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How do I use subaccounts in Refapp?

Subaccounts allow you to manage multiple brands, business units, or countries within a single Refapp company account. Each subaccount can have its own branding, users, project templates, and settings while still belonging to the same organization.

If your company uses subaccounts, there are several different settings you can set to adjust the functionality. 

In this guide you'll learn: 

1. How to set up a subacccount
2. Assign users to subaccounts
3. Manage subaccount administrator
4. Manage project templates within subaccounts
5. Change the subaccount for a project

Set up a subaccount

If you have administrator permissions, you can manage your subaccounts under Company settings → Subaccounts.

For each subaccount, you can configure:

  • The subaccount name
  • Company logo
  • Primary language
  • Email domains that should automatically give users access to the subaccount
  • Branding settings, such as colors and email appearance

Users with an email address matching one of the configured domains are automatically assigned to the relevant subaccounts when they are invited to Refapp.

Assign users to subaccounts

When a new user is invited to your company account, Refapp automatically grants access to any subaccounts that match the user's email domain.

You can also manage a user's access manually at any time.

To update a user's subaccount access:

  1. Go to Users.
  2. Locate the user.
  3. In the Subaccounts column, click the access indicator (for example 3 of 71).
  4. Select or deselect the subaccounts the user should have access to.
  5. Remember to press Save to save your settings. 

The access indicator also lets you quickly see how many subaccounts each user can access

Subaccount administrator

If a user works across multiple subaccounts but doesn't need full company administrator permissions, you can make them a Subaccount administrator.

A subaccount administrator can:

  • View all projects within the subaccounts they administer
  • Add users to projects within those subaccounts
  • Manage work across their assigned subaccounts

They cannot:

  • Access subaccounts they haven't been assigned to
  • Change company-wide settings
  • Perform actions reserved for company administrators

This permission is useful for regional managers or team leads who oversee several subaccounts without requiring full administrative access.

Project templates within subaccounts

Project templates belong to individual subaccounts. Users only see the templates that are available in the subaccounts they have access to.

If you have access to multiple subaccounts and want to create a new project template:

  1. Open Project templates.
  2. Click the subaccount selector below the company logo.
  3. Select the subaccount where you want the template to be created.
  4. Create and save the template.

The template will only be available to users who have access to that subaccount.

Change the subaccount for a project

If you have access to multiple subaccounts, you can change which subaccount a project belongs to.

To change the subaccount:

  1. Open the project.
  2. Click Edit project.
  3. Under Subaccount, select the subaccount you want to move the project to.
  4. Save your changes.

Note: You can only move a project to a subaccount that you have access to. The project will use the branding and settings of the selected subaccount.

💡 Frequently asked questions

Can a user belong to multiple subaccounts?
Yes. A user can have access to as many subaccounts as needed.

Can each subaccount have its own branding?
Yes. Each subaccount can have its own logo, branding, language, and email settings.

Do project templates sync between subaccounts
No. Templates are stored separately for each subaccount and must be created within the subaccount where they should be available.