Managing Multiple Workspaces

Managing Multiple Workspaces

Solido supports multiple workspaces under a single user account, making it straightforward to manage accounts receivable for more than one business. Each workspace operates independently with its own data, connections, and settings, so there is no risk of information crossing between entities.

When to Use Multiple Workspaces

Multiple workspaces are designed for situations where you manage more than one business entity. Common scenarios include:

• You own or operate multiple companies, each with its own Xero organisation.
• You manage accounts receivable for separate divisions or subsidiaries that need independent tracking.
• You are a bookkeeper or accountant managing collections on behalf of multiple clients.
• You have different brands that invoice under separate legal entities.

If all your invoices come from a single Xero organisation and you send reminders from the same business, you only need one workspace.

Creating a New Workspace

To create a new workspace, follow these steps:

1. Navigate to Settings → Workspaces.
2. Click the Create Workspace button.
3. Enter a name for the new workspace. Choose something descriptive that identifies the business entity, such as the company name.
4. Click Create to confirm.

Once the workspace is created, you will be switched into it automatically. From there, you need to complete the setup for the new workspace by connecting a Xero organisation and an email mailbox. Each workspace requires its own separate connections. The Xero account and email mailbox from your first workspace are not shared with the new one.

Setting Up a New Workspace

After creating a workspace, complete these configuration steps before it can start sending reminders:

1. Connect Xero: Go to Settings → Integrations and connect the Xero organisation for this business entity.
2. Connect Email: Go to Settings → Email Mailboxes and connect the email account that reminders should be sent from.
3. Configure Settings: Go to Settings → General Settings to set the workspace name, currency, timezone, email language, and working days.
4. Set Up Reminder Rules: Go to Settings → Email Reminders to configure the reminder sequence for this workspace.

Switching Between Workspaces

To switch to a different workspace, navigate to Settings → Workspaces → Switch. You will see a list of all workspaces you have access to. Click on the workspace you want to view, and Solido will switch your session to that workspace. The dashboard, invoices, contacts, and all other data will update to reflect the selected workspace.

Workspace Isolation

Workspaces in Solido are completely separate from one another. Data, settings, integrations, and team members do not overlap between workspaces. This means that invoices from one workspace will never appear in another, reminder rules are configured independently, and team members must be invited separately to each workspace they need access to. This strict separation ensures that each business entity is managed independently and securely.