How to structure fibery for multiple clients

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I work for an agency that helps clients implement HubSpot instances. Generally an implementation has all of the following:

  • Meetings and transcripts
  • Tasks
  • Sales and process flow charts (whiteboard)
  • SOP’s

We also created an integration (as a test) that queries the client’s hubspot instance and pulls in their Objects, Workflows, and Properties as actual entities in Fibery. This way we can @ mention these properties when discussing or documenting features.

My question is, since we have many clients, how are we to structure fibery in a way to handle all of them? Right now I’m leaning towards a full fibery instance for each client for the following reasons:

  • The Hubspot integration really only works at the top level and it would be hard to scope it to client. ie if I @ mention the status property on a Deal, I’ll see dozens since all clients have a status property
  • It seems like it would be impossible to scope Fibery AI to a specific client and their data if we kept everything in one instance. Ideally we could store all our transcripts, documentation, and tasks, the ask the AI question like “Who are we supposed to assign deals to when they are created?” based on past conversations
  • When the project is finished, we’d want the client to have persistent access to this for documentation, and also if they decide to do future work with us. I’m not sure how the licensing model works in this case

I see the following drawbacks to keeping each client separate:

  • Becomes more difficult for our team to see all their tasks across clients
  • Licensing would become very expensive (2-3 of our team members x 12 clients….seems excessive). Also what to do once the project ends and how to keep licensing
  • Constant context switching as we work on many clients at once (not a huge deal, we already do this with trello)

Any advice on how we could make this work or a best path forward? Fibery seems like the ideal tool to bring all of this together since we currently are using about 3-4 different tools (Figjam, Trello, MS Word/Excel, PM software) to manage these implementations.

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Fibery brings a load of value when your data isn’t siloed, but in this instance, I don’t see so much value from having all clients’ data in one place, so I would definitely lean towards multiple workspaces.

As for the drawbacks:

we can solve this with an agreement about your licence usage across all workspaces, e.g. you pay for yourself and colleagues in one single workspace, and then are free of charge in all others. We can thrash out details as needed. Reach out to us in chat.

This is a bit harder, but perhaps our community has ideas.

I personally solve this by using containers (in Firefox) but other browser have similar functionality

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Some questions:

  1. When you deliver the documentation, do you want to deliver ownership? Or keep ownership and let them into it to use it?
  2. How big is the 12 “Status” problem? Would you want only “Closed” property that all clients share access to? Is there no primitive fields on it that are client specific?

There are some possible solutions to bringing multiple hubspot accounts into the same database set in Fibery (if the Fibery team chooses to work on it, or opens it up to custom integrations). But like Chris is saying, there’s a chance you’re better off having separate workspaces (unfortunately), if you want to deliver ownership to your clients.

The problem of 12 “Closed” status COULD (i think) be solved with permissions. If you assign yourself a client you are currently working on, and have access control be tied to that relation. Then you only have access to the statuses (and other properties) of just that client when working on them.

You could try asking AI to make you a Fibery to Fibery integration. Currently it’s enterprise only, but AI might be able to make you a custom one. Then feed all the tasks from all the client workspaces into a single HQ workspace. It would be read only, maybe? Not sure clean though. This is a complex beast!!