Budibase Client Workspace Setup (Onboarding)

Budibase Client Workspace Setup (Onboarding)

1. 01

   Choose cloud or self-hosted deployment before creating the client workspace

   Self-host when the client's data security review blocks third-party hosting; the platform supports both paths. Confirm the choice in writing with the client's IT contact so the workspace is not rebuilt later.

2. 02

   Create the workspace and assign the creator seat deliberately

   Pro ($19/month per user) includes 1 creator and 1 workspace; Premium ($49/month per creator) raises this to 10 workspaces with custom branding and backups. Map how many client staff need builder access before picking a tier, because extra creator seats are the line item that erodes agency margin.

3. 03

   Connect the client's data sources in the app builder

   Wire databases, spreadsheets, and REST APIs the client already uses, plus business systems such as Slack, Jira, and Salesforce. Budibase does not supply managed connectors or hands-off setup, so every connection is the agency's to configure and document.

4. 04

   Set user roles and permissions for the first user group

   Define access levels per role before any staff log in. Keep the pilot group small (5 or fewer users) so permission gaps surface during testing rather than in production.

5. 05

   Model the first workflow in the automation builder

   Pick one high-impact process such as an approval chain or support ticket routing, then build it with the 20-plus triggers and actions. Test end to end with the pilot group before widening access.

6. 06

   Configure the AI agent against the client's knowledge sources

   Point the agent at the connected data so it can answer employee questions and handle requests. Note the AI credit allowance on the chosen tier (2K on Pro, 10K on Premium, 50K on Business) and set a usage expectation with the client.

7. 07

   Set log retention and backup expectations with the client

   Log history runs 1 day on Pro, 7 days on Premium, and 30 days on Business; backups and restore appear from Premium up. Write the retention window into the handover note so the client knows what audit trail they are paying for.

8. 08

   Hand off with a maintenance scope and a named owner

   Deliver a short runbook covering data source credentials, role assignments, and the workflow map. Agree who monitors monthly usage and applies fixes, since the retainer only holds if someone owns integration upkeep on the client side.