Multi-Company Setup Guide
Smart Business 360 is an operating system for multiple companies in one platform. Each company holds its own data, users, integrations, and enabled modules. Managed by Platform Super Administrator or Tenant Administrator.
How Separation Works
Company separation is enforced at the data layer. Nearly all business records (leads, plots, vouchers, employees, conversations, campaigns) contain a company identifier, confining queries strictly to the active working company.
Practical Security Consequences:
- Isolated Record Access: A user in Company A cannot view Company B's records, even if using a direct URL link.
- Per-Company Integrations: Every business links to its own WhatsApp number, Facebook Page, and ad accounts. Reporting is per company (cross-company reporting requires Super Admin scope).
- Independent Accounting: Chart of accounts, financial years, and vouchers are strictly per company. There is no shared ledger.
Company Profile Records
Company profile records store identity, contact info, commercial subscriptions, and file handling rules:
1. Identity Fields
| Field | Notes |
|---|---|
| Name | Working name shown throughout the interface |
| Legal name | Registered entity name, used on printed documents and vouchers |
| Domain | Primary web domain |
| Subdomain | Platform subdomain used to reach this company |
| Logo | Appears in the interface and on printed invoices/reports |
2. Contact & Classification
| Field | Notes |
|---|---|
| Contact email, Contact phone | Primary administrative contact |
| Industry | Classification for industry reporting |
| Size category | Headcount or revenue band |
| Address, City, State, Postal code, Country | Official entity address used on documents |
3. Subscription Fields
| Field | Notes |
|---|---|
| Subscription plan | Commercial plan attached to this company |
| Subscription status | Current standing (Active, Past Due, Suspended) |
| Subscription expiry date | Date the plan lapses |
| Active | Inactive companies are retained but cannot be worked in |
4. File Handling & Upload Security
| Field | Default | Notes |
|---|---|---|
| Maximum attachment size (MB) | 10 | Applies to all uploads within the company |
| Allowed file extensions | All | Comma-separated list (e.g. .pdf, .docx, .png). Leave empty for all. |
| Public task links enabled | Off | Allows task sharing links that work without sign-in |
Module Entitlements
Module entitlements determine which of the 22 navigation modules are enabled for a company. Unentitled modules do not show up for any users in that company, regardless of user permissions.
| Control | Question it answers | Scope |
|---|---|---|
| Module entitlement | Has this company bought or enabled this module? | Company |
| Permission | May this user use it? | User or Role |
How to Change Module Entitlements (Steps 1-4):
- Log on as a Super Administrator for the platform.
- Click on the Super Admin Console.
- Select the target company.
- Switch modules on or off. (Disabled modules remain in the database without data loss; re-enabling restores full access).
Creating a New Company (Steps 5-11)
Recommended First-Run Implementation Sequence (Steps 12-21)
When establishing a new company tenant, follow this strict dependency sequence:
- Company branding and logo: Upload official logo and set branding colors.
- Module entitlements: Verify enabled navigation modules.
- Administrator account: Configure primary tenant admin.
- Role and permission groups: Set up job roles and permission sets.
- Departments: Create organizational department structure.
- Users: Provision team member accounts.
- Financial year and Chart of Accounts: Establish fiscal calendars and ledger accounts.
- Voucher types: Define financial voucher categories.
- Master data: Configure properties, items, warehouses, and project master records.
- Integrations in channels: Link WhatsApp API, Facebook Pages, Instagram, and ad accounts.
Historical Data Note: Opening balances and historical postings should be imported AFTER step 18 so postings allocate correctly to fiscal years.
Switching Between Companies
The company switcher dropdown automatically appears in the Admin Console for users authorized across multiple companies.
The Active Working Company Controls:
- Which records are visible and which sidebar modules appear.
- Which integration credentials (WhatsApp, Facebook) are active.
- Where new records, vouchers, and leads are created.
Always verify active company context before creating records. Vouchers posted to the wrong company must be reversed (no cross-company inline editing).
Deactivating a Company
Deactivating a company prevents user sign-ins while preserving 100% of historical data. Companies can be reactivated at any time. Permanent deletion is intentionally unavailable to protect audit trail integrity.