Workspace Hierarchy & Centralised Billing
ToothFairyAI lets you organise work into a root workspace with child workspaces beneath it, making it easy to mirror real-world structures such as dev, stage, and prod environments, or different teams and departments. The root workspace acts as the central billing and administrative anchor, while each child workspace operates independently with its own agents, knowledge, tools, members, and access controls.
How it works
A workspace hierarchy follows a cloud-style account model — similar to a cloud root account with linked sub-accounts. You get one bill, many workspaces, and full administrative control from the root.
- Root workspace — A standalone workspace (no parent) that acts as the central billing and administrative anchor. All Units of Intelligence (UoI) consumption for its children is billed here.
- Child workspace — A workspace created underneath a root workspace. It inherits the root's plan and UoI allocation, and its billing is managed by the root.
A child workspace cannot itself be used as a parent. The hierarchy supports a single level — one root, with children directly beneath it. If you try to select a child workspace as a parent, the app will prevent it.
Only Business and Enterprise subscriptions can create child workspaces.
Creating a workspace
Workspaces are created from the Workspaces screen — the dashboard that lists every workspace you have access to.
- Open the Workspaces screen
- Click New Workspace
- Fill in the Workspace name
- Choose a Parent Workspace (see below)
- Choose a Business type (domain)
- Click Save
When the workspace is created, you are added as the workspace Root user.
Choosing a parent
The Parent Workspace dropdown lists the workspaces you are allowed to create children under:
- No parent workspace — Creates a standalone root workspace with its own plan and billing.
- An eligible root workspace — Creates a child workspace under that root. The child inherits the root's plan and billing is managed by the root.
If the dropdown only shows No parent workspace, you have no Business or Enterprise root workspaces that you can create children under. Upgrade a workspace to Business or Enterprise, or ask a Root/Super Admin for access.
Who can be a parent
A workspace is an eligible parent only when all of the following are true:
- You have Root or Super Admin access to it
- It is not already a child workspace (it has no parent of its own)
- Its subscription is Business or Enterprise
- It has not reached its child-workspace limit (see below)
Child workspace limits
Each root workspace can create a fixed number of child workspaces, set by its subscription:
| Subscription | Maximum child workspaces |
|---|---|
| Business | 5 |
| Enterprise | 15 |
When a root workspace reaches its limit, it is removed from the Parent Workspace dropdown and you'll see a message that the maximum number of sub-workspaces has been reached for that plan.
Plan your hierarchy before creating child workspaces. A common pattern is to mirror deployment environments (dev, stage, prod) or organisational departments (Sales, Support, Engineering).
Plan & UoI inheritance
Child workspaces inherit their plan from the root workspace — they do not have their own plan.
- The child's subscription type matches the root's subscription type.
- The child's UoI allocation (
maxUsers) matches the root's allocation. - Plan selection is disabled when creating or editing a child workspace — the form shows an Inherited Plan field with the note "billing managed by parent".
- To change a child's plan, change the root workspace's plan instead.
Plan and billing management for a child workspace is handled at the root. Refer to the root workspace for any plan or billing changes.
Centralised UoI billing
All Units of Intelligence (UoI) consumption for child workspaces is billed to the root workspace. Child workspaces are not billed independently.
- One bill — UoI usage across child workspaces is settled at the root workspace's payment method.
- Root-managed — Billing provider (Stripe or Xero) and plan settings are controlled from the root workspace.
Identifying workspaces on the dashboard
Each workspace card on the Workspaces screen shows badges and stats so you can tell root and child workspaces apart:
- Owner badge — Shown on workspaces you own.
- Sub-workspace badge — Shown on child workspaces.
- Parent workspace / Child workspace label — Shown in the single-workspace hero view.
- Belongs to {root name} — Footer hint on child workspace cards, indicating the root they belong to.
- Stats — Each card shows the number of members, the plan (subscription type), and the business type (domain).
Editing a workspace
Open a workspace's settings to edit its name, logo, business type, default chat agent, default chat visibility, and (where available) regional enforcement, MFA enforcement, and team auto-invite. For child workspaces, plan and billing fields are inherited from the root and cannot be edited directly.
Deleting a workspace
Deleting a workspace is irreversible. When you delete a root workspace, all of its child workspaces are deleted first, followed by the root itself. All documents, agents, and configurations within those workspaces are removed.
Deleting a root workspace cascades to every child workspace beneath it. Confirm the list of affected workspaces before proceeding — this action cannot be undone.
Availability
Workspace Hierarchy & Centralised Billing is available for Business and Enterprise subscriptions.
To upgrade to Business or Enterprise, or to modify existing Business/Enterprise workspaces, you will need to contact support.