Most Remindax customers fit into one of four patterns: single business (one company, internal team), multi-client agency (one company per client, separated workspaces), multi-entity group (one company per legal entity), or multi-site operations (one company, folders per site). Pick the pattern that matches how your data should actually be separated and how your team operates. Below is each pattern with concrete setup choices.

Pattern A — Single business, single team

You are: a small to mid-sized business with one internal team tracking your own expirations.

Examples: a small HR team tracking employee certifications, a single office tracking insurance/permits/contracts, a single fleet of vehicles.

Setup choices
  • Companies: stay in the default company. Rename it from "General" to your business name.
  • Departments: one or two — typically HR, Operations, Finance. Set one as default.
  • Folders: organise by document kind (Insurance / Permits / Contracts / Vehicles).
  • Document types: the standard set — Contract, Insurance, License, Permit, plus any specific to your industry.
  • Tags: urgency (Urgent / Normal), maybe quarter or status.
  • Users: invite each teammate; promote one or two to Admin.
  • Contacts: add the people who receive notifications — internal team, external vendors, clients.
  • Sequences: one default sequence with sensible offsets (60/30/7 days before).
Why this works

Companies are overkill when there's only one business; departments and folders give you all the organisation you need.

Pattern B — Multi-client agency

You are: an agency, consultancy, or service provider managing compliance for multiple clients. Each client's data should be fully separated.

Examples: an IT consultancy managing licenses for many clients, a corporate services firm handling trade licenses for clients in different sectors, a fleet management service running operations for multiple fleet customers.

Setup choices
  • Companies: one company per client. Each company is a standalone workspace — no data crosses between them.
  • Top-right selector: switch between clients via the company dropdown.
  • Plan limits: allocated from the account's overall pool. So if you have 3 clients and your plan allows 500 contacts total, you might allot 200/150/150 across the three.
  • Within each client's company:
    • Departments by internal team servicing the client (Account Management, Compliance, Operations).
    • Folders by document kind.
    • Standard document types.
    • Tags for client-specific groupings.
  • Users: invite your team; assign each user only to the companies they need access to (via their User Permissions screen).
  • Sequences: default sequence applies per company, but you can customise per client if needed.
Why this works

Companies give you compliance-grade separation between clients. A contact in Client A's workspace isn't visible from Client B. Switching between clients is one click. Billing stays unified at the account level.

What to plan for
  • Contacts can't span clients. If two clients share a contact, you'll have two copies (one per company).
  • Templates, document types, sequences don't carry over between companies. Each client needs its own setup. Plan whether to standardise (same defaults across clients) or customise per client.
  • User access: the Owner manages who has access to which client. Editors can have access scoped to single clients via department permissions.

Pattern C — Multi-entity group

You are: a corporate group with multiple legal entities. Each entity has its own compliance trail.

Examples: a holding company with several subsidiary businesses, a multi-brand retailer with separate legal entities per brand, a franchise operation.

Setup choices
  • Companies: one company per legal entity. Compliance separation matters for audit.
  • Departments within each entity: mirror the group's org structure (Legal, Finance, Operations, HR).
  • Folders: by document kind within each entity.
  • Document types: likely identical across entities for consistency in reporting.
  • Users: core group admins have access to all entities; entity-specific staff are scoped to one entity via permissions.
  • Templates: likely standardised across entities for brand consistency.
Why this works

Each entity has its own auditable workspace. Group-level oversight is via the user account being added to multiple companies.

Pattern D — Multi-site operations

You are: a single business operating across multiple physical sites — offices, warehouses, retail locations, branches.

Examples: a retail chain with 20 locations, a logistics operation with multiple warehouses, a multi-clinic medical practice.

Setup choices
  • Companies: stay in one company — the business is one operation, just geographically distributed.
  • Folders: per site — "Site 12 — Insurance," "Site 12 — Permits," etc., or top-level site folders containing per-document-kind subfolders.
  • Tags: for cross-site categories — Urgent / Q3 / Under Review.
  • Departments: by functional team (Facilities, Compliance, Operations) rather than by site.
  • Custom fields: add a "Site" or "Location" custom field to make site-level reporting easier.
Why this works

A single company keeps your operation unified, while folders and custom fields handle the site-level structure. Cross-site reporting (e.g. "all expiring permits across all sites in Q3") stays easy because everything lives in one workspace.

Variation — multi-site as multi-company

If sites are operationally and compliance-separated (different licenses per site, different audit requirements), Pattern B's multi-company structure may fit better. Use Pattern D when sites share compliance trails and management, Pattern B when they don't.

How to decide

A simple decision flow:

  1. Are data and compliance fully separated between groups? (different clients, different legal entities)
    • Yes → Multiple companies (Pattern B or C).
    • No → One company.
  2. Within one company, what's your primary axis?
    • Internal teams → Departments.
    • Sites/locations → Folders or custom fields.
    • Document categories → Folders.

What to avoid

  • Don't make a company per internal team. Companies are heavyweight (no data sharing). Use departments instead.
  • Don't multiply tags to compensate for missing structure. If everyone tags inconsistently, the system gets worse. Decide on a small shared set.
  • Don't pre-create dozens of folders, departments, or types. Add them as you actually need them — pruning unused ones later is more work than creating one when needed.
  • Don't forget plan limits are account-wide. Adding companies doesn't add contact/item capacity — you slice it from the pool.

What happens next

Edge cases & gotchas

  • Pattern changes mid-flight are painful. Splitting one company into two means export-and-reimport. Plan the right pattern upfront if you can.
  • A single user can be in multiple companies. The Owner can assign each user access to whichever companies they need.
  • Contacts don't cross companies. To use a contact in two companies, export from one and reimport in the other.
  • Templates and sequences don't carry across companies. If you've spent time building good ones, plan to set them up in each company.

Related questions

  • Should I create one company or many? Many companies when data must be fully separated (clients, legal entities). One company with departments/folders otherwise.
  • What's the difference between a company and a department? A company is a fully standalone workspace. A department is an internal team within a workspace.
  • Can I move data between companies? Only via export and reimport — there's no in-app move.
  • How do plan limits work across multiple companies? Limits are at the account level. Each company gets an allotted share from the overall pool.

Related articles

Getting Started · Workspace setup checklist · Organising playbook · Companies & Workspaces explained · Migrating from spreadsheets to Remindax