Spaces

    One shared room per customer company: documents, recordings, messages, and a joint action plan.

    Team Feature
    Updated Sep 25, 20266 min readBy Sebastian Streiffert

    What a Space is

    A Space is one shared room per customer company: your team and theirs, with the files, recordings, messages and action plan you both work from. Customers open a link; they never create an account.

    Northwind Advisory
    Draft
    Onboarding plan2 of 4 done
    • Kickoff callDone
    • Send the data templateDone
    • Return the filled templateDue Oct 3
    • Import contacts and dealsDue Oct 8
    A Space from your side, on the Action plan tab. The customer sees a simpler view of the same room.
    • 1
      State: a Draft Space is invisible to the customer. Make it live when it is ready.
    • 2
      Tabs: Dashboard, Conversation, Files, Recordings, People, Organisations, Activity and Action plan.
    • 3
      Action plan: steps with an owner, a side and a due date. Both organisations see it.

    Before you begin

    • Your plan includes Spaces. Without it, company pages show no Space controls at all.
    • Run Spaces to start a Space, invite customers and share files. View Spaces to open one. Manage Spaces to archive or delete one.
    • A company record for the customer. There is one Space per company.

    Start a Space

    1

    Open the company

    Open the customer's company from Companies.

    2

    Click Start Space

    In the ⋯ menu on the company header, click Start Space. From then on, a Space button next to Back opens it.

    3

    Set it up while it is a Draft

    Share the files they should see and write the first steps of the plan. Customers see none of it yet.

    4

    Invite people, then make it live

    Click Invite for each person, then Make it live. Invitees cannot open a draft Space.

    StateWhat it means
    DraftYours to set up. Customers cannot open it.
    LiveInvited customers can open it.
    ArchivedRead only for everyone. Reopen it if the work restarts.

    Invite the customer's team

    Invite someone from Northwind Advisory

    Invite someone from the customer's company. They need no Lumenbase account.
    • 1
      Role: what they can do in this Space.
    • 2
      Link expires: 24 hours, 7, 14 or 30 days.

    The People tab lists Your team and the Client team separately. Give each person a Label, such as Account manager, that the other side sees. It does not change what they can do.

    Give your main customer contact Manage. They can then add their own finance or IT colleague without emailing you.
    If the email does not go out, the invitation still exists. Click Copy link and send it yourself. Each link works only for the invited email address.

    Share files and recordings

    Files

    On the Files tab, pick from the files attached to this company. Sharing opens the same file to the customer; it does not copy it. Nothing in your Artifacts is visible until you share it.

    Every upload is checked before anyone can open it. Files a customer uploads are held until someone on your team releases them.

    Recordings

    On Recordings, record your screen, a window or a tab, with your camera if you like. Save as draft keeps it private; the customer sees it only once you send it.

    Conversation and search

    Conversation is one message thread, and Activity is a timeline of everything that happened. Search this Space covers files, recordings and messages together.

    Run an action plan

    1

    Add the plan

    On the Action plan tab, click Add action plan, or Start from a template if onboarding follows the same shape every time.

    2

    Add steps

    Click Add step. Give each a title, an owner, a Side (your team, the client team, or Either side) and a due date. Group steps with a phase or a milestone.

    3

    Work through it

    Tick a step when it is done, or Mark as not needed and Bring back later. Turn on Also a task in the CRM so your side works the step from Agenda.

    Plan templates are set up by an admin in SettingsSuitesSalesSpaces. Dates in a template count from the start date you pick.

    What the customer sees

    Customers get a simpler view with three tabs: Activity, Documents and People. Someone in more than one Space sees them listed together.

    A Space covers the whole relationship with a company. To share progress on one project only, use the project's read-only status link. See Projects.

    Troubleshooting

    ProblemFix
    There is no Start Space on the companyYour plan does not include Spaces, or your role lacks Run Spaces.
    A customer sees "This Space is not open yet"It is still a Draft. Click Make it live.
    "Invitation created, but the email could not be sent."Copy the link from the invite and send it yourself.
    "Invitation link is no longer active"It expired or was used. Send a new invitation.
    "This invitation has already been used"The person should sign in instead; they already have access.
    A file is missing from the share pickerOnly files attached to this company can be shared. Attach it to the company first.
    Nobody can add anythingThe Space is archived, which makes it read only. Reopen it.

    Quick reference

    Start a Space
    CompaniesCompany⋯Start Space
    Open a Space
    CompanySpace
    Plan templates
    SettingsSuitesSalesSpaces
    States
    Draft, Live, Archived
    Customer roles
    Manage, Contribute, Read only
    Customer sign-up
    None. They open the link

    Frequently asked questions

    Do customers need a Lumenbase account to join a Space?

    No. They open the invitation link and they are in. No password to set, no account to create, and no seat used.

    Why is there no Space button on my company records?

    Spaces is off unless your plan enables it.

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