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Workspace

Your workspace is your organization’s home in Heffl. It holds your team members, permissions, integrations, and all the data across CRM, Sales, and Projects.

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Setting up your workspace

When you first sign up for Heffl, you create a workspace by providing:
SettingDescription
Organization NameYour company or team name
CurrencyDefault currency for all financial records (cannot be changed later)
CountryYour primary country of operation
Currency is set during workspace creation and cannot be changed afterward. Choose carefully.

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Team members

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Inviting members

  1. Go to Settings > Team
  2. Click Add Member
  3. Enter the member’s email, name, and assign a role
  4. The member receives an invitation email with a link to join

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Member roles

Every team member has one of three roles:
RoleDescription
OwnerFull access to everything. Can manage billing, delete workspace, and assign any role.
AdminCan manage team members and most settings. Cannot assign owner role or access billing.
MemberAccess determined by their assigned permission set. Cannot manage team settings.

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Permission sets

Permission sets give you fine-grained control over what each member can access. Create custom permission sets to match your team structure.
  1. Go to Settings > Permissions
  2. Click Add Permission Set
  3. Name the set (e.g., “Sales Rep”, “Project Manager”)
  4. Toggle permissions for each module and action
Permissions are organized by module:
ModuleAvailable Actions
CRMView, Create, Update, Delete contacts, leads, deals, tasks, reports
SalesView, Create, Update, Delete invoices, quotations, payments, products, recurring invoices, sales orders
ProjectsView, Create, Update, Delete projects, tasks, activities, timesheets, templates
InboxView and manage chats and messages
FilesAccess the file manager
DocumentsManage document templates
Each permission supports these actions:
  • View - See records
  • Create - Add new records
  • Update - Edit existing records
  • Delete - Remove records
  • Export - Export data
  • Convert - Convert between entity types (e.g., lead to deal)
Duplicate an existing permission set to quickly create variations. For example, duplicate “Sales Rep” and add export access to create “Sales Manager”.

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Managing members

From the team settings page you can:
  • Change a member’s role
  • Assign or change their permission set
  • Remove a member from the workspace

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Workspace settings

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Organization details

Update your workspace information in Settings > Team Settings:
SettingDescription
Team NameYour organization name displayed across Heffl
LogoCompany logo used in documents and the client portal
AddressBusiness address included in invoices and quotations
Tax RegistrationWhether your organization is tax-registered
Date FormatHow dates are displayed throughout the app

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Module number prefixes

Customize how records are numbered across Heffl. Go to Settings > Module Numbers to configure:
  • Prefixes (e.g., “INV-” for invoices, “QUO-” for quotations)
  • Starting numbers for each entity type
Available entities include: Clients, Contacts, Quotations, Invoices, Recurring Invoices, Sales Orders, Payments, Deals, Leads, Tasks, Projects, and more.

Screenshot: Module number prefix configuration

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Client portal

The client portal lets your customers view their quotations, invoices, projects, and files through a branded self-service portal.

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Configuring the portal

Go to Settings > Client Portal to customize: Portal apps - Choose which sections are visible to clients:
  • Quotes
  • Invoices
  • Products
  • Files
  • Projects
Branding - Customize the portal appearance:
  • Hero section content
  • About page (Who We Are, Mission, Values)
  • Contact page (Email, Phone, Office, Business Hours)
  • Payment instructions
  • Default language
Web tabs - Add custom web pages or embedded content to the portal.

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Onboarding checklist

When you first create a workspace, Heffl guides you through setup with an onboarding checklist. Complete each step to get your workspace ready:
  1. Set up your organization details
  2. Invite team members
  3. Import contacts
  4. Configure your sales pipeline
  5. Connect email integration
  6. Customize document templates

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FAQ

No. Currency is set during workspace creation and cannot be changed. This ensures consistency across all financial records.
The number of members depends on your license. Each member requires an active license seat.
Yes. A user can be part of multiple Heffl workspaces and switch between them.
Their access is revoked immediately. Records they created or are assigned to remain in the workspace.