Managing Sub-Tenants

Sub-tenants are independent client workspaces managed by your Agency-tier parent account. Each sub-tenant has its own users, data, modules, and settings, but you control them all from a single partner dashboard.

URL: /clients
Required permission: partner.clients

Creating a Sub-Tenant

Step-by-Step

1. Go to the partner dashboard at /clients (or Settings > Sub-tenants).

2. Click Add sub-tenant in the top-right corner.

3. You are taken to the sub-tenant creation form.

Sub-Tenant Details

Fill in the following fields:

Selecting Modules

The creation form includes a module checklist. Choose which modules the sub-tenant should have access to:

• Always-active modules are checked and greyed out, they cannot be deactivated.

• Other modules can be toggled on or off based on what the client needs.

• You can only enable modules that are available on your parent workspace's tier.

By default, all currently active modules on your parent workspace are pre-selected.

Completing Creation

1. Review the details and module selection.

2. Click Create sub-tenant.

3. The sub-tenant workspace is provisioned immediately.

4. You are returned to the partner dashboard where the new sub-tenant appears in the list.

Billing Models

When creating a sub-tenant, you choose one of two billing models:

Wholesale Billing

"You pay, you bill your client."

• The sub-tenant's cost is added to your monthly Agency bill at the per-sub-tenant rate.

• You are responsible for billing your client however you choose (markup, bundled pricing, etc.).

• You have full control over the sub-tenant's settings and modules.

This is the recommended model for agencies that want to offer concorbit as part of their service package.

Direct Billing

"concorbit bills them directly."

• The sub-tenant gets their own concorbit subscription and pays concorbit directly.

• The sub-tenant does not add to your monthly bill.

• You still retain management access (switch-in, edit settings, suspend).

• The sub-tenant can manage their own subscription independently.

This model is suitable for clients who prefer to handle their own billing, or when you want to refer clients to concorbit without taking on the billing relationship.

Note: The billing type is set during creation and displayed on the partner dashboard. Changing it after creation may require contacting support.

Switching into a Sub-Tenant

To work within a client's workspace as if you were logged in as one of their users:

1. Go to the partner dashboard at /clients.

2. Find the sub-tenant in the list.

3. Click Switch in in the Actions column.

You are now operating inside the sub-tenant's workspace. The interface looks and behaves exactly as it does for the sub-tenant's own users. You can:

• View and manage their contacts, invoices, vault, and other data.

• Configure their workspace settings.

• Access their audit log.

• Manage their users and roles.

Returning to Your Parent Workspace

Look for the tenant-switch indicator in the header or sidebar. Click it to return to your parent workspace. The exact UI element depends on your current concorbit version.

Security Considerations

• Switching into a sub-tenant gives you access to all their data.

• Only grant the partner.clients permission to trusted team members.

• All actions you take while switched in are recorded in the sub-tenant's audit log, attributed to your user account.

Editing a Sub-Tenant

1. On the partner dashboard, click Edit next to the sub-tenant.

2. You are taken to the edit form where you can update:

   • Sub-tenant name: change the client's organisation name.

   • Custom domain: add or change the sub-tenant's custom domain.

3. Click Save changes.

Module management for existing sub-tenants is typically handled by switching into the sub-tenant and using their Settings > Modules page directly.

Configuring Sub-Tenant Settings

You can configure most settings for a sub-tenant by switching into their workspace. The key areas you will typically configure for clients:

Workspace Settings

• Organisation name, timezone, locale, currency.

• Portal configuration (enabled/disabled, custom CSS, navigation).

• Trash retention period.

Brand Settings

By default, sub-tenants inherit your Agency brand settings. This means your logo, colours, and fonts automatically appear on their portal, emails, and documents.

If a client needs their own branding:

1. Switch into the sub-tenant.

2. Go to Settings > Brand.

3. Toggle off Inherit from parent to break inheritance.

4. Configure the client's brand settings.

See Brand & White-Label Settings for details on the inheritance model.

SMTP Configuration

Each sub-tenant can have its own SMTP providers, or use the platform mailer. For white-label clients:

1. Switch into the sub-tenant.

2. Go to Settings > SMTP.

3. Add the client's SMTP provider and configure a custom sending domain.

This ensures emails from the sub-tenant come from the client's own domain.

Users and Roles

Invite users to the sub-tenant:

1. Switch into the sub-tenant.

2. Go to Settings > Users.

3. Click Invite user and enter the client's team member email.

Sub-tenant users only have access to their own workspace. They cannot see or access your parent workspace or other sub-tenants.

Sub-Tenant Module Access

Sub-tenants can only use modules that:

1. Are available on the Agency tier.

2. Were enabled when the sub-tenant was created (or subsequently activated).

3. Are active on your parent workspace (deactivating a module on your parent does not automatically deactivate it on sub-tenants, but tier restrictions still apply).

To change a sub-tenant's active modules:

1. Switch into the sub-tenant.

2. Go to Settings > Modules.

3. Toggle modules on or off.

White-Label Cascading

One of the key benefits of the Agency tier is automatic brand cascading:

How It Works

1. You configure your brand on your parent workspace (Settings > Brand).

2. Sub-tenants that have inherit_from_parent enabled (the default) automatically use your brand.

3. Your logo, colours, fonts, and layout settings appear on:

   • The sub-tenant's client portal.

