Agency & White-Label
Become an agency, provision and brand client workspaces, and roll up billing.
If you resell ReflexWare to your own clients, the Agency feature lets you run their workspaces under your brand. Each client gets a completely independent, full-featured organization — with its own logo, its own custom domain, and its own team — while you keep a single rolled-up view of every client's plan, revenue, and activity.
This guide covers becoming an agency, creating and managing client organizations, branding a client independently, opening a client's workspace, rolled-up billing, and provisioning a branded chat widget into a client.
Who this is for
Agencies, consultants, and resellers who want to give each of their clients a private, independently branded ReflexWare workspace instead of sharing one account. Managing clients requires the owner or admin role in your organization — everyone else in your organization can view the client list read-only.
Becoming an agency
Agency access comes from the Agency plan.
- Go to Settings → Plan.
- Find the Agency plan and select Choose plan.
- Complete checkout.
Once your organization is on the Agency plan, an Agency item appears in the left sidebar. If you don't see it, your organization either isn't on the Agency plan yet, or agency mode hasn't been enabled for it — ask whoever manages your ReflexWare account.
The Agency page
Open Agency in the sidebar. The page has three tabs:
| Tab | What it shows |
|---|---|
| Clients | Every client organization you've created, with its plan, lifetime revenue, active subscriptions, and status. |
| Chat widgets | Chat widgets you've provisioned into each client, with a shortcut to push a new one. |
| Billing | A rolled-up financial summary across all of your clients. |
By default your clients are called "Clients," but the label may read differently (for example "Brands" or "Accounts") if it's been customized for your organization.
Creating a client
Each client you create is a brand-new, independent organization — its own workspace, its own team, its own data — that the client can use immediately.
- On the Agency page, select New client (top right, or from the empty state if you have no clients yet).
- Enter a Name for the client.
- Optionally enter a Contact email for the client's primary contact.
- Select Create client.
The new client organization is created with its own default settings (timezone, starter data, and so on) — exactly as if the client had signed up on their own. You are automatically added as an owner of the new client organization, which is what lets you open its workspace later.
Branding a client independently
Every client can look completely different from your agency and from every other client. Branding is set per client and never shared.
- On the Clients tab, find the client's row.
- Select the ⋯ menu at the end of the row, then Edit branding.
- In the dialog you can set:
- Square logo URL — used for icons and favicons in the client's workspace.
- Wide logo URL — a wider wordmark shown in headers where it fits better.
- Custom domain — the client's own domain (for example
clientbrand.com). This must be unique across the whole platform — if another organization is already using that domain, saving will fail with a message telling you so.
- Select Save branding.
Leaving a field blank clears that piece of branding for the client.
Note: this branding dialog does not change the client's accent color/theme (Cobalt, Violet, custom brand color, and so on). That's set separately, per organization, from inside the client's own workspace — see Appearance & Theming. Each client sets its own theme just like any other organization would.
Opening a client's workspace
To work inside a client's account — set up their leads pipeline, answer their support inbox, configure their chat widget, and so on — open their workspace directly from the Agency page.
- On the Clients tab, find the client.
- Select Open (or Open workspace from the ⋯ menu).
You're switched into the client's organization and taken to their subdomain or custom domain, exactly as if you were a member who just switched organizations. Use your organization switcher to come back to your agency account when you're done.
Rolled-up billing
The Billing tab on the Agency page gives you a single financial view across every client you manage:
- Clients — how many active client workspaces you have.
- Total revenue — lifetime revenue collected across all clients combined.
- Active subscriptions — the total count of active or trialing subscriptions across all clients.
- Wallet float — the combined wallet balance held across all clients.
- Revenue by client — a chart breaking down revenue per client, so you can see at a glance which clients are driving the most business.
This view only ever includes organizations you created as clients — it never includes any other agency's clients or unrelated organizations.
Provisioning a chat widget into a client
If you've built a chat widget for your own organization — with a welcome message, colors, and an AI support bot configured the way you like — you can push a copy of it straight into a client instead of setting one up from scratch for every client.
- On the Agency page, open the Chat widgets tab.
- Find the client you want to provision a widget for and select Provision.
- Enter a Widget name.
- Under Clone settings from, either leave it as Start blank or choose one of your own existing chat widgets as a template.
- Select Provision.
What gets cloned, and why embed domains reset
When you clone from a source widget, ReflexWare copies that widget's theme (colors, launcher button, welcome message) and its AI bot configuration into the new widget.
It does not copy:
- Allowed domains — the new widget starts with no allowed domains, so it can't be embedded on any website yet. This is intentional: your widget's allowed domains are for your website, and the client will be embedding on their own website, which is a different domain. The client (or you, on their behalf, from inside their workspace) needs to add their own domain under the widget's Allowed domains before the embed code will work there. See Chat Widget for how that step works.
- FAQs and announcements — these are client-specific content, so a fresh widget always starts without them.
Once a client's widget has at least one allowed domain, the Chat widgets tab shows it as Embeddable; otherwise it shows No domains. Selecting the copy icon next to a widget copies its embed snippet so you can hand it to the client (or paste it into their site yourself while you're inside their workspace).
Related
- Appearance & Theming — how each organization (including every client) sets its own accent color and light/dark mode.
- Chat Widget — creating, customizing, and embedding a chat widget in more detail.
- Account & Team — roles, permissions, and switching between organizations.