Clients & Login-as
Clients is the list of every business (workspace) on your platform. From here you can add a client, look at their plan, usage and payments, manage their team, give them a plan, suspend them, or sign in as them to help.
What a client is
A client is one workspace. It has its own channels, knowledge bases, inbox, contacts and team, completely separate from every other client. Each client has an Admin (the person in charge) and may have Agents (people who answer customers).
One Admin can have more than one workspace under a single subscription, up to the plan's Workspaces limit. See Subscription Plans.
The problem it solves
Without this page you would have to use the database to answer "who is on the Growth plan?", "why can this client not add an agent?" or "did that payment go through?". Clients puts it all in one place, with safe tools to fix things.
The client list
- Search by name. Press Enter to apply.
- Filter by status (active, suspended or deleted) and by plan.
- Each row shows the plan, status, number of people, knowledge bases, conversations this month and AI cost this month.
- Export CSV downloads the list that matches your search and filters.
Add a client
Click Add client when someone signs up by phone, or when you set up a customer yourself.
- Type the Business name.
- Type the Admin name and Admin email.
- Optionally choose a Starting plan and Billing cycle. A plan chosen here is given without any checkout.
- Click Add client.
The new Admin gets an email to choose their own password. You never see or set it.
The client page
Click a client's name to open its page. It shows:
| Section | What it shows |
|---|---|
| Header | Name, "Client since" date, and the buttons Log in as client and Assign plan. |
| Subscription | The current plan, or "No active subscription", plus past subscriptions. |
| Usage against the plan | How much of each limit is used (agents, channels, knowledge bases and so on) and what the limit is. |
| Contact and billing | Contact details, billing country, tax ID and business name, used on invoices and for tax. |
| People | Everyone who works in this workspace, with their role. |
| Recent payments | Their latest payments, each with its invoice. |
Edit, suspend and reactivate
Use Edit to change the name or contact details. Suspend signs everyone in that workspace out and stops them logging in, and its channels stop answering customers and sending anything scheduled. Messages that arrive are still saved. Nothing is deleted. Reactivate brings access back.
You have no Delete for a client. A client has history (conversations, payments, invoices) that you may need later. Suspend it instead.
Workspaces deleted by their Admin
A client's Admin can delete a workspace from their own settings, and deleting their own profile deletes the workspaces they alone run. A deleted workspace:
- Shows Deleting on and a date in the list and on its page. It is closed: nobody can sign in to it, its channels stop answering, and nothing scheduled is sent. Its own subscription is cancelled at the payment gateway, so it is not charged again.
- Can be brought back for 30 days, by its Admin from their settings or by you with Restore on its page. Suspend and Reactivate are hidden for it. After a restore, the Admin chooses Keep my plan under Billing to keep paying.
- Is erased after 30 days by the scheduled task, a batch at a time, so it needs the cron job like every other background task. Conversations, contacts, files, knowledge bases (and their Qdrant collections on a VPS), automations, settings and team members who worked only there are deleted. It then shows Deleted.
- Keeps its billing records after that: the client row with its name and billing details, subscriptions, payments and invoices, coupon use, AI cost and the audit log, so your revenue reports and tax records stay complete.
Manage a client's people
On the client page you can Add person, change someone's details or role (Admin or Agent), and remove them. Two things to know:
- A new person gets an email to choose a password.
- You may go past the plan's agent limit when you add someone here. The client's own Admin cannot.
Assign a plan
Assign plan gives a client a plan with no checkout. It is meant for a gift, a trial for a partner, or a customer who paid you by bank transfer.
- Click Assign plan.
- Choose a plan and a billing cycle (or leave the cycle empty for a free plan).
- Optionally set Ends on. Without a date it keeps going until you cancel it.
- Confirm.
The dialog tells you that this ends the subscription they have now. Only one subscription gives access at a time. The client is told by email. The payment method is recorded as Manual. See Subscriptions & Payments.
Log in as a client
What it is. A safe way to see a client's workspace exactly as their Admin sees it, with their plan, their limits and their data.
The problem it solves. A client writes "the button is missing" or "I cannot find my messages". A screenshot rarely shows the real cause. Logging in as them does.
How to use it.
- Click Log in as client on the list or the client page.
- In the dialog you will see: "You will see the app exactly as their Admin does, for up to an hour. It is recorded in the audit log."
- Leave Allow changes off to look around safely. Turn it on only when you really must fix something.
- Click Log in as client.
While you are inside:
- An orange bar stays at the top of every page with the client's name and a button to return to the Owner area.
- With Allow changes off, anything you try to change is blocked, so you cannot break something by accident.
- The Owner area is closed while you are inside. Return first to go back to it.
- The session ends by itself after one hour.
- The start and the end are written to the Audit Log.
Only staff with the permission Log in as a client see the button.
Permissions for this page
| Permission | Lets the person |
|---|---|
| View clients | Open the list and the client pages. |
| Add, edit, suspend clients and manage their users | Add, edit, suspend, manage people, assign plans. |
| Log in as a client | Use Log in as client. |
Common questions
A client cannot sign in. Check whether they are suspended, and whether their plan has ended. A client without an active plan is asked to choose one.
I assigned a plan but the old one is still showing. Open Subscriptions. The new subscription should be active and the old one ended.
A client says they are over their limit. Open the client page and look at Usage against the plan. Change the plan, or upgrade them.