Short answer
Organise agency call tracking with client data separation, task-based permissions and a transparent cost-allocation rule. Check accounts, numbers and integrations, and prepare how each client workspace will be handed over when the relationship ends.
Key verification: Test access between clients and reconcile costs with each project inventory.
Sources and limitationsOrganizes the call tracking of an agency with a data space per client, accesses per function and a cost distribution rule. One report folder isn't enough if users, numbers, or integrations still point to a common account that mixes different businesses.
Define the structure before adding clients. It must allow you to operate, review consumption, and deliver work when the relationship ends without depending on shared passwords.
An example structure
| Level | What it contains | Who should review it |
|---|---|---|
| Agency | Contract, Billing and Global Users | Account Manager |
| Client | Data, numbers and connections of that business | Assigned manager and authorized owner |
| Headquarters or website | Specific configuration of that location | Team that operates it |
| User | Limited access to agreed work | Named person responsible for permissions |
It is an operational model; exact names change by provider. The testable principle is that a user of one client cannot open the data of another.
Nimbata: projects and roles
Nimbata organizes clients into projects with their own numbers, calls and integrations. Your agency guide Official source explains project creation, duplication, and delivery. Roles are assigned per project; The same person can have different scopes. See role definition .
When reusing a configuration, review targets, integrations, and warnings. Duplicating a structure does not prove that all connection data corresponds to the new client. Make a rehearsal call where the recipient knows what they should receive.
WhatConverts: Master account, accounts and profiles
WhatConverts uses Master Account for administration, Account for client or business and Profile for the data layer of a website or location. Consult its official hierarchyOfficial source .
Your agency guide distinguishes a master account with separate clients from a master account per client when direct billing is desired. Master account and account users have different scopes. Sources: agency structure and user types .
First decide who should own and pay. Giving global access to the client because it is faster can expose other businesses; use the level that your task allows and check it out.
An access matrix to work daily
- Agency administrator: global users, contract and structure changes.
- Client manager: assigned project configuration and test review.
- Analyst: necessary reports and fields, with justified editing access.
- Client: details of their business and agreed functions.
- External provider: temporary access to a specific task, with a withdrawal date.
This proposal does not ensure that all plans can implement it exactly. Check what permissions the contracted account offers and what each role limits. Graphics, calling, audio, and billing visibility may require separate decisions.
Distribute costs with an understandable rule
Separate shared quota, customer numbers, attributable consumption and authorized extras. Decide in writing how the common quota is distributed and how an increase in usage is managed. A fixed agency price does not eliminate variable consumption.
Fictitious example: an internal fee of €120 is distributed equally among three clients: €40 each. Customer A adds €18 of numbers and €25 of usage, so their assigned cost would be €83. These are invented amounts, not rates or a mandatory billing model.
Reconcile each period with the consumption of the platform and your commercial rules. If there are discounts or shared credits, define how they are applied; Otherwise, subtotals may not add up to the bill.
Three separation tests
- A user from client A can open his report and not that of client B.
- A rehearsal call from A reaches its destination, integration and notification.
- The consumption review attributes its numbers and use to the planned space.
Check tests also after copying a configuration or adding a user. Save internal evidence without recordings or real data in public captures.
Prepare the client handover when the relationship ends
Agree ownership of numbers and data, future contract, export, available transfer and withdrawal of agency users. Confirm what the provider allows and what the customer needs to accept. An export is not equivalent to transferring the entire operation.
The export guide before the downgrade covers the data file. The agency educational case interprets results from a client; The goal here is for each client to maintain an identifiable operating space.
Sources and limitations
Documentary review: . Content type: Documentation-based procedure.
Sources describe terms and capabilities stated by their owners. Proposed protocols and fictional examples do not establish product tests performed by CallsIQ.
- Official sourcehelp.nimbata.com
- role definitionhelp.nimbata.com
- Official sourcewww.whatconverts.com
- agency structurewww.whatconverts.com
- user typeswww.whatconverts.com
Check current terms
Consider these options if they solve the problem described. Confirm features, limits and availability in your country.
CallRail for international clients: its phone-number documentation lists availability in the United States, Canada, the United Kingdom and Australia. Spain is not on that list. Consider this option if you manage phone operations in those markets, and confirm numbers, destinations and terms with the provider. Availability checked on 2 October 2026.
NimbataOfficial pricing for SpainWhatConvertsAffiliate linkCallRailAffiliate linkThe labelled commercial links may earn CallsIQ a commission or referral reward. Our commercial policy.
Official sources, explained calculations and clearly labelled examples. Read about our methodology and use of AI in writing.