When you create a company in Smart Books, you can now choose where it lives. By default it goes into your own workspace, where you own it. If someone has shared their workspace with you, you can create the company there instead. Its owner then owns the company and their plan applies.
Before you start
- You are signed in to Smart Books.
- To use a shared workspace, its owner must have added you as a member and allowed you to create companies.
Steps
- Start a new company. On your company list, select Create New Company.
- Search first. Use the search on the page to check your team has not already registered the company.
- Choose where it lives. Under Where does this company live?, select your own workspace or a shared one.
- Choose your access. For a shared workspace, tick the access you want under Your access and pick a role. Smart Books access is needed.
- Fill the company details. Enter the Company name and Constitution type. PAN, GSTIN, contact and address details are optional.
- Create the company. Save the form. Smart Books opens the new company for you.
Own workspace or shared workspace?
The picker appears only when you have more than one choice. Your own workspace is marked Yours and says you will own the company. A shared one is marked Shared, shows who owns it, and says they will own the company. For shared workspaces it may also show how many companies you can still create there.
If a workspace is shown greyed out, you cannot pick it. The reason is written under its name, for example that the plan allows no more companies, or that you have created as many as the owner allows.
What happens to your access
In a shared workspace you do not own the company, so you choose your own access. The owner decides which roles are on offer. You need a Smart Books role, otherwise you could not open the company you just made. When it is created, a message tells you who owns it. If your Smart Books access is not ready yet, you are asked to open it from the company list in a minute or ask the owner to share it with you.
Messages you may see
- You are no longer a member of that workspace. Choose another workspace. The owner removed you. Pick another workspace.
- The owner does not allow you to create companies in this workspace. Ask the owner, or choose another one.
- You have created as many companies in this workspace as the owner allows. Ask the owner for more room.
- The plan allows a limited number of companies. Ask the owner to upgrade, or for your own workspace use Plans & billing in Manage.
- Choose your access in Smart Books for this company. Tick Smart Books under Your access.
After a refusal, the list of workspaces refreshes so you see the current choices.