An agency reading about AI chat usually asks the wrong question first: which plan is big enough for twelve clients. The size is rarely the problem. The structure is.
Twelve clients means twelve sets of content that must never meet, twelve widgets on twelve domains, twelve places leads have to land, and one question that decides everything else: whose name is on the invoice.
What is separate, and what is not
Three clients in one workspace. Switch between them, then read the second card.
The separation on the left is the part that works without you thinking about it. A widget answers from exactly one knowledge base, and it only answers on the domains listed for it, so a dental practice's policies cannot surface on a law firm's site even by accident.
The card on the right is the part to plan, and it is where the two workable setups differ.
The two setups, and the question that picks one
The deciding question is not technical. It is whether AI chat is something you resell as part of a retainer, or something you set up and hand over.
If you resell it, one workspace is simpler right now: one bill, one place to work, and you decide what each client sees. If you set it up and hand it over, a workspace per client is cleaner, because the thing that pays for itself stays with the person who benefits from it, and nobody has an awkward conversation when the retainer ends.
This matters enough to say plainly: the product has no agency tier, no client sub-accounts under one bill, and no margin built into it. What exists is a workspace and its plan. If you run everything in one workspace, the rebilling is a line on your own invoice, and the limits in the table above are shared by everybody in it.
The numbers you need before promising anything
Plans are the same for an agency as for anybody else, so the ceiling is a question of arithmetic rather than negotiation. Knowledge bases run 1, 5 and 25 across Starter, Pro and Business, which is the hard limit on how many clients fit in one workspace. Team members are 1, 5 and 25. Widgets are 1 on Starter and unlimited on Pro and above.
Then the number that actually bites: answers per month, 3,000, 8,000 and 20,000, pooled. Twelve small clients fit inside that comfortably. Two of them running a campaign in the same week do not, and the first you hear of it is the usage meter.
welcomeai.devEvery limit each plan enforces, written downSetting up a client in the order that avoids rework
The sequence matters more for an agency than for a single site, because you are going to do it twelve times.
- One knowledge base per client, named for the client. Never one base with everybody's content and a prompt asking it to be careful.
- Crawl or connect their site, through the WordPress plugin, Webflow, Shopify or the crawler, depending on what they are on.
- Create the widget and list only their domains, including their staging address. This is the step that enforces the separation at request time.
- Point the leads at the client's own destination, not a shared inbox of yours. HubSpot, ClickUp, Mailchimp, CallRail or Slack, whichever the client already uses.
- Read the unanswered questions after two weeks and send the client a short list of what their site does not explain. That list is the most billable artefact in this whole process.
That last step is the one agencies underuse. The assistant produces, for free, a list of the gaps in a client's content, in the client's customers' own words. It is a content retainer that justifies itself.
What to tell a client who asks about privacy
Two sentences, both true and worth having ready. Their content lives in their own knowledge base and no other client's assistant can read it. And the widget only answers on the domains listed for it, so somebody copying the tag onto another site gets nothing.
If they need more than that, the honest answer is a workspace in their own name, where they own the data and the billing, and you work in it as an invited member.
Questions people ask
Pick the billing model first, because everything else follows from it. Then set up one client end to end, including the lead destination and the unanswered list, before you sell it to the other eleven.
welcomeai.devHow to add an AI chatbot to your website
