Brands, manuals and how they fit together

A brand holds manuals, files, people and one web address. A manual is one document inside it.

What belongs to a brand, what belongs to a manual

Two manuals in one brand share the library, the team and the domain, and share nothing about how they look.

What counts against which limit

Brands are counted per account. Manuals are counted per brand.

• Only brands you own count. A brand somebody else owns and invited you into does not spend your allowance. The header on All brands (opens in a new tab) shows both numbers.
• Manuals are counted inside one brand. Pro allows 10 manuals in each of its 5 brands, not 10 in total.
• Storage and people are per brand too. Filling one library does not touch another brand.
• A brand runs on the plan of its owner. You can be on Free and work in a Business brand with everything Business allows.

See What each plan includes for every number, and Billing (opens in a new tab) for what you use now.

The primary manual

One manual in each brand is the Primary one, and it is served at the brand address itself. The first manual in a brand becomes primary automatically. Setting a new one takes it off the old one.

WhereDashboard, Brand manual, Manual actions, Make primary

The button needs the Edit sections and content permission, and it is hidden on the manual that is already primary. Brand settings and the manual cards mark that manual with a Primary badge.

Which address answers what

Brand slugs and manual subdomains share one pool of names, so neither can take a name the other holds. More in Addresses and Using your own domain.

Making a brand

WhereDashboard, Overview, Add a brand

1. Give it a Company name. The address is made from that name, with a suffix added if that address is already taken.
2. Add a Tagline (optional), the line under the heading on the cover. Left empty it reads Brand guidelines.
3. Start from a template fills the new manual with sections ready to write into. See Templates.

You become the owner. The brand is created with one manual in it, already primary and on the brand address, and you are switched into it.

Switching brands

The brand you are working in is remembered, so it survives a reload and a new tab. Three ways to change it:

• The select at the top of the sidebar, once you are in two or more brands.
• A brand card on All brands (opens in a new tab), which lands on that brand manual. A Search brands box appears above four or more cards.
• A row on Agency (opens in a new tab), which opens that brand at its manual, its team or its settings.

Switching never changes what you may do. Your role is set per brand, so you can be the owner of one and a viewer in the next.

The agency page

Agency (opens in a new tab) is a table of every brand you can reach. Four tiles sit above it:

Each row names the brand, its address, its owner, its plan, what it needs, how many manuals are published, the last recorded change and how full its storage is. The Needs column lists, in this order: read only, storage full or nearly full, manuals past their end date, an end date soon, no published version, changes to publish, open threads. A brand with nothing outstanding says Nothing waiting. Storage counts as nearly full from 85 percent. The buttons on the right follow your permissions in that brand.

Moving a manual to another brand

WhereDashboard, Settings, Manuals, Move a manual to another brand

1. Press Move a manual to another brand. The form opens below it.
2. Pick the manual under Manual and the brand under Into brand. Only brands where you may manage settings are offered.
3. Decide about Copy the files it uses as well, on by default.
4. Press Move manual.

You need the Edit workspace settings and domains permission in both brands. Sections, saved versions and comment threads move with the manual, and the move is written into the history of both brands. Page views stay behind in the old brand analytics.

The files

If the files need more room than the receiving brand has left, the move is refused before anything happens, and the message says how much is needed against how much is free. A single file that cannot be copied keeps its existing address, and the result says how many were left behind.

What the move changes

• It is not primary where it lands, unless the receiving brand had no manual at all.
• The brand it leaves gets a new primary if this manual was it: the oldest manual left there takes the brand root.
• The path slug may change. A name already taken in the receiving brand gets a suffix. The history entry records the old and the new one.
• A subdomain the receiving brand may not hold is dropped, and the manual falls back to the receiving brand host.

When there are more than the plan covers

Nothing is deleted for being over a limit. What is over it becomes read only: it stays in the lists, it opens, it exports, and its public page serves what it served before. For 14 days after a downgrade nothing is frozen at all. Brands freeze first, then manuals. Under Settings the owner chooses which brands and which manuals stay active. Without a choice, the most recently edited ones are kept. See What a downgrade freezes.

Deleting a manual, deleting a brand

• A manual is deleted with Delete this manual under Manual actions on the manual page, after typing delete to confirm. The button is not offered when it is the only manual in the brand. The manual and its sections are removed permanently.
• A brand is deleted under Danger zone at the bottom of Settings, by its owner only, after typing the brand slug to confirm. The button reads Delete workspace. Its manuals, its library, its members and its uploaded files are deleted with it, and a place against your plan is freed at once.
• Handing a brand over keeps the work. See Handing a brand over.