Workspaces and teammates

A workspace holds your team's contacts, companies, deals and everything else. Nobody outside it can see its data. You can belong to several workspaces and switch between them.

Create a workspace

Who can do it: anyone signed in. You can own up to 10 workspaces (counting any scheduled for deletion).

1. Sign in. If you have no workspace yet, you land on the onboarding page.
2. Under Create your workspace (or Or start a new workspace), type the Workspace name, for example "Acme Sales". Click Continue.
3. Answer What kind of business is this? by picking a business type.
4. Under Colors, pick the workspace's color scheme: Fifi pink (already chosen), Ocean, Teal, Forest, Violet, Sunset or Graphite. The preview shows a sidebar item, a card and a button in it. You can change it later in Settings → Workspace, and each person can pick their own (see Workspace settings).
5. Click Create workspace. Or click Skip for now: that picks "Other" and keeps Fifi pink.

What you'll see: your new, empty dashboard with a Get started checklist for your kind of business, each step with a Guide link. (When you pick a business type in step 3, a line below it names the setup guide to read next.) Fifi also sets your profile time zone from your browser.

You become the workspace's owner. Fifi makes a short address for it (shown in Settings → Workspace as "Workspace address"). You don't need to type it.

To create another workspace later, open the workspace switcher (top left) and click New workspace.

Business types

The business type picks the starting modules and the words Fifi uses. You can change it later in Settings → Workspace.

These guides say "contacts" and "deals". Your menus may say Clients, Jobs, Lanes and so on. "Companies", the pipeline stages, web addresses, the API and CSV column names never change. See Modules, business types and plans.

Invite a teammate

Who can do it: owners and admins. Only owners can invite someone as an owner.

1. Go to Settings → Members (or user menu → Members).
2. Under Invite a teammate, type their Email.
3. Choose a Role: Member, Admin or (owners only) Owner.
4. Click Invite.

What you'll see: an Invitation link panel with a Copy button. Fifi also emails the invitation ("‹you› invited you to ‹workspace› on Fifi CRM"). The link works once, only for that email address, for 7 days.

Under Pending invitations you can:

• click New link to resend with a fresh 7 days (the old link stops working);
• click Revoke to withdraw it.

Inviting the same address again replaces the earlier invitation. A workspace can send up to 200 invitations a day, and each person up to 30 an hour.

Join a workspace

1. Open the invitation link from the email or from your teammate.
2. Sign in with the same email address the invitation was sent to (any sign-in method works).
3. On Join your team on Fifi CRM, click Accept invitation.

If you're new to Fifi, the onboarding page also shows You've been invited with a Join ‹workspace› button.

Roles

The full table is in Roles and permissions.

Change a role, deactivate or hand over ownership

Who can do it: owners for anyone; admins for members and admins (not owners).

In Settings → Members, next to the person:

• Change role: choose the role and click Set role.
• Deactivate: Fifi asks first ("Deactivate Jess Kim? They'll lose access right away."). Click Deactivate again and they lose access to this workspace straight away; Keep leaves them as they are. Their records stay. Click Reactivate to bring them back. You can't deactivate yourself.
• Make owner & step down (owners only): Fifi asks first ("Make Jess Kim the owner? You'll become an admin, and only an owner can undo this."). Click Make owner and the person becomes an owner and you become an admin; Keep changes nothing.

A workspace can never be left without an owner. If you try, you'll see "A workspace needs at least one owner. Transfer ownership first."

Switch workspaces

1. Click the workspace name at the top left.
2. Under Workspaces, pick one. The current one has a check mark.

Fifi opens that workspace's dashboard. Links in Fifi's emails (digest, reminders) open the right workspace. If you're in a different one, Fifi asks "Switch to ‹name›?" first.

Try a sample

Want to see Fifi filled in before you set up your own? Open a sample workspace: a made-up business with teammates, clients, history and a busy calendar, yours to click around and change.

