Sub-Account Setup Guide

Create and manage client workspaces, invite users, configure roles, and navigate between accounts.

Sub-accounts are client workspaces in Seedly CRM. Each sub-account is isolated - it has its own contacts, conversations, pipelines, workflows, invoices, and settings. Data from one sub-account is never visible from another.

Switch between client sub-accounts from the account switcher (red arrow).

This page covers creating sub-accounts, managing users and roles, and switching between accounts.

How Sub-Accounts Are Organized

Seedly CRM uses a three-tier hierarchy:

Your agency holds isolated client workspaces, each with its own users and roles.

Code example

Agency
  └── Brand
        └── Sub-Account (one per client)

Agency - The top-level entity. Your agency owns the entire installation and has visibility across all data.
Brand - An organizational grouping within the agency. Brands can have their own branding, billing schedules, and integration credential overrides. If you only operate under one brand, a default brand is created automatically.
Sub-Account - The working unit. Each sub-account represents one client and contains all of that client's data. Sub-accounts are strictly isolated from each other.

Sub-Account Types

There are two types of sub-accounts:

Admin Sub-Account

Every brand has one admin sub-account, created automatically when the brand is set up. The admin sub-account:

Cannot be deactivated or cancelled - it is always available
Works identically to a standard sub-account - it has its own contacts, pipelines, workflows, conversations, and all other features
Controls credential cascade - it determines which integration credentials (SMS providers, email providers) are available to standard sub-accounts within the brand

The admin sub-account is your brand's own operational workspace. Use it for your agency's internal work or as a sandbox for testing workflows before deploying them to client accounts.

Standard Sub-Account

Standard sub-accounts are created for each of your clients. They operate independently - each account manages its own settings, phone numbers, email domains, and integrations. Brand settings do not automatically cascade to standard sub-accounts.

Creating a Sub-Account

Navigate to Settings → Sub-Accounts
Click Create Sub-Account
Enter a Name for the sub-account (required) - this is the display name your team will see
Optionally enter a Slug - a URL-friendly identifier. If left blank, one is generated automatically from the name
Click Create

The new sub-account is assigned to your currently active brand.

Things to Know

The slug cannot be changed after creation - choose carefully if entering a custom one
Only the name can be edited later
You need the Sub-Accounts → Create permission to create new accounts

Sub-Account Lifecycle

Sub-accounts move through these states:

State	What It Means
Active	Normal operation - fully accessible to all assigned users
Suspended	Temporarily blocked - data is preserved but all access is paused. Agency owners and brand admins can still manage the account
Deactivated	Soft delete - data is preserved but non-admin users lose access. Can be reactivated
Cancelled	Permanently closed - data is preserved for a retention period

Managing Lifecycle

Deactivate: Click the Deactivate button on a sub-account card. A confirmation dialog explains what will happen. Data is never deleted - deactivation only blocks access.
Suspend / Resume: Suspending pauses all access temporarily. Resuming returns the account to active. Useful for billing holds or compliance situations.
Cancel: Permanent closure. Confirm carefully before proceeding.

Admin sub-accounts cannot be deactivated, suspended, or cancelled.

User Roles

Seedly CRM includes four built-in system roles, arranged in a strict hierarchy:

Role	Scope	What They Can Do
Agency Owner	Full agency + all sub-accounts	Unrestricted access to everything - billing, plans, system configuration, all sub-accounts. An agency owner cannot be locked out of a sub-account they own (removing their own membership no longer leaves them unable to re-enter).
Brand Admin	Brand + its sub-accounts	Manages all sub-accounts within their brand, including branding, billing schedules, and integration overrides
Sub-Account Admin	Single sub-account	Full control within their assigned sub-account - user management, settings, and all modules
Sub-Account User	Single sub-account	Day-to-day permissions controlled by their role assignment

Custom Roles

You can create custom roles at the agency level or sub-account level. Each custom role defines exactly what a team member can and cannot do, across 35 modules with four actions each (view, create, update, delete).

