> For the complete documentation index, see [llms.txt](https://academy.shade.inc/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://academy.shade.inc/guides/setup-and-migration/set-up-an-agency-workspace.md).

# Set up an agency workspace

One drive per client, a reusable template drive, and guest access that keeps clients out of each other's work.

**Outcome:** a workspace where every client has a drive built from the same template, your team can reach all of them, and each client sees only their own work.

**Who it's for:** agencies, studios, and production companies working for several outside clients at once.

**Time:** about an hour, plus about five minutes for each new client after that.

## Before you start

* Work through [Your first week in Shade](/guides/setup-and-migration/your-first-week-in-shade.md), or at least decide on your metadata fields and folder structure.
* Read [Guests vs Workspace Members](https://academy.shade.inc/sharing-and-collaboration/guests-vs-workspace-members). Clients should almost always be guests or link recipients, not members.

## The layout

```
Studio Workspace
├── [Template] Client Drive      (empty, holds fields and views)
├── Client: ACME                 (duplicated from the template)
│   ├── 2026-03 Spring Campaign  (from a folder template)
│   └── 2026-06 Product Launch
├── Client: Globex
└── Archive                      (finished work and B-roll, whole team can browse)
```

## Steps

{% stepper %}
{% step %}

### Build the template drive

Create `[Template] Client Drive`. Add the metadata fields every client drive needs, such as Status, Deliverable type, and Campaign, plus the views your team uses. Leave it empty.
{% endstep %}

{% step %}

### Save a project folder template

Inside any drive, build one project's folders, for example `01_Brief`, `02_Footage`, `03_Edit`, `04_Review`, and `05_Delivery`. Right-click the parent folder, choose **Save folder as template**, and turn on **Save to Workspace**.
{% endstep %}

{% step %}

### Set safe defaults for new drives

In **Settings > Members**, under **Drive Inheritance**, set **Default Access for New Drives** to the level your whole team should have on every client, usually **Edit**. Contractors aren't included in default inheritance, so freelancers won't see new client drives automatically.
{% endstep %}

{% step %}

### Create a drive for each client

Right-click the template drive, choose **Duplicate Drive**, and rename the copy `Client: ACME`. Inside it, create each project from the folder template: right-click, hover over **Create new folder**, and pick the template.

Clients can see the names of drives they have access to, so keep drive names client-facing.
{% endstep %}

{% step %}

### Give clients the narrowest access that works

Pick one of these approaches per client:

* **Links** (simplest): share a review or delivery folder with a published link. The client doesn't need an account. See [The client review loop](/guides/review-and-client-delivery/the-client-review-loop.md).
* **Folder guest:** share the client's `04_Review` and `05_Delivery` folders with their email addresses. Guests see only what's shared with them and don't take a paid seat.
* **Drive guest:** for clients who upload often, share the whole client drive with guest access.

See [Inviting External Collaborators](https://academy.shade.inc/sharing-and-collaboration/inviting-external-collaborators).
{% endstep %}

{% step %}

### Standardize your links

In **Settings > Sharing**, edit the **Client** and **Reviewer** link templates to match your agency's defaults, for example a 30-day expiry and watermarking. If you don't want anyone creating one-off links with looser settings, turn off **Allow custom links**.
{% endstep %}
{% endstepper %}

## Variations

* **Track clients and projects as records:** add Clients and Projects objects to a shared drive. See [Model projects and clients as custom objects](/guides/custom-objects-and-metadata/model-projects-and-clients-as-custom-objects.md).
* **Very large clients:** give each project its own drive, such as `ACME - Spring Campaign`, so access can be granted one project at a time.

## Related guides

* [Your first week in Shade](/guides/setup-and-migration/your-first-week-in-shade.md)
* [Work with freelancers](/guides/review-and-client-delivery/work-with-freelancers.md)
* [Deliver final files to a client](/guides/review-and-client-delivery/deliver-final-files-to-a-client.md)


---

# Agent Instructions
This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com.

## Querying This Documentation
If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question.

Perform an HTTP GET request on the following URL with the `ask` and `goal` query parameters:

```
GET https://academy.shade.inc/guides/setup-and-migration/set-up-an-agency-workspace.md?ask=<question>&goal=<user_goal>
```

`ask` is the immediate question: it should be specific, self-contained, and written in natural language.
`goal` is what the user is ultimately trying to achieve, the reason they need the answer. Sharing it helps GitBook give you a better, more relevant answer. A goal is most helpful when it describes the outcome the user wants rather than restating the question. For example, with `ask=how do I create an API token`, a goal like `build a script that syncs our docs to a CMS` lets GitBook tailor the answer to that use case.

The response will contain a direct answer to the question and relevant excerpts and sources from the documentation.

Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.