When should I use a sub-account, a team user or a folder?

Sub-accounts keep data separate. Each sub-account has its own contacts, sites, library and AI conversations. Use one for each client, and also for a different business, each location of a franchise, or a brand you want kept separate. A client with three locations or three businesses can have several sub-accounts, and you decide whether to charge per location or one fee for all of them.

Put each client in its own sub-account. You could build AI receptionists for several clients in your main account, but contacts from different businesses would mix together, and separating them with tags gets messy as you grow. Keep client-specific files on the client's contact, in the Files tab at the bottom of the contact.

Keep things in one account when you plan to cross-sell or market several services to the same leads, for example selling photo booth services to people who bought balloon decorations, or running one master campaign to the contacts of every location, because that is harder when the data is separated. Use separate sub-accounts for locations or brands that do not need to share contacts.

Team users are for people who work for your business, such as your own sales agents calling your contacts and leads. They log in to your account, and you can limit them with role based access controls, for example only seeing conversations and contacts so they cannot change your website or delete things.

Folders keep things organized inside one account. For several niches, create folders and subfolders, for example a Snapshots folder with a folder per industry holding the agents, websites and landing pages for each niche. You can have unlimited websites, landing pages and domains in one account.

A useful test: if you hired one support person, would you want them working in one account or switching between several? If one person would work all your brands, keep them in one account. Create a demo sub-account for screen shares so you never show customer data.