   • Emails sent from the sub-tenant.

   • Proposals and invoices generated by the sub-tenant.

   • Public documents published by the sub-tenant.

Customising Per Client

If a specific client needs different branding:

1. Switch into the sub-tenant.

2. Go to Settings > Brand.

3. Edit any field, it becomes an override.

4. The override takes priority; unchanged fields still inherit from your parent brand.

Full Independence

To completely disconnect a sub-tenant from your brand:

1. Switch into the sub-tenant.

2. Go to Settings > Brand.

3. Toggle off Inherit from parent.

4. Configure every brand field from scratch.

Suspending and Activating Sub-Tenants

Suspending a Sub-Tenant

If you need to temporarily disable a client's workspace (e.g., unpaid invoice, end of engagement):

1. On the partner dashboard, find the sub-tenant.

2. Click Suspend in the Actions column.

3. The sub-tenant's status changes to "Suspended".

When suspended:

• Users of the sub-tenant cannot log in.

• The sub-tenant's portal becomes inaccessible.

• Data is preserved, nothing is deleted.

• Wholesale-billed sub-tenants may still incur charges during suspension (check your billing terms).

Reactivating a Sub-Tenant

1. On the partner dashboard, find the suspended sub-tenant.

2. Click Activate in the Actions column.

3. The sub-tenant's status changes to "Active" and access is restored.

Viewing Aggregated Metrics

The partner dashboard header shows aggregate statistics across all your sub-tenants:

• Total sub-tenants: how many client workspaces you manage.

• Wholesale count and cost: sub-tenants on wholesale billing and their combined monthly cost.

• Direct count: sub-tenants billed directly by concorbit.

• Your users: the number of seats on your parent workspace and their cost.

• Estimated monthly total: your combined bill for user seats plus wholesale sub-tenant charges.

These metrics update in real time as you add or remove sub-tenants and users.

Bulk Operations

Creating Multiple Sub-Tenants

Currently, sub-tenants are created one at a time through the creation form. For large-scale provisioning, consider using the concorbit API:

1. Generate an API token from Settings > API Tokens.

2. Use the API endpoint to create sub-tenants programmatically.

3. Each API call creates one sub-tenant with the specified name, domain, billing type, and modules.

Managing Multiple Sub-Tenants

The partner dashboard provides per-row actions for each sub-tenant. To perform the same action across multiple sub-tenants (e.g., suspending several at once), you currently need to act on each one individually or use the API.

Best Practices for Agencies

Onboarding a New Client

1. Create the sub-tenant with the appropriate billing model and modules.

2. Switch into the sub-tenant and configure workspace settings (timezone, currency, etc.).

3. Optionally customise the brand if the client needs their own look.

4. Set up SMTP with the client's sending domain for white-label email.

5. Invite the client's team members with appropriate roles.

6. Enable the portal and invite the client's contacts.

Offboarding a Client

1. Export data: switch into the sub-tenant, go to Settings > Data Export, and create a full export for the client's records.

2. Notify users: inform the client's team that their workspace will be deactivated.

3. Suspend the sub-tenant: this preserves data while preventing access.

4. Remove after retention period: once you are confident the data is no longer needed, contact support to permanently remove the sub-tenant.

Keeping Costs Under Control

• Use wholesale billing for clients where you want to markup and resell.

• Use direct billing for clients who should pay concorbit themselves.

• Regularly review the partner dashboard metrics to track your total costs.

• Deactivate unnecessary modules on sub-tenants to keep things focused (though this does not reduce the per-sub-tenant charge).

Security

• Only grant partner.clients to senior team members you trust with client data access.

• Remember that switching into a sub-tenant gives full access to that client's workspace.

• All actions taken while switched in are logged in the sub-tenant's audit log.

• Consider enforcing MFA on all roles with the partner.clients permission.

Troubleshooting

"I don't see the Sub-tenants card in Settings"

Your role does not include the partner.clients permission. Ask a workspace admin to add it to your role, or ensure your workspace is on the Agency tier.

"I can't create a sub-tenant"

• Verify your workspace is on the Agency tier. Sub-tenant management is not available on concorbit or concorbit Pro.

• Ensure you have the partner.clients permission.

"Sub-tenant portal shows my agency brand but the client wants their own"

Switch into the sub-tenant, go to Settings > Brand, toggle off "Inherit from parent", and configure the client's brand.

"Client's emails are coming from concorbit.com"

The sub-tenant needs its own SMTP provider and custom sending domain. Switch in and configure Settings > SMTP and the Email Domain page.

Related Documentation

• Agency Overview, what the Agency tier includes and pricing.

• Subscription & Billing, managing your Agency subscription and costs.

• Brand & White-Label Settings, brand inheritance and customisation.

• Email (SMTP) Configuration, custom sending domains for sub-tenants.

• Roles & Permissions, the partner.clients permission.