# Agencies & managed accounts

> Run several client shows under one agency contract, see every workspace on the Agency Board, sync your team, and understand contract billing.

> For the complete documentation index, see [llms.txt](https://docs.conviapro.com/llms.txt).

A managed account is one contract that covers several Convia Pro workspaces. It's built for production agencies that run shows for their clients, and for organizations with several shows under one bill. Convia sets the account up with you; it isn't bought at checkout. This page covers what the agency owner sees and what changes for the workspaces under the contract.

## How a managed account works

- **One contract, one bill.** The contract pays for every workspace under the account. Those workspaces have no billing of their own.
- **Workspace count is set by the contract.** Your contract says how many workspaces the account can hold.
- **Each workspace runs on a plan set under your contract.** That can be a standard plan such as Professional, or a plan made for your agency, and workspaces under one account can be on different plans. Seat limits inside each workspace follow its plan.
- **Workspaces stay separate.** Each show keeps its own brand settings, content, members and social channels, as described in [Workspaces & teams](https://docs.conviapro.com/docs/workspaces-and-teams.md).

## Set up an agency account

Managed accounts are arranged with Convia directly. Get in touch through [conviapro.com/contact](https://conviapro.com/contact), or talk to your Convia representative if you already have one. Convia then:

- creates the account for the agency owner, who needs an existing Convia login;
- creates new workspaces under the account, or moves your existing workspaces into it.

You can't add workspaces to the account yourself. Ask your Convia representative when you take on a new show.

When an existing workspace moves under your account, its own subscription is canceled, because the contract now covers it. If a workspace later leaves your account, it moves to the free plan and needs its own subscription to carry on as before. Your agency team is also removed from that workspace, apart from its owners.

## The Agency Board

The **Agency Board** is the agency owner's view of every show under the contract. Open it from **Agency** under **Workspace** in the launcher. The Agency pages are for the agency owner: people on your agency team work inside the workspaces but don't get these pages.

Each workspace card shows:

- the show's logo and name, and the names of its clients;
- **new intake**: episodes your client submitted through the Client Portal that are still drafts;
- **in production**: your team's other draft episodes;
- **total**: every episode in the workspace;
- **Open**, which takes you into that workspace.

The board lists only workspaces under your managed account. Other workspaces you belong to stay in the normal workspace switcher.

The **Workspaces** page lists the account's workspaces in a table with each one's **Plan** and **Status**.

## Manage your agency team

The **Users** page lists the people on your agency account, with their role and when they were added.

To add someone to your agency team, contact your Convia representative. Each person is on the team as a **Manager** or a **Member**.

To give your agency team access to your shows, click **Sync Members to Workspaces** on the **Users** page. Convia adds everyone on your agency team to every workspace under the account and notifies anyone newly added.

How sync assigns roles:

| Agency role | Role in each workspace |
|---|---|
| Owner or Manager | **Manager** |
| Member | **Contributor** |

People who are already members of a workspace keep the role they have there. The sync is safe to run again whenever workspace membership is out of step, for example after someone joins your agency team. Workspaces that Convia creates or moves into your account get your agency team automatically.

## Billing for managed workspaces

- The agency **Billing** page explains that billing for managed accounts is handled by your sales representative. Contact sales@conviapro.com or your account manager for any change to the contract.
- Inside each workspace, the **Billing** page says the workspace is part of a managed account contract. Changing or canceling the plan, buying add-ons and buying credit top-ups aren't available there. The workspace's owners and managers ask the agency owner, who arranges changes through the contract.

## If the contract lapses

If the contract's payment lapses, or the contract is paused, every workspace under the account pauses at once. Members see **Agency Account Paused** with a message to contact the account administrator. There are no payment buttons, because only the agency can resolve it. Nothing is deleted, and access comes back automatically when the contract is reactivated.

From the paused screen, members can still switch to any other workspace they belong to.

> [!WARNING]
> Scheduled posts don't publish while a workspace is paused. A post that comes due is marked **Failed** and the team is notified. Reschedule those posts once the contract is active again.

## Give your clients access

Each workspace can invite its client to the [Client Portal](https://docs.conviapro.com/docs/client-portal.md), where they see the episodes you've marked ready, leave comments, submit new recordings and, if you allow it, connect their own social channels. The portal header shows **Produced by** and your agency's name under the show's name.

Recordings a client submits land in the **Intake** tab on that workspace's Episodes page, and they're counted as **new intake** on the Agency Board while they're still drafts.

## Related

- [Client Portal](https://docs.conviapro.com/docs/client-portal.md): invite clients and choose what they see.
- [Workspaces & teams](https://docs.conviapro.com/docs/workspaces-and-teams.md): roles inside each workspace and how to switch between them.
- [Plans, trials & billing](https://docs.conviapro.com/docs/plans-and-billing.md): what the standard plans include.
- [Get support](https://docs.conviapro.com/docs/get-support.md): help with an agency account or contract.

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Source: https://docs.conviapro.com/docs/agencies-and-managed-accounts · Section: Account & billing · Last updated: 2026-10-03