Client Organizations

If you run the sales process for your customers, each customer can have its own organization with its own people, groups and records. Client organizations let you manage all of them from one place. You jump between them quickly, search all their notes at once, add up their numbers in one chart, and ask an AI assistant questions that cover several of them.

Nothing is shared by accident. Adding a customer as a client gives nobody extra access. Everybody sees only what they can already see in each organization.

This is an opt-in feature. It is off for every organization until an admin switches it on, and nothing about it shows until then. See Switch it on.

Use cases

Situation	How client organizations help
An agency runs the sales process for ten customers	Keep each customer in its own organization and open any of them in one click.
You want to know which customers mention a price change	Search the notes of all your clients at once.
You report to your own boss on all customers together	Build one chart that adds up the numbers from every client you are a member of.
Every new customer should start with the same setup	Create the new client organization set up like one you already run.
A customer wants to stop being run by you	The customer’s admin leaves. Nothing is deleted.
You want an AI assistant to compare customers	Allow it in several organizations and ask in one chat.

Before you begin

It must be switched on. Only an admin can do that. Until then there is no Client organizations page in Settings, no Client organizations tab in Search, no sidebar section and no choice of organizations in charts.
Adding a client takes two admins. You must be an admin of your own organization and of the customer’s organization. If you are an admin of both, you can do it yourself.
Access is never added. A teammate sees a client’s data only if they are already a member of that client, and only what their own role there allows.
One level only. A client cannot run other organizations, and an organization that runs clients cannot become a client itself. A client has one organization running it at a time. You can run up to 50 clients.

Switch it on

Open Settings, then Organization.
Scroll to the bottom. An admin sees a switch with the title Run your customers’ organizations from here, and three short lines under it.
Turn the switch on.

Now Settings → Client organizations, the Client organizations tab in Search, the sidebar section and the choice of organizations in charts all appear. Teammates who are not admins do not see the switch.

You cannot turn it off while clients are still listed. Remove them first.

Add a client

Open Settings → Client organizations. You see the organizations you run, with a count such as “2 of 50”.

Add an organization that already exists

Under Organization to add, choose Pick an organization you run.
Select Add.
A message says Client organization added. It now appears in the list with an Open button.

The list only offers organizations where you are an admin. If there is none, it says No other organizations to add. Adding the same one again changes nothing.

Create a new client organization

Select New client organization.
Type a Name, for example “Northwind Traders”.
Under Set it up like, choose one of your clients, or A fresh standard setup.
Select Create. A message says Client organization created.

It is ready straight away and added to your clients, and you become its admin. Choosing an existing client copies its objects, fields, forms and Autopilots, so every client works the same way. The copied Autopilots start switched off. No records and no people come along.

Open a client

In Settings → Client organizations, select Open next to a client.
In the organization switcher, each client you are a member of is listed just under the organization that runs it.
In the sidebar, open the Client organizations section. It lists each client you are a member of. Open one to see its groups, then pick a group. You move into that client and the group opens.

Inside the sidebar section you only see the groups you could see inside that client yourself.

“You’re not a member”

If you run a client but are not a member of it, the list shows its name with You’re not a member and no Open button. You see no notes and no records from it. Ask the client’s admin to invite you.

This is on purpose. Running a client from here is not the same as having access to its data.

Stop running a client, or leave

The two sides of the link can end it at any time. Nothing is deleted, and nobody gains or loses access to anything.

From the organization that runs the client. An admin chooses Stop running … from here next to the client, then Remove.

From the client. On the client’s own Settings → Client organizations page it says Run by and the name of the organization that runs it. An admin of the client can choose Leave, then confirm Leave.

If the organization that runs clients is deleted, its clients carry on as ordinary organizations, and someone else can add them.

Search across clients

The Client organizations tab in Search reads the notes and records of all your clients at once. It finds things for you in every client you are a member of, and skips the rest.

Open Search, then the Client organizations tab.
Choose Notes or Records at the top.
Under Which organizations, keep All client organizations or pick one client.
For records, choose the Object, for example Companies. For notes, you can narrow the notes down to one object too.
Type in the search box. The hint reads “Search the notes, e.g. pricing or next steps” for notes, and “Describe what you’re looking for” for records.
Select a result to see it, or Open its organization. Select Show more for more results.

Each result shows which client it came from. Notes come newest first.

Before any client is added, the tab says No client organizations to look into.

If a client does not have the object you picked, or a field you filter on, that client is left out of the results. It is never shown unfiltered.

Save a search for later

Great for a weekly look at the same customers.

Set your search the way you want it.
Select Save filters.
Type a Name, for example “Hot deals in Oslo”.
Optionally turn on Share with my team. Everyone here then sees it in their list.
Select Save. A message says Filters saved.

To use one again, open the Saved list and choose it. Shared ones show “Your whole team sees this one”; yours alone show “Only you see this one”. Select the bin to delete one.

Saved searches are kept as records in the background, and are checked against your memberships every time they run. A shared search never shows anyone more than they can already see.

Charts across clients

A chart can add up the numbers of all your clients instead of just this organization. That gives you one number or one bar chart for your whole portfolio.

Open a report and add or edit a chart.
Under From, in Which organizations, choose All client organizations. You can also choose Selected client organizations.
Choose the rest of the chart as usual.

The hint under it says it adds up the numbers from every client you are a member of. Teammates see totals only from the clients they are in.

Good to know:

Clients are matched by the object and field names. A client without that object or field is left out.
Number, bar, pie, stacked and grouped charts can do this, with count, sum, average, minimum, maximum and ratio. Forecasts and some other chart kinds cannot.
Clicking a bar does not open the records, because they live in each client.
A shared report link never shows these charts.

See Reports for building charts.

Autopilot steps across clients

An Autopilot can read from your clients too. The Filter Records and Search Messages steps can look across all your clients, or the ones you choose, instead of only this organization. Each result tells you which client it came from.

These steps only read. They never change anything in a client. Great for a weekly digest of what is going on across all your customers. See Autopilot.

AI assistants across clients

The Assistant and connected AI tools such as Claude or ChatGPT can answer questions that cover all your client organizations, for example “Which customers asked about renewal this month?”. They search records and messages in each client you are a member of, and skip the rest.

The assistant only sees what your own role allows in each organization.
When an AI tool connects, the sign-in page lets you pick which organizations it may reach. See MCP.
The assistant can create a new client organization copied from one you have set up, and copy setup between organizations. It asks you before it does either.

Troubleshooting

I cannot find Client organizations in Settings

It is not switched on yet. An admin turns it on at the bottom of Settings → Organization. If you open the page directly it says Not switched on.

I cannot add a client

You need to be an admin of both organizations. An organization that already has someone running it cannot be added by another, a client cannot run other clients, and an organization that runs clients cannot become one. The message says Couldn’t add that organization.

The client shows “You’re not a member”

You run it, but you have not been invited into it. Ask its admin to add you.

The search finds nothing from a client

You must be a member of the client, and the client needs the object and fields you used. Try without filters.

My chart is missing a client

Charts only count clients you are a member of that have the same object and field names.

I cannot turn it off

Remove all clients first.