Run every client
from one workspace

With several clients in one workspace, names do the filing. Pick one pattern and never break it: Client, then event, then date. "Northwind / Shoreditch pop-up / 2026-06-14" is boring and findable. "Fun Friday v2 FINAL" is neither.

Dates in year-month-day order sort themselves. Client names first means everything for one client sits together without anyone building a folder system.

Agree the pattern in a team meeting, write it somewhere everyone sees, and rename the strays every Friday. Five minutes a week beats an afternoon of archaeology in December.

Every person gets their own login, never a shared one. Then give them the role their job actually needs: an owner who holds the workspace, admins who look after branding and invite people, members who run events and read the reports.

Keep the owner and admin list short. Most of the team only needs to run events and read results, and fewer people with wide access means fewer surprises.

Write down who owns what on each account: social, leads, feedback, the debrief. When a client asks a question, everyone knows whose inbox it lands in.

Client seats let a client log in and see their work with you. That is lovely when it is planned and awkward when it is not, so decide before each invite what the client needs: a login to watch their events, or just the debrief at the end.

Settle in the contract who owns the contacts collected at each event. That answer should shape who gets invited and when, not the other way round.

Invite the named person who will actually read the numbers. A shared client inbox as a seat defeats the point of individual logins.

Clients pay for the activation and remember the report. Each event's debrief shares as a PDF, so the Monday deliverable is a file you send, not a deck someone builds over the weekend.

Use the same structure for every client: what happened, what worked, what changes next time. Clients start to trust a format they recognise, and your team stops reinventing the report each month.

Because the debriefs live in the same workspace, the account lead can stack this event against the last one before the review call.

Every event belongs to the organisation, not to the person who set it up. When a producer moves on, take back their seat and everything they built stays in the workspace.

Do the same for clients. When a campaign ends or your contact changes jobs, remove the seat. Their events are still there for the next person on their side.

Make it a checklist item on every leaving list, right next to returning the laptop. Old seats are how former freelancers end up with access three projects later.