1. On the start page (after you sign in, or from the workspace switcher → Try a sample), find Try a sample.
2. Pick one:
   • Dog grooming: "Bubbles & Bows Grooming (sample)". Three groomers with their booking types and hours, three weeks of past appointments and two weeks ahead on the calendar, each at a grooming table or a tub on the salon's floor plan (open Calendar → Floor to see who's at which table now), clients and their dogs (in Pets, each with an illustrated portrait), a new-client form, automations, texts, newsletters and reports. One upcoming nail trim has no seat yet, so you can try Change seat from the Floor view's No seat list.
   • IT consultant: "Northbeam IT Consulting (sample)". Client companies, projects from assessment to contract, discovery calls booked online, follow-up tasks, an email history, newsletters, reports, and an API key and a webhook to look at.
   • Pest control: "Ridgeline Pest Control (sample)". An office manager and three technicians, households (each with their service address and a Map link, and a note on how to get in) and commercial accounts, service agreements from inspection requested to signed, four kinds of visit booked online filling the technicians' weeks, a free-inspection form whose automation makes a call-back task, appointment reminders and "on my way" texts, email with property managers and realtors, campaigns and reports. A home's agreements are filed under the Residential customers company.
   • Trucking and logistics: "Lakeshore Freight (sample)", a Freight and logistics workspace, so deals are called Lanes. It opens on the load board (loads from open to delivered, with check calls and today's stops). Shippers and partner carriers, lanes on the pipeline from lead to won, the Lakeshore Cross-Dock's eight doors on a floor plan (open Calendar → Floor to see which doors are in use; doors 7 and 8 are the reefer doors), dock appointments and shipper discovery calls, a quote form and a driver application, drivers' check-ins by text, email, campaigns, reports, and an API key and a webhook to look at.
   • Pet boarding: "Happy Tails Boarding (sample)". Kennels, runs, suites and cat condos on the kennel board, six weeks of stays around today (today's arrivals and departures included), dogs and cats with their vaccinations and illustrated portraits, meet-and-greets, a booking-request form, and a grooming room with two tubs where guests get a "Bath before going home". One floor plan holds them all: Kennel board → Floor shows the kennels, Calendar → Floor the tubs.
3. Fifi fills it in (a second or two) and opens it. The dates are always around today, in your own time zone.

A blue Sample workspace banner on every page reminds you where you are.

From the website

Fifi's home page shows the five samples under See it with a business like yours, with screenshots and what each one shows. You can also play with the grooming salon's floor plan right there, without an account.

1. Pick a sample's tab and click Try the live … sample (for example Try the live dog grooming sample). Each one has its own address: /try/grooming, /try/boarding, /try/consulting, /try/pest and /try/trucking.
2. If you aren't signed in, sign in with Google or an email code. The sign-in page says which sample you're opening. There are no passwords and no guest accounts.
3. Fifi says "Opening the dog grooming sample" (or the one you chose), fills it in and opens it. The first time you sign in, you go straight to the sample, not to the setup page. When you want your own workspace, click Start your real workspace on the banner.

If you're already working in one of your own workspaces, Fifi asks first: "You're in ‹workspace› right now." Click Open the … sample to switch to it (this switches every tab you have open), or Cancel to stay where you are.

Already have that sample? The same link opens yours, at once. The Back button then goes to where you were before, not back into the sample.

If you've opened several new samples in the last hour, Fifi says "You've opened several samples recently" instead. Samples you already have still open; for a new one, wait a little and click Try again. When lots of people are trying samples at once, you may see "Lots of people are trying samples right now": try again in a minute.

What's different in a sample:

• Nothing leaves Fifi. You can't send email, campaigns or texts from it, connect Gmail or Outlook, invite anyone, add webhooks or API keys, or take bookings and form submissions from its public pages (they show "not found"). Fifi tells you when you try. Everything else works: add and edit records, move projects, complete tasks, run reports, and ask Ask Fifi (within its usual daily limits).
• It's all made up. The addresses end in .invalid and the phone numbers are 555-01xx, so nothing in it can reach anyone.
• It doesn't count toward your 10 workspaces, and plan limits don't apply to it.
• You keep one of each kind. Opening the same kind again opens yours. Start it over replaces it with a fresh one.
• It goes away on its own: 30 days after you opened it, or after 14 days you didn't use it, whichever comes first. Using it means changing something in it, or having it open as your current workspace while you're signed in. A sample Fifi staff suspended still goes 30 days after it was opened.

Done with it? Click Delete sample on the banner. It's gone that night, with nothing to restore. When you're ready for the real thing, click Start your real workspace.

The demo workspace

CorporateMutt staff can create a filled-in demo workspace for you to explore: "Pawsome Supply Co. (demo)", a pet-supply wholesaler with about four months of history. It has teammates (Maya, Sam, Leo, Priya and a deactivated Jordan), 25 companies, 90 contacts, 35 deals, tasks, timeline entries, email threads, three campaigns and a few items in Trash. Every module is on.

• Open it from the workspace switcher.
• The fake teammates use demo.fetchfifi.invalid addresses and never get email.
• You'll get the daily digest for it like any workspace. Turn it off in Settings → Profile while you're in it.
• There's no banner, so check the name in the switcher before you change anything real.

Staff create it with the ops CLI.

Troubleshooting

Related guides

• Signing in
• Roles and permissions
• Workspace settings
• Modules, business types and plans