Getting started
Core concepts
Organisations, workspaces and why every record belongs to exactly one.
The account model
Systemly separates identity, commercial ownership, and client data. This is deliberate: the person signing in is not the same thing as the agency paying for the subscription, and neither should be confused with a client's operating data.
| Layer | What belongs there | Example |
|---|---|---|
| User | Login, profile, sessions | Alex Taylor |
| Organisation | Subscription, agency branding, organisation team, workspaces | Taylor Digital |
| Workspace | Contacts, deals, messages, content, calendars, workflows, settings | ABC Plumbing |
Organisations
An organisation represents the agency or business using Systemly. It owns the plan and groups together the people and workspaces that belong to that business. Organisation owners and admins can create and administer workspaces.
Organisation branding can replace the default product name, logo, and colour where the current plan supports it. Some integrations can also be connected agency-wide and inherited by client workspaces.
Workspaces
A workspace is the tenant boundary for one business. Every operational record is queried through its workspace, and URLs include the workspace's nine-digit ID, for example /w/108629728/crm. The ID never changes, so renaming a workspace does not break a link. See Account and workspace IDs.
Agencies should normally create one workspace per client. A standalone business can use a single workspace indefinitely. A workspace has its own timezone, currency, logo, accent colour, members, integrations, and records.
Roles and permissions
Organisation roles decide who can manage the agency structure. Workspace roles decide what someone can do inside a client. Workspace permissions can also be granted or revoked for an individual member without inventing a new role.
Owner
Full workspace control, including deletion.
Admin
Full control except deleting the workspace.
Manager
Runs operations and can publish workflows and social posts.
Staff
Works with contacts, deals, conversations, calendars, and drafts.
Client
A read-mostly view intended for the agency's end customer.
Navigation follows permissions. If a member cannot see a module, check their workspace role and per-member permission overrides before treating it as a product error.
Integration ownership
For integrations that support shared credentials, Systemly resolves them in this order:
- A connection made for this client workspace.
- An agency-wide connection inherited from the organisation.
- An instance-level fallback configured by the Systemly deployment.
A workspace connection overrides the agency connection without changing other clients. Social profiles and user-authorized calendar connections remain tied to the relevant workspace or user even though Systemly's provider application credentials are shared by the deployment.
Timezone and currency
Timezone and currency are workspace settings because clients can operate in different places. The timezone is used when displaying and accepting scheduled times. The currency applies to deals, payments, and reporting. Set both before importing data or building booking pages.
How records connect
Contacts are the common thread through much of Systemly. Forms, bookings, conversations, payments, opportunities, tasks, and automation activity can all attach to the same contact record. This creates one activity history instead of a different customer record in every module.
Automations react to events inside that workspace and run against its credentials and records. This is why selecting the correct workspace before configuring a form, calendar, or integration matters.