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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.

Self-serve — no sales call needed

Multi-client management is self-serve. Open the Agency section in the sidebar to add customers, give each a free trial, activate them with one toggle, and run everything under your own brand. No sales call or special plan required.

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

Overview Dashboard​

The Agency Overview gives you a single-screen view across your whole book of business — every customer's activity side by side:

MetricWhat you see
CallsNumber of calls handled, per customer
MinutesTalk time consumed, per customer
SMSText messages sent, per customer

Use it to spot your busiest clients, catch customers who've gone quiet, and reconcile activity at the end of the month.

Your numbers stay yours

Your customers never see pricing or spend. The agency view hides all cost and margin figures from customers — they only ever see their own usage and calls, so you're free to set whatever rates you charge them off-platform.

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​

Every client you add starts with a free trial out of the box — a built-in starter allowance so they can try the platform before you formally turn them on. While in trial, the customer sees a banner in their own dashboard showing how much of their trial allowance remains. 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

White-Label​

Run the entire platform under your own brand so customers never see Hanc.AI. White-label is self-serve — you set it up yourself, on any plan.

You can customize:

  • Custom domain — host the app on your own domain
  • Logo, favicon, and colours — match your visual identity
  • Browser title and social preview — control how your brand appears in browser tabs and shared links
  • Invite-code lock — put the site behind an invite code so only people you invite can register

Your customers then sign up, reset their password, and verify their email on your own domain — the whole experience carries your brand, not ours. Combined with the Overview dashboard and per-customer activation above, this lets you resell Hanc.AI end to end as your own product.

Referral Promo Codes​

Share a referral promo code to bring new customers on board. Hand a code to a prospect and it's applied when they join — a simple way to run referral or partner promotions without any manual account setup on your side.

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. You have Owner or Admin role in the workspace
  2. The page has finished loading (try a refresh)

Solution:

  • Ask the workspace Owner to grant you Owner or Admin if you need elevated permissions
  • Agency is self-serve on any plan — no upgrade or sales call is required to enable it

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