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Agency & Workspaces

If you manage voice agents on behalf of multiple clients — as an agency, consultancy, or service provider — Hanc.AI provides tools to organize your work with sub-accounts and workspaces.

Need Multi-Client Management?

Sub-accounts and multi-workspace management are available on dedicated agency plans. Contact sales to discuss the right setup for your organization.

Who Is It For?​

Use CaseExample
Digital Marketing AgenciesManaging client campaigns with AI voice agents as a service offering
Business ConsultanciesDeploying AI voice solutions across a client portfolio
ResellersOffering Hanc.AI as part of your own service packages
Multi-Brand EnterprisesEnterprises with multiple brands or departments needing isolated environments

Sub-Accounts (Customers)​

Sub-accounts let you create a separate, isolated environment for each of your clients. Each sub-account has its own agents, knowledge bases, phone numbers, call logs, and team members — completely invisible to other clients.

Key Features​

FeatureDescription
Full IsolationEach client's data is completely separate — clients cannot see each other
Centralized ManagementManage all clients from your single agency dashboard
Per-Client Usage TrackingTrack usage per client for accurate invoicing
Visibility ControlsChoose what each client can see and edit

Managing Clients​

  1. Go to Agency in the sidebar
  2. Click the Customers tab
  3. Click Add Customer
  4. Enter customer details (name, contact information)
  5. Configure visibility settings

Visibility Settings​

Control what each client can access in their workspace:

SettingDescription
DashboardClient can see their own analytics dashboard
Prompt EditingClient can view and edit agent prompts
ConfigurationClient can access agent configuration settings
DeploymentClient can manage widget deployment and phone numbers
ActionsClient can configure post-call actions

Activation​

Each client you add starts in trial mode — a small built-in starter allowance so they can try the platform before you formally turn them on. The actual commercial arrangement between you and your client (what you charge, when, how) is yours to set up off-platform; the toggle below just controls whether the client can use the platform.

Customer states:

StateWhat it means
TrialThe starter allowance hasn't run out yet — the client can use the platform with no extra setup from you.
ActivatedYou flipped the Active switch on — the client uses the platform with no trial restriction.
BlockedThe starter allowance ran out and the client hasn't been activated yet. New calls are refused and any in-progress call ends. The client can still log in and view history; they just can't run new calls until you activate them.

Activating a client:

  1. Go to Agency → Customers
  2. Find the client in the list
  3. Toggle the Active switch in the row

The client can immediately make calls without trial restrictions.

Deactivating:

Flip the toggle back off. Any unused trial allowance stays as-is — once consumed, it isn't restored.

At-a-glance status:

  • Activated clients — the Active switch in the row is on; no badge
  • Trial clients — the switch is off; hover the toggle to see the trial allowance remaining
  • Blocked clients — the switch is off and a Blocked badge appears in the row, signalling the trial is used up and the client is waiting for you to activate them

Per-Customer Usage Export​

You can download a CSV with every client's usage for any date range — handy for invoicing or end-of-month reconciliation.

  1. Go to Agency → Customers
  2. Click Export usage CSV at the top right
  3. Pick a date range (defaults to the last 30 days)
  4. The CSV downloads with one row per customer

Each row includes phone call seconds, web call seconds, call counts, SMS sent, call forwarding count, and the client's activation status — quantities only, no pricing, so you stay free to set your own client rates.

Workspaces​

Workspaces help you organize your work across multiple projects or clients.

Switching Between Workspaces​

  • Use the workspace switcher in the top navigation
  • Switch is instant — no need to log out and back in
  • Each workspace retains its own state and settings

Managing Workspaces​

ActionHow
Create workspaceSettings → Workspaces → Create
Invite team memberWorkspace settings → Invite Member (by email)
Remove team memberWorkspace settings → Member list → Remove
Switch workspaceTop navigation → Workspace switcher

Overview Dashboard​

The agency dashboard provides a high-level view across all workspaces:

MetricDescription
Active AgentsTotal agents across all workspaces
Call VolumeAggregate and per-workspace call minutes
Credit UsageHow credits are consumed across clients

Best Practices​

Workspace Organization​

  • One workspace per client — keeps data isolated and usage tracking clean
  • Descriptive naming — use the format [Client Name] — [Project] for easy identification
  • Consistent structure — use the same agent and knowledge base naming conventions across workspaces

Team & Permissions​

  • Set up team members with appropriate roles in each workspace
  • Give clients limited access to their own workspace if they need visibility
  • Keep Owner and Admin roles for your agency staff

Credit Management​

  • Monitor usage per workspace regularly from the Agency dashboard
  • Set internal budgets per client to avoid credit overruns
  • Use rollover credits strategically — front-load setup work when usage is lower

Troubleshooting​

Can't see Agency menu​

Check:

  1. Your account has agency features enabled
  2. You have Owner or Admin role in the workspace

Solution:

  • Verify your plan in Settings → Billing
  • Contact the workspace Owner if you need elevated permissions

Client workspace not appearing​

Check:

  1. Customer was created successfully
  2. Page has been refreshed

Solution:

  • Go to Agency → Customers and verify the customer entry
  • Try refreshing the page or logging out and back in