Workspace setup
Branding, channels and AI settings
Organise your workspace identity, communication channels and optional AI provider.
For workspace administrators
On this page
Find the right settings section
Each section has its own save action. Moving between tabs preserves staged changes in the current page; it does not save them. Save the section before leaving or refreshing the page.
| Section | Use it for |
|---|---|
| Company | Name, logo and accent colour |
| Website Chat | Widget appearance, activation, allowed websites and installation |
| Connect, pause and disconnect your workspace’s business number | |
| Email & Privacy | Email visibility preferences and links to connected mailboxes |
| Billing & plan | Subscription, payments and access to AI & Credits |
| Management | Team, roles, source routing, mailboxes, billing and deleted items |
Make the workspace your own
In Company, update the name, logo and accent colour your team and customers see. Review the upload requirements shown beside the logo field. Your business type and workspace identity are managed separately from visual branding.
The same business branding is used across relevant sign-in and document surfaces. Changes to a logo or display name do not change who may access the workspace.
Connect mailboxes and route the work
Use Settings → Management → Connected mailboxes to manage the accounts used by your business. Configure the mailbox with the credentials and connection details supplied by your email administrator. Use Source routing to assign eligible team members.
Review Email & Privacy to control the supported visibility options. A mailbox connection, source assignment and email service activation are separate setup steps. Verify sending and receiving with a test conversation before relying on the channel for customer enquiries.
Connect WhatsApp Business
Open Settings → WhatsApp. With Your own Meta app, use a verified Cloud API number registered in your business portfolio, your Meta app ID and secret, WhatsApp Business account ID, phone number ID and a production system-user token. Gatherdesk verifies these credentials before saving them. Copy the generated callback URL and verification token into your Meta webhook settings, verify the callback, subscribe to messages, then refresh and activate WhatsApp.
Guided Meta sign-in is a separate option when enabled by Gatherdesk. It opens a Gatherdesk connection window and then Meta’s sign-in flow. Both options keep your workspace’s number, conversations and team assignments separate. Changing the connection method of an already bound account requires a supported migration; disconnecting does not erase its history.
Give team members WhatsApp access through Source routing. Claim the enquiry in the Pool or WhatsApp Inbox before replying. Freeform replies use the customer’s 24-hour service window; outside it, select a supported approved template and confirm the customer’s permission. Meta’s messaging charges and payment method are separate from your Gatherdesk plan. WhatsApp Business app coexistence is not supported in this release.
Configure an AI provider
Choose the provider
Open AI & Credits from Billing & plan or Management. Choose Gatherdesk AI credits or My own API keys, then choose a provider available in that mode. Your account needs permission to manage these settings and any secrets.
Set up your chosen mode
With Gatherdesk AI credits, purchase prepaid credit and wait for payment confirmation; no workspace API key is needed. With My own API keys, create a key in your provider account and save it in the matching section; the provider bills you directly. Switching modes preserves existing credits and saved keys but uses only the selected mode.
Check service access
A saved preference or key does not by itself enable replies. The workspace and channel must allow AI. Managed mode needs an available provider and sufficient credit; own-key mode needs a valid provider account and available quota.
Enable the specific workflow
AI-assisted drafts and automatic replies use the selected provider and billing mode. Enable automatic replies for the specific Website Chat or WhatsApp resource and supply accurate business guidance. A staff reply or takeover pauses automatic responses until AI is resumed.
Keep a person in the loop
AI can help draft responses, but it may produce incorrect information. Check important advice, prices and availability before sharing. Business context and relevant conversation content are sent to the selected provider when that feature runs, so include only information appropriate for that purpose.
An unavailable managed provider or missing own-provider key does not silently switch to another provider or billing mode. If provider access, credits, quota or application usage limits prevent a reply, human handling remains available. Removing a saved key disables the corresponding own-provider readiness.