The more clients and Google Business Profiles (GBPs) you manage, the faster your task list grows - and so does the need for team support. Even with automation and AI in Localo, handling dozens or hundreds of GBP profiles alone is a big challenge. That’s why workspaces and subaccounts were created: two complementary mechanisms that organize your work, enable task sharing, and let you maintain full control over permissions - without the chaos of sharing logins and passwords.
1 - What are Workspaces?
A workspace is a separate, organized "zone" in Localo. Each workspace can include:
Assigned Google Business Profiles,
Its own settings and change history,
A list of subaccounts (users invited to this workspace),
A separate subscription and billing.
Each workspace operates independently—data and invoices never mix. Most often, you’ll create a workspace for a specific client, brand, or group of locations to keep things organized and clear.
2. What is a Subaccount in Localo?
A subaccount is a separate access point to your workspace. You can invite:
Members of your team,
A client you want to show results to,
An external specialist (e.g., a copywriter for posts).
Every invited person appears in the Members tab and receives a role:
Administrator – full access,
Team Member – no access to settings or payments.
💡 Cost - The number of subaccounts does not affect the price. You pay only for the workspace plan (GBP profile limit).
3. How to add colleagues or other people to the workspace?
Inviting coworkers or employees to your Localo workspace is a quick way to collaborate and delegate tasks - without sharing your login credentials.
To get started:
Click on your profile icon in the top right corner of the Localo dashboard and select “Settings”.
Then navigate to the “Members” tab (Here, you’ll see a clear overview of who already has access to your workspace).
Click the “Invite Member” button to add a new team member. All you need is their email address and to select their role - either Manager or Owner. Owners have full access, while Managers can see and use the workspace but cannot make changes to settings and check Billing section.
Once invited, your team member will receive an email with a link to join your workspace. Every invitation will be valid 7 days. You can revoke or update their permissions anytime with just a few clicks in the ''Members'' section.
Once a user accepts the invitation to join a specific workspace in Localo, they simply log in using the email address the invitation was sent to and a password they create during the setup process.
4 - How to create a Workspace?
If you want a client or employee to have access only to specific profiles, you should create a separate workspace for them. This way, you can control exactly which profiles and resources they can see and use, ensuring privacy and security for other projects or teams.
Here’s how you can create such a workspace:
Go to your Workspace Settings from the main dashboard.
Click on ''Create workspace''
Enter your Workspace's name.
Pick a plan (based on the number of GBPs you will have to add to a given workspace).
You can create multiple workspaces and invite several team members or collaborators to each one, making it easy to manage different teams or projects within your account. Each workspace operates independently, and a subscription purchased for one workspace does not automatically transfer to others - if you want to create additional workspaces, you need to purchase a separate plan for each. This means that every workspace requires its own active subscription, and fees are charged separately for each workspace, regardless of the number of workspaces or users you have.
Your Workspaces Settings
Here you can update the name of your workspace to better reflect your organization. This area also provides quick access to customer support through the "Let's talk" button and allows you to manage your subscription details with the "Manage plan" option. All essential workspace management tools are conveniently organized in one place.
5. When to Create New Workspaces and When to Invite via Subaccounts?
Need | Solution | Why? |
Separating a large client’s data from the rest | New workspace | Data, settings, and billing are kept separate |
Inviting a colleague to help with one project | Subaccount | Quick and convenient, no need to create a new workspace |
Giving a client access only to their profiles | Separate workspace + client subaccount | The client sees only their own data |
Delegating tasks in a growing agency | One workspace + subaccounts | Shared management of data and tasks, without chaos |
6 - Access Regulations
PLEASE NOTE!
After logging in every added coworker, employee or client will gain access to the entire workspace environment - including all the business profiles linked to that workspace. This ensures that each invited team member sees the same data and tools, without needing to manage multiple logins or separate accounts.
If you want your client to have access to only their own business profile - so they can track progress and monitor changes independently - the best approach is to create a separate workspace just for them. Choose a subscription plan that matches the number of business profiles the client should have access to. Once the workspace is set up, your client can log in using the email address and a password they create, gaining direct access to their designated profiles and insights, without seeing any other projects or data.
This collaborative structure is perfect for scaling your efforts without compromising on control or security. It’s especially helpful when different people need to work on different business locations or manage review replies and content posts.
Need more help?
Contact our team at [email protected] – we're here to make setup smooth and successful.