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How Organizations Work

One Account, Multiple Organizations

Your TawkBase Account
├── Downtown Salon (Organization 1)
│   ├── AI Agent
│   ├── Phone Number
│   └── Settings
├── Westside Salon (Organization 2)
│   ├── AI Agent
│   ├── Phone Number
│   └── Settings
└── Mobile Spa (Organization 3)
    ├── AI Agent
    ├── Phone Number
    └── Settings

Shared Resources

Across all organizations:

  • Billing & payment methods
  • Account balance
  • User account
  • Subscription plan

Separate per organization:

  • AI agent configuration
  • Phone numbers
  • Call history
  • Business information
  • Integrations
  • Company directory

Creating Organizations

Create Your First Organization

  1. Sign up for TawkBase
  2. Complete onboarding
  3. Your first organization is created automatically
  4. Named after your business

Add More Organizations

  1. Click organization name in top menu
  2. Click “Create Organization”
  3. Enter organization name
  4. Click Create
  5. New organization is ready

Organization name examples:

  • “Downtown Location”
  • “Main Office”
  • “Side Business”
  • “Client Services Division”

Switching Organizations

Change Active Organization

  1. Click organization name in top menu
  2. See list of your organizations
  3. Click the one you want to use
  4. App switches to that organization

What changes:

  • Dashboard shows that organization’s data
  • Call history for that organization
  • Settings for that organization
  • Phone number for that organization

What stays the same:

  • Your account
  • Billing information
  • Payment methods
  • Subscription plan

Managing Organizations

View All Organizations

  1. Go to Organizations in the menu
  2. See list of all your organizations
  3. View details for each:
    • Organization name
    • Phone number
    • Call volume
    • Status

Edit Organization

  1. Go to Organizations
  2. Find the organization
  3. Click Edit
  4. Update:
    • Organization name
    • Default settings
  5. Click Save

Delete Organization

  1. Go to Organizations
  2. Find the organization
  3. Click Delete
  4. Confirm deletion
  5. Organization and all data are removed

Warning: This action cannot be undone. All call history, recordings, and settings for this organization will be permanently deleted.

Use Cases

Multiple Locations

Example: Salon chain

Organization 1: Downtown Salon
- Phone: (555) 123-4567
- Address: 123 Main St
- Hours: Mon-Sat 9am-7pm

Organization 2: Westside Salon
- Phone: (555) 234-5678
- Address: 456 Oak Ave
- Hours: Mon-Sat 10am-8pm

Organization 3: Northside Salon
- Phone: (555) 345-6789
- Address: 789 Elm St
- Hours: Tue-Sun 9am-6pm

Each location has:

  • Its own phone number
  • Location-specific hours
  • Separate staff directory
  • Independent call history

Multiple Businesses

Example: Entrepreneur with multiple ventures

Organization 1: Plumbing Company
- Services: Residential plumbing
- Hours: 24/7 emergency
- Staff: 5 technicians

Organization 2: HVAC Company
- Services: Heating & cooling
- Hours: Mon-Fri 8am-6pm
- Staff: 3 technicians

Organization 3: Handyman Services
- Services: General repairs
- Hours: Mon-Sat 9am-5pm
- Staff: 2 handymen

Each business has:

  • Unique service offerings
  • Different pricing
  • Separate branding
  • Independent operations

Departments

Example: Large company

Organization 1: Sales Department
- Handles: New customer inquiries
- Hours: Mon-Fri 8am-6pm
- Transfers to: Sales team

Organization 2: Support Department
- Handles: Existing customer support
- Hours: Mon-Fri 9am-5pm
- Transfers to: Support team

Organization 3: Billing Department
- Handles: Payment questions
- Hours: Mon-Fri 9am-5pm
- Transfers to: Accounting

Organization Settings

Business Information

Each organization has its own:

  • Business name
  • Address
  • Phone number
  • Timezone
  • Business hours

Agent Configuration

Independent settings:

  • Voice selection
  • Custom greeting
  • Training sources
  • Business description
  • Services offered

Integrations

Separate integrations:

  • Google Calendar (different calendars)
  • CRM connections
  • Webhook endpoints

Call Forwarding

Different forwarding rules:

  • Live forwarding numbers
  • Emergency contacts
  • Forwarding methods

Company Directory

Unique directories:

  • Different team members
  • Location-specific staff
  • Department contacts

Billing Across Organizations

Shared Subscription

One subscription covers all organizations:

  • Minutes are pooled
  • All organizations share the minute allocation
  • One monthly bill

Example:

  • Plan: Professional ($199/month, 500 minutes)
  • Organization 1 uses: 200 minutes
  • Organization 2 uses: 150 minutes
  • Organization 3 uses: 100 minutes
  • Total: 450 minutes (within plan)

Usage Tracking

View usage per organization:

  1. Go to Billing → Usage
  2. See breakdown by organization
  3. Identify high-usage organizations
  4. Optimize as needed

Cost Allocation

Track costs per organization:

  • View minutes used per organization
  • Calculate cost per organization
  • Allocate expenses internally
  • Export for accounting

Best Practices

Naming Conventions

Use clear, descriptive names:

  • ✅ “Downtown Salon - Main St”
  • ✅ “ABC Plumbing - Residential”
  • ✅ “Sales Department”
  • ❌ “Org 1”
  • ❌ “Test”
  • ❌ “New”

Organization Structure

By location:

  • Best for: Multi-location businesses
  • Example: “Chicago Office”, “NYC Office”

By service type:

  • Best for: Multiple service offerings
  • Example: “Plumbing”, “HVAC”, “Electrical”

By department:

  • Best for: Large companies
  • Example: “Sales”, “Support”, “Billing”

Keep Information Updated

For each organization:

  • Update business hours regularly
  • Keep phone numbers current
  • Maintain accurate addresses
  • Review settings quarterly

Monitor Performance

Track metrics per organization:

  • Call volume
  • Appointment bookings
  • Customer satisfaction
  • Cost per organization

Limitations

Maximum Organizations

  • Essential Plan: 3 organizations
  • Professional Plan: 10 organizations
  • Enterprise Plan: Unlimited

Need more? Upgrade your plan.

Shared Resources

These cannot be separated:

  • Billing account
  • Payment methods
  • Account balance
  • Subscription plan
  • User login

Data Isolation

Organizations are completely separate:

  • Cannot share call history
  • Cannot share recordings
  • Cannot share directory
  • Cannot transfer data between organizations

Troubleshooting

Can’t Create Organization

Possible reasons:

  • Reached plan limit
  • Invalid organization name
  • Technical issue

Solutions:

  1. Check your plan limits
  2. Try different name
  3. Contact support

Wrong Organization Active

  1. Check organization name in top menu
  2. Switch to correct organization
  3. Verify you’re in the right one

Missing Organization

  1. Check if you have permission
  2. Verify organization wasn’t deleted
  3. Contact account admin

Need Help?

Next Steps