Set up a multi-brand organisation

A second brand lets one part of your business run under its own name, numbering, job types and customer emails, from the same login. This guide walks through deciding, setting one up, and what running several brands means for your team.

Creating brands needs the Tenant Admin role.

Decide whether you need one

Add a brand when you’d answer the phone differently: a separate trading name, a white-label contract that puts someone else’s name in front of the customer, a commercial arm that numbers and words things differently from the residential one.

Don’t add one just to split up who does the work. A brand is a heavy tool: customers, jobs and job types each belong to exactly one brand, so anything both halves share has to be built twice. To group engineers by region, trade or depot, use teams inside one brand.

A quick test: if the customer shouldn’t notice the difference, you probably want a team. If the customer should see a different name, logo or wording, you want a brand.

Check your plan

Your plan sets how many active brands you can have.

Plan	Active brands
Free	1
Basic	2
Standard	5
Professional	10

Only active brands count, and Brand Management warns you as you get close. At the limit, WorkWing won’t create, copy or reactivate a brand until you deactivate one, change plan, or ask us to raise the limit. If you move to a smaller plan, the brands you already have stay as they are.

Know what’s split and what’s shared

Each brand has its own:

• name, logo and colour, which your customers see on emails and the tracking page
• terminology, so one brand can say “technician” and another “engineer”
• job numbering, with its own format and its own counter
• job types, with their forms, SLA targets and required skills
• customer and resource layouts
• email templates and the en-route text switch
• business hours, which SLA clocks count in
• teams
• customers and jobs

These are shared across the whole organisation: your members and their seats, roles, resources, skills, custom fields, the parts catalogue, integrations, secrets, webhooks, your custom domain, security and sign-in settings, and billing.

Brands has the full list with the reasons behind it.

Set it up

1. Create or copy it. In Settings > Brand Management, click Create Brand for a blank one, or open the row menu on an existing brand and click Duplicate to start from a copy. A copy brings the appearance, terminology, job settings, job types and layouts with it, but no customers, jobs or resources, and numbering starts again at 1. See Creating a brand.
2. Leave it inactive until it’s ready, if your team shouldn’t book work against it yet.
3. Give it its identity. Logo, colour and doorstep codes on Appearance, then the words on Terminology.
4. Set the job numbering. On Job settings, pick a format that tells the brands apart at a glance, such as COM-{NUM:5} for commercial and RES-{NUM:5} for residential. Your team will read job numbers out on the phone, so a prefix saves a lot of “which one?”.
5. Build its job types. A copied brand has its own copies, so edit them freely without touching the original brand’s. A new brand starts with one called General Job. See Build a job type from scratch.
6. Set its business hours, if its SLA targets should only count while it’s open. See Business hours.
7. Rewrite its emails. On Email templates, make the wording sound like this brand. Then decide on the en-route text under Customer notifications.
8. Give people access. See the next section.
9. Switch it on on its Appearance tab.

Give people the right access

Roles are held per brand, and someone with no role in a brand can’t work in it. A Tenant Admin has everything in every brand.

When you invite a colleague from Settings > Team Members, you pick the brand and the role they get in it. Change role on their row changes the role in a brand they already have. Someone who’s already a member can’t accept a second invitation, so to give a colleague a role in a further brand, use Add to brand on their row and pick the brand and role. A Tenant Admin works in every brand without being added to each. See Team members and Roles and permissions.

Resources belong to your organisation, not to a brand, so one engineer can work for several. A Tenant Admin opens their record and uses the Brand access tab to tick which brands they work in. Auto-assignment only picks them for jobs in the brands you tick. A dispatcher assigning by hand can still choose them.

An external worker is invited to one brand at a time.

What changes day to day

Dispatchers pick a brand. When someone with access to several brands creates a job, they pick the brand first, because the job types they can choose from depend on it. The jobs and customers lists both have a brand filter.

Customers don’t cross brands. A customer belongs to one brand and can’t be moved later. A company that buys from two of your brands needs a record in each. See Adding a customer.

Jobs stay where they’re booked. Moving a job to another brand is a separate permission that only Tenant Admin holds out of the box.

Reports add brands together. The reports dashboard covers every brand you can see, added together. A Brand Administrator sees their brands, a Tenant Admin the whole organisation.

The sign-in page shows one logo. People sign in before they’ve picked a brand, so the sign-in page uses the logo from your oldest active brand.

API keys belong to one brand. A key sees its own brand’s data and nothing else, so software that works across several brands needs a key for each. Webhooks are set once for the organisation, and each event says which brand it happened under. See API keys and Webhooks.

Integrations are shared. One connection to your accounting system serves every brand. See Integrations.

Retiring a brand

Deactivate it on its Appearance tab. It drops out of the brand pickers, everything it holds stays put, and it no longer counts against your plan. Deleting a brand also deletes its customers and job types, and WorkWing won’t delete one that has jobs, so deactivating is nearly always the right call.

What’s next

• Brands: what belongs to a brand and what’s shared
• Creating a brand: create, copy, deactivate and delete
• Roles and permissions: what each role can do in a brand