1.5 Manage multiple brands on your platform

1. UNDERSTANDING THE BRAND ECOSYSTEM

The Rocky.ai platform operates on a multi-brand system that allows organizations to create multiple branded experiences. Each brand is a complete, customizable instance with its own identity, user management, and content libraries.

Why Multiple Brands?

• Organization Separation: Keep different departments or teams isolated

• Client-Specific Customization: Serve different client bases with unique branding

• Testing & Development: Use sandbox brands to test before going live

• Scalability: Grow your operations across multiple markets or business units

2. TYPES OF BRANDS

A. MASTER BRANDS (Primary Brands)

A master brand is the foundational account, fully independent with complete control over:

• User access and management

• Content library (Programs & Modules)

• Landing pages and URL routing

• All customization options

• Sub-brand creation

Characteristics:

• Can create sub-brands and sandbox variants

• Requires a subscription seat allocation for user management

• Can have custom domain/URL

B. SUB-BRANDS (Secondary Brands)

Sub-brands are child accounts created under a master brand. They inherit certain properties but have independent customization.

Characteristics:

• Prefixed with the master brand (e.g., #myBrand-division)

• Share access to the parent brand's resources

• Have independent user management settings

• Cost: Have subscribed to 5 seats per sub-brand

• Useful for divisional separation within one organization

• Users in the parent can access sub-brand content

When to Use Sub-Brands:

• Multiple departments within one company

• Different regions or markets under one umbrella

• Separate business units needing their own identity

• Franchise models with shared parent access

C. SANDBOX BRANDS (Testing Environments)

Sandbox brands are test/development copies of master brands, prefixed with #SANDBOX-.

Characteristics:

• Read-only clone of your master brand configuration

• Cannot add real users via web interface

• Used for testing new features, layouts, or content

• Can be created at no additional cost (if master brand exists)

• Reset or delete without affecting live data

When to Use Sandbox Brands:

• Testing new Programs & Modules before publishing

• Staging new brand designs and color schemes

• Training new team members

• Testing integrations (shops, landing pages, etc.)

• Validating user journeys before rollout

3. ADDING & CREATING BRANDS

Step 1: Check Your Available Seats

Before creating a brand, verify you have enough seat allocation:

• Navigate to Brand Settings → Subscription & Seats

• View your seat pool and brand availability

Step 2: Seat Requirements for New Brands

Example Seat Allocation:

Seats are NOT deducted by creating brands. Instead:

• Your seat pool = total user licenses available (used and un-used)

• You can create a number of brands according to the pool size of seats you have

• If you want more brands, you need more seats in your pool to support those brands, even if the seats are unused

Step 3: Create a Master Brand

1. Log in as COACHADMIN or ADMIN

2. Go to Settings → Manage Brands

3. Click + Add New Brand

4. Fill in required fields:

   • Brand Name (visible to users): e.g., "Acme Coaching"

   • Brand Code (system ID): e.g., #acmeCoaching (must start with #)

   • Brand Subtitle: Optional secondary description

   • Program URL: Your custom domain (e.g., https://acme-coaching.my-ai.coach)

5. Click Create Brand

6. The system verifies seat availability and confirms creation

Step 4: Create a Sub-Brand

1. Navigate to your Master Brand settings

2. Go to Sub-Brands section

3. Click + Create Sub-Brand

4. Enter:

   • Sub-Brand Name: e.g., "Acme Sales Division"

   • Brand Code: e.g., #acmeCoaching-sales (automatically prefixed)

   • Custom settings (optional)

5. System deducts 5 seats from your pool

6. Confirm creation

Step 5: Create a Sandbox Brand

1. In your Master Brand settings

2. Look for Testing & Sandbox section

3. Click Create Sandbox Environment

4. The system creates: #SANDBOX-[YourBrandName]

5. Automatic copy of your master brand configuration

6. Marked as DEMO mode internally

4. MODIFYING & CUSTOMIZING BRANDS

A. Brand Identity Settings

Access via: Brand Settings → Brand Identity

Logo

• Upload custom logo (recommended: 200x200px, PNG/JPG)

• Displayed on login, app launcher, and landing pages

• Supports transparent backgrounds

Brand Colors
Set your color palette for consistent branding:

• Background Color: Primary interface background

• Info Color: Secondary text and accents

• Button Color: CTA button styling

• Hover Color: Interactive element highlight

Example Color Scheme:

Background: #F5F7FA (light gray)
Info: #4A90E2 (blue)
Button: #2E7D32 (green)
Hover: #1565C0 (darker blue)

B. Customizing Programs & Modules

Access via: Settings → Programs & Modules (or use the catalog icon in Brand Overview)

Available Configurations:

• Select Active Programs: Choose which programs your users see

  • Default: Rocky.ai Essentials

  • Additional programs: Executive Coaching, Sales Coaching, etc.

