Spaces
One shared room per customer company: documents, recordings, messages, and a joint action plan.
By Sebastian StreiffertPublished Jan 10, 2026Updated May 4, 20266 min read
What you can do here
A Space is one shared room per customer: your team on one side, theirs on the other, with the documents, recordings, messages, and the plan you are both working from in the middle.
It replaces the email thread with eleven attachments where nobody is sure which version is current. The customer opens a link and is in. They never create an account.
- Run an onboarding where both sides can see what is done and what is next.
- Send a walkthrough recording instead of booking another call.
- Keep the proposal, the contract, and the plan in one place a customer can actually find.
- Let the customer add their own colleagues without asking you first.
2 of 3 done
- 1Action plan: The steps both sides are working through
- 2Shared files: Only what you publish, never your whole library
- 3Recordings: A walkthrough stays a draft until you send it
Open a Space
There is one Space per company, and you reach it from the company record rather than from a list of its own.
Open the company
Set it up while it is a Draft
Invite people, then make it live
| State | What it means |
|---|---|
| Draft | Yours to set up. The customer sees nothing. |
| Live | The customer can open it. |
| Archived | Closed down. Reopen it if the relationship restarts. |
Decide who does what
The People panel lists both organisations separately, so it is always clear who is on which side. You can give each person a label saying what they do here, and the other side sees it.
| Role | They can |
|---|---|
| Manage | Everything below, and can invite or remove their own colleagues. |
| Contribute | Open and download what you share, comment, and upload files. |
| Read only | Open what you share. No downloading, commenting, or uploading. |
Invitations go out by email with a link. If the email does not go through, the invitation still exists and you can copy the link and send it yourself.
Share work, not your whole library
Documents
Publishing is a deliberate step. A file attached to the company is not in the Space until you share it, so nothing leaks into a customer's view by accident.
Recordings
Record a walkthrough without leaving the browser: your screen, a window, or a tab, with your camera in a corner if you want to be on screen. Check your microphone level before you start.
A recording stays a draft until you send it. You can rename it, unpublish it, or delete it afterwards.
Messages and history
A message thread, and a timeline of everything that has happened. Both sides see the same history, so nobody has to forward anything to catch someone up.
Search
Search inside a Space covers files, recordings, and messages together.
Run an action plan
The action plan is the shared answer to "what happens next". Each step has an owner, a due date, and can belong to your side, their side, or either.
- Group steps into phases and reorder them as the work changes.
- Tick a step off, or mark it not needed and bring it back later if it turns out it was.
- Mirror a step as a task in the CRM so your side works it from the normal task list.
- Start from a template when onboarding follows the same shape every time.
What the customer sees
Customers get a simple view with three tabs: Activity, Documents, and People. Someone working with you in more than one Space sees them all listed together.
Quick reference
Was this article helpful?