

5. Connect one account

Connect only what your first automation needs. For most businesses, that's email.

1. Go to Inbox → Email accounts (or Integrations → Browse apps for other services).
2. Choose your provider, such as Gmail or Outlook.
3. A new window opens. Sign in to that service and review the access Spacebrain asks for. Spacebrain shows Finish signing in to the provider in the window that just opened.
4. When you're done, the window closes and the Spacebrain page updates by itself.

What you should see: the connected account listed under Integrations → Connections (or in Email accounts), and a test email you send to that address appearing in your Inbox.

If nothing opens, your browser may have blocked it. Spacebrain shows Your browser blocked the window. Allow pop-ups for Spacebrain, then select Try again.

Use a shared business account rather than your personal one where you can, so the connection keeps working if someone leaves.

6. Check billing, credits and spend limits

1. Go to Settings → Billing. Here you can see your Current Plan, change plan with Choose plan, add a payment method and find your Invoice History.
2. Under Credits and controls, set a Monthly spend limit and choose when to be notified. Turn on Hard stop at limit if you never want to go over.
3. Go to Settings → Usage to see where credits are going.

Credits are used by AI features (including Orbit), calls and some messages. For prices, see Settings → Billing or the pricing page. Need a custom plan? Select Contact us in the Enterprise section of the billing page.

7. Choose your AI settings

• Settings → Orbit AI: open help and choose whether to Show floating Orbit help button. See Orbit, your AI assistant.
• Settings → AI Agents: if your team wants to connect an outside AI assistant (such as Claude Code or Cursor) to your workspace, owners and admins create access tokens here. Every change the assistant suggests still needs your approval in Orbit. See AI assistants and MCP.

8. Approve one tested automation

Ask whoever builds automations (or do it yourself) to:

1. Build one simple automation, such as "when a lead is created, create a follow-up task."
2. Test it on a test contact and show you the result in Automations → Runs and Tasks.
3. Agree who watches it and when to pause it.

Only approve what was tested. A working email test doesn't mean texts or calls are ready. Follow Launch your first automation safely.

If something goes wrong

Weekly check (10 minutes)

• Members: remove anyone who's left (reassign their work first).
• Integrations → Connections: reconnect anything showing an error.
• Automations → Runs: look for failed runs.
• Settings → Usage: check credit use looks normal.
• Settings → Billing: check for payment notices.

FAQ

Should I connect accounts with my personal login?

Where possible, use a shared business login and note who manages it. If a connection is tied to someone who leaves, it can stop working.

Can I hand the workspace to someone else later?

Yes. Invite them, then use Transfer Ownership from the member menu. Billing moves to them when they accept.

Where do teammates get help?

From the floating Orbit help button in the bottom-right corner, from Settings → Orbit AI → Open Help & support, or by asking Orbit.

Next step

Hand your team the right guide: Sales and support or Builder and marketer.