• Choose Modules (Qualities): Select specific coaching modules/skills

  • Examples: Resilience, Mindfulness, Goal-Setting

  • Can be themed with custom colors

Steps to Modify Catalog:

1. Open Brand Settings → Programs & Modules

2. Toggle Active Programs on/off

3. Select specific Modules to include

4. Assign colors/icons to each module

5. Click Save Catalog → Deployed instantly

C. Landing Page & URL

Setting Your Brand URL:

Landing Page Features:

• Fully customizable welcome screen

• Your logo, colors, and branding

• Signup/login flow with your messaging

• Custom welcome messages (optional)

D. Shop Integration

If your brand sells products/services:

E. Subscription & Access Configuration

Control how users access your brand:

1. Brand Settings → Access Control

2. Configure:

   • Allow Public Signup: Anyone can join (or invite-only)

   • SSO/SAML: Enterprise single sign-on

   • Social Login: Google, Apple, etc. (enabled by default)

   • Demo Mode: Limited access for trial users

5. DELETING BRANDS

⚠️ WARNING: This is a destructive operation

Before Deleting:

• Export all user data and progress

• Notify all active users

• Backup any custom content

• Confirm no active subscriptions exist

Deletion Steps:

1. Go to Brand Settings → Danger Zone

2. Click Delete This Brand

3. Confirm:

   • Brand name (prevents accidental deletion)

   • Acknowledge data loss

4. Permanent deleted

After Deletion:

• Seats return to your pool (available for new brands)

• User accounts are archived (not deleted)

• Historical data retained for 1 year (for compliance)

• Sub-brands of a deleted master are archived

Deleting Sub-Brands:

1. Go to Master Brand → Sub-Brands

2. Select sub-brand

3. Click Delete → Confirm

4. 5 seats returned to your pool immediately

5. Sub-brand becomes inaccessible (7-day recovery period)

6. BRAND FEATURES & CAPABILITIES

What Each Brand Can Do

* Requires active subscription with available seats

Shared Resources (Sub-Brands & Master)

When you have a sub-brand, it can access:

• Parent's Programs & Modules library

• Parent's Leadership Categories (coaching frameworks)

• Customizations are brand-specific (color, logo, URL)
  

User Management Limitations

⚠️ CRITICAL WARNING:

WITHOUT A SUBSCRIPTION:

• Cannot add users via web interface ✗

• Web-app displays "DEMO" mode ⚠️

• Users cannot save progress

• Limited session time (~15 minutes)

• No data persistence

WITH AN ACTIVE SUBSCRIPTION:

• Unlimited user additions (up to your seat limit)

• Persistent user profiles and progress

• Full feature access

• Professional branding (no "DEMO" tag)

• Analytics and reporting enabled

• Backup and data recovery services

Cost Example

Example Organization: TechCorp
 
Current Plan:
• 50 Monthly Seats
• 20 One-Time Seats
• Total Pool: 70 seats
 
Usage:
• Master Brand (#techcorp): FREE
• Sub-Brand #1 (#techcorp-sales): -5 seats → 65 remaining
• Sub-Brand #2 (#techcorp-support): -5 seats → 60 remaining
• Sandbox Brand (#SANDBOX-techcorp): FREE
• Available for additional brands/sub-brands: 60 seats
 
Next Expansion:
• Add 2nd Master Brand (costs 10 seats): 50 seats remaining
• Add another sub-brand (costs 5 seats): 45 seats remaining

Upgrading Your Subscription

1. Go to Account → Billing & Subscription

2. Click Upgrade Plan

3. Choose seats to add:

   • Monthly recurring

   • One-time purchase

4. Confirm billing and activate

7. COMMON QUESTIONS & TROUBLESHOOTING

Q: Can I test my brand before going live?

A: Yes! Create a Sandbox Brand (free). It's a complete copy marked as DEMO. Test all features, then deploy your master brand.

Q: What happens to user data if I delete a brand?

A: You first need to delete or move the users before deleting a brand.

Q: Can users from my master brand see sub-brand content?

A: Yes, sub-brands can have access to other brand Programs & Modules library. However, you have to set that up manually.

Q: How do I add users to my brand?

A: Invite users via the User Dashboard, or they self-register at your brand URL.

Q: Can I have multiple master brands?

A: Yes, up to your seat limit. 1st is free, 2nd need 10 seats, 3rd+ needs 20 seats each.

Q: What if I run out of seats?

A: Upgrade your subscription or delete unused brands.

Q: Can I rename a brand?

A: Yes. Go to Brand Settings → Brand Identity, update the name, and save. The code ID (#programCode) cannot change.

Q: How do sandbox brands work exactly?

A: They're test copies that can't add real users. Perfect for staging content, testing layouts, and training teams before publishing to your master brand.

Q: Can my sub-brand have its own custom landing page?

A: Yes, they inherit the master brand's programs/modules library. Visual branding (logo, colors) is fully customizable.

Q: What's the difference between brand codes and brand names?

A:

• Brand Name: What users see (e.g., "Acme Coaching")

• Brand Code: System identifier (e.g., #acmeCoaching) - used in URLs and admin references

Q: Can I merge two brands?

A: No direct merge. You'd need to migrate users manually and deactivate one brand, then delete it to recover seats. But you can add the brands programs to another brands catalog of content.

Q: Are sandbox brands visible to users?

A: No. Only admins can access them. They're internal testing tools.

⚠️ BRAND DELETION IS PERMANENT

• After 7-day grace period: irreversible

• All custom content is deleted

• User data archived (not deleted, but inaccessible)

• Seats are recovered and returned to pool

Always backup before deletion.