To speed up role creation, start from a template:

Template	Description
Full Access	All permissions on all modules
Admin (No Billing)	Full access except billing and plan management
Sales Rep	Contacts, pipelines, conversations, tasks, and calendar - no settings or admin
Standard	Common day-to-day permissions for most team members
Limited	Read-only access with create/edit only on assigned records

Creating a Custom Role

Navigate to Settings → Access
In the Roles section, click New Role
Enter a Name and optional Description
Choose a Level - Agency or Sub-Account
Select a Template to start from, or configure permissions manually
Use the tab navigation (CRM, Sales, Marketing, Finance, Administration) to review permissions by category
Toggle individual permissions as needed - each module has checkboxes for View, Create, Update, and Delete
Click Save

Scope Control

For each permission, you can also set a scope that controls which records the user can access:

Scope	What It Means
Own	Only records assigned to the user
Team	Records assigned to anyone on the user's team
All	All records in the sub-account

For example, a sales rep might be able to view all contacts but only edit the ones assigned to them.

Privilege Escalation Prevention

Users cannot create or assign a role that is equal to or higher than their own. This is enforced at the backend and cannot be bypassed.

Inviting Users

Sending an Invitation

Navigate to Settings → Access
In the Users section, click Invite User
Enter the user's Email Address
Select a Role from the dropdown
If you are an agency-level user, choose which Sub-Accounts the user should have access to. Sub-account admins inviting within their own account skip this step - the user is automatically assigned to the current sub-account
Click Send Invitation

What Happens Next

New user: An invitation email is sent. The invitee has 7 days to sign up. When they create their account, they are automatically added to the sub-account with the assigned role.
Existing user: If the email matches someone who already has an account, they are added immediately - no invitation email or waiting period.

Inviting Several People at Once

Paste or enter multiple email addresses to invite a group in one pass, with the same role and the same sub-account access applied to all of them. Each person still gets their own invitation.

If an invitation email cannot be delivered, the invitation says so rather than appearing to have been sent. That matters because the invite itself is still valid: you can pass the person their link another way instead of waiting on an email that is never going to arrive.

Managing Invitations

Pending invitations appear below the users table. For each invitation you can see the email, who sent it, the assigned role, and whether it has expired. Click Revoke to cancel a pending invitation.

You only ever see invitations for sub-accounts you have access to.

Finding People in Long Lists

Anywhere you pick a team member, assigning a conversation, @mentioning someone in a note, choosing an owner, the picker is searchable. Type part of a name to filter. On a large team this is the difference between a usable list and one that quietly stops short of everyone.

Copy Permissions

To quickly match one user's access to another:

Click Copy Permissions above the users table
Select the source user (copy from)
Select the target user (apply to)
Click Copy Permissions

This clones the source user's role assignment to the target user.

Teams

Teams let you group users for scope-based access control. When a permission scope is set to "Team", users can access records assigned to anyone on their team.

Creating a Team

Navigate to Settings → Access
In the Teams section, click New Team
Enter a Name and optional Description
Search and select Members from your active users
Click Save

A user can belong to multiple teams. Team membership affects which records they can see and edit when their role uses "Team" scope.

Switching Between Sub-Accounts

If you have access to multiple sub-accounts, use the account switcher in the sidebar to navigate between them.

How to Switch

Click the account name in the sidebar (near the top)
A popover opens showing all sub-accounts you have access to
Search by name using the search bar at the top
Click a sub-account to switch to it

The switch is instant - all modules (contacts, pipelines, conversations, and everything else) immediately reflect the selected account's data. No page reload is needed.

You can be in one sub-account at a time. If another browser tab or device switches to a different sub-account while a page is open, that page shows a message saying the workspace is open somewhere else, with Use it here and Leave this page. Whatever you had open underneath, such as a half-typed reply, is left as it was.

Identifying Accounts

Admin sub-accounts are marked with a shield icon and grouped at the top
Pinned accounts appear next - click the pin icon on any account to add it to your favorites
Standard accounts are listed below

Pin your most-used accounts so they are always easy to reach.

Summary

Capability	Detail
Sub-account types	Admin (1 per brand, auto-created) + Standard (1 per client)
Lifecycle states	Active, Suspended, Deactivated, Cancelled
Data isolation	Complete - no cross-account data access
System roles	4 (Agency Owner, Brand Admin, Sub-Account Admin, Sub-Account User)
Custom roles	Unlimited, at agency or sub-account level
Role templates	5 (Full Access, Admin No Billing, Sales Rep, Standard, Limited)
Permission modules	35
Actions per module	4 (view, create, update, delete)
Scope options	3 (own, team, all)
Invitation expiry	7 days
Account switching	Instant, with search and pin-to-favorites

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