Setting up workspaces to run several bots under one login

Updated 2026-09-19 · 4 min read · By the Convo360 team

What a workspace is, and when to add one

A workspace is one self-contained bot: its own channels, flows, contacts and analytics, isolated from every other workspace on the account. Add one when you're running a genuinely separate brand, a different phone number, or a distinct use case: an agency running three client accounts, a business launching a second brand, or separating a support bot from a sales bot entirely rather than mixing both into one flow.

The test that usually settles it: if two bots would ever need completely different contact lists, different reports, and different people managing them, they belong in separate workspaces rather than as two flows inside one. When in doubt, start with one workspace and split it later; splitting an existing bot is easy, while merging two established ones back together generally is not.

Adding a workspace on Convo360: the exact click path

On Convo360, adding a workspace takes a few clicks and needs no separate account or billing setup:

1. Click the workspace switcher in the top bar (next to Search).
2. Choose New workspace and name it clearly (the brand or number it represents).
3. Connect its own channel, such as a separate WhatsApp number, or a website widget for a different site.
4. Build its agents and flows independently of any other workspace.

Nothing from an existing workspace carries over automatically. Contacts, templates and integrations all start fresh, which is deliberate since a new brand rarely wants yesterday's customer list attached to it. This also means you should budget a little setup time for each new workspace, even though the workspace itself is created instantly.

Limits by plan and wallet billing

All prices exclude 18% GST. Creating a workspace beyond your plan's included count checks your plan, then debits the extra-workspace price from your prepaid wallet automatically, and refunds it if creation fails for any reason.

This automatic billing means you never hit a hard wall mid-task: if your wallet has sufficient balance, a new workspace is created immediately rather than requiring a manual upgrade conversation first. Keep a small buffer in your wallet if you expect to add workspaces occasionally, since growing businesses tend to add them in bursts around new client launches rather than at an even, predictable pace, and a small buffer absorbs that burst without a time-sensitive launch being delayed by a top-up step.

Worked example: an agency running three client brands

An agency on the Pro plan runs three separate client WhatsApp bots from one login: 'Client A, Salon', 'Client B, Clinic', 'Client C, Gym', each its own workspace with its own number, agents and contacts. The agency owner can switch between them from the top bar in one click, while each client's data stays completely separate from the others. Nothing from Client A's contacts or conversations is visible inside Client B's workspace.

Renaming, deleting and team access

Your first (default) workspace can be renamed but never deleted. Any additional workspace can be deleted, but you'll be asked to export its data first or delete outright, with a clear irreversible-action warning either way. Invite teammates under Team and use each role's Access panel to fine-tune exactly which workspace and section (Conversations, CRM, Calls, Billing) they can see.

This per-workspace access control matters most for agencies: a client-facing teammate can be scoped to see only their assigned client workspace, with no way to accidentally browse another client's conversations. The same isolation protects a single business running multiple brands, since a mistake made while testing a new flow in one workspace has no way to spill over and affect a different, unrelated workspace's live customers. That is one of the strongest arguments for using separate workspaces rather than trying to keep two brands tidy inside one; it removes an entire category of mistake before it can happen.

Naming and organising workspaces well

A workspace name is the first thing anyone sees when switching accounts, so make it self-explanatory rather than generic. A holding company running three storefronts is better served by workspace names like Mumbai Store and Pune Store than Workspace 2 and Workspace 3, especially once a support team member is switching between five or six of them during a shift and needs to find the right one in a second, not read through settings to confirm.

Troubleshooting and what to test before going live

Before relying on a new workspace for real traffic, connect its channel, send a test message, and confirm a teammate with the intended role sees exactly that workspace and nothing else.

A five-minute check like this before announcing a new client bot to its owner avoids an awkward correction later.

Step by step

1. Open the workspace switcherClick it in the top bar, next to Search, to see existing workspaces and add a new one.
2. Name and create the workspaceGive it a clear name matching the brand or number it represents.
3. Connect its channelLink its own WhatsApp number or website widget, separate from other workspaces.
4. Build agents and flows independentlySet up this workspace's bot without affecting any other workspace.
5. Set team accessInvite teammates and use the Access panel to control who sees this workspace.

Example conversation

Frequently asked questions

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