An agency can run every client's forms from one account by grouping forms per client inside a single workspace, giving each client a read-only login that shows only their own forms and submissions, and drawing every client from one shared monthly submission pool, with usage reported per client for invoicing. The client gets visibility without a second subscription, and you get one place to fix things.
What are the usual setups, and where do they break?
- One account per client: clean data ownership, but thirty logins, thirty bills, and nothing to compare across clients.
- Everything in your account, invisible to clients: simple until a client asks whether their form is working, and you become their submission inbox.
- Everything in your account, clients added as team members: they can see, and change, every other client's forms.
- Clients inside one workspace, with scoped read-only logins: one bill and one dashboard for you, a view of their own forms for each client.
What should a client login be able to see?
Their forms, their submissions, and anything that helps them answer leads: the inbox, unfinished forms, and a CSV export. Not settings, not destinations (or a client could redirect their own leads and blame you when they go missing), not your other clients, not billing, not your team. And it should fail closed: a login not tied to a client should see nothing, rather than everything.
How does one shared pool work for billing?
Clients have no allowance of their own; every client form draws on the workspace's monthly submissions, the same way all your forms always have. What changes is reporting: you can see how many submissions each client used this period, which is the number to invoice from, or to notice that one client has outgrown the arrangement. Spam should not count against anyone, client or agency.
What happens when a client leaves?
Two different things, depending on the relationship. If the client is moving on, remove them: their logins go, and their forms stay in your workspace among your own until you delete or hand them over. If the client should own the data and the bill from now on, they should have their own workspace and invite you, which is cleaner for both of you than any transfer.
Clients in WebForms
On the Agency plan, the Clients page lets you add a client by name and see each client's form count, client logins and submissions this period. Put a form under a client from its Settings. Invite a client by email to a free, read-only login that does not use a team seat; they see only that client's forms, inbox, submissions, unfinished forms and CSV export. Removing a client keeps its forms in your workspace and removes only its logins. Clients can also be managed over the API, and the MCP tools show which client each form belongs to.