Workplace Digital: your company's digital foundation, implemented and operated.
Corporate domain, continuous-operation email, and structured collaboration: properly configured from day one and continuously managed. Licenses are included — and so is the environment design, implementation, and monthly operations that make everything work.
- Correct setup from the start: DNS, MFA, document structure, and role-based access — not improvised.
- Monthly operations included: onboarding, offboarding, incidents, and continuity — no need for your team to manage internal infrastructure.
- Compatible with Microsoft 365 and Google Workspace, depending on your company's ecosystem.
Tell us how email and files are organized in your company today. That's where we start.
Is this service right for you?
Signs your company needs this
- ✓Your company uses personal emails (Gmail, Hotmail, Yahoo) for business communication — meaning your company's identity and data live in accounts you don't control.
- ✓Business files are scattered: individual PCs, WhatsApp groups, USB drives, or folders with no order or defined permissions.
- ✓You have Microsoft 365 or Google Workspace, but nobody ever configured it properly — the licenses exist, but the environment doesn't work as it should.
- ✓You don't have a corporate domain, or you have one without active corporate email.
- ✓When someone leaves the company, their emails and files go with them — with no formal recovery process.
You probably need a different service
- ✕You already have a well-configured Microsoft 365 or Google Workspace environment, with MFA active, an organized document structure, and formal operations. (If you want to audit or expand it, let's talk.)
- ✕What you need is to automate processes, implement AI, or build a custom system. (That's AI Operations or Custom Software.) → AI Operations
What's your current situation?
There are two common starting points. The implementation process adapts to whichever best describes your company.
No real corporate infrastructure
There is no formal corporate digital environment. Email runs on personal or generic accounts, files are scattered across individual devices or uncontrolled platforms, and there's no defined access policy. The business runs while people are there — when someone leaves, they take part of the business with them.
Signs this describes your company
01Company email is @gmail.com, @hotmail.com, or similar — or everyone uses their personal email.
02Documents live on someone's PC, in WhatsApp, or in a personal Dropbox folder the company doesn't control.
03No access policy exists: everyone has access to everything, or nobody has access to anything in particular.
04When an employee leaves, there's no process to recover accounts or ensure files remain within the company.
Something implemented, but without structure
A domain exists and possibly a Microsoft 365 or Google Workspace, but the implementation was minimal or incorrect. Licenses are purchased and underused, email has deliverability issues, MFA is not active, the document structure doesn't exist or is chaotic, and "administration" is handled by an internal person who knows something about technology but doesn't have the time or role to do it properly.
Signs this describes your company
01You have Microsoft 365 but the team still uses Gmail by habit, or your emails end up in spam.
02The domain DNS is incomplete: nobody knows for sure if SPF, DKIM, or DMARC are properly configured.
03SharePoint or OneDrive has scattered files with no structure by department or defined role-based permissions.
04No MFA is active, and there's no formal password policy.
05You don't know precisely who has access to what within your own environment.
In both situations, the first step is the same: a diagnostic that establishes what exists, what's misconfigured, and what needs to be built from scratch. That defines the real scope — no assumptions.
What we implement and operate.
Three components that form a single environment. They are not implemented separately — they work together or they don't work at all.
What's included
- Registration or management of the corporate domain.
- Complete DNS record configuration: MX, SPF, DKIM, DMARC.
- Ongoing administration: renewals, configuration changes, record auditing.
Why it matters
Corporate email without the correct DNS records doesn't arrive, goes to spam, or can be spoofed by third parties. Your company's digital identity starts here — and most basic implementations leave this incomplete.
What every implementation includes, without exception
Regardless of the size or complexity of the project:
- •Initial diagnostic of the current environment state.
- •Complete DNS configuration (MX, SPF, DKIM, DMARC) — verified.
- •MFA activated for all users — standard, not optional.
- •Basic document structure by department with role-based permissions.
- •Defined and documented process for user onboarding and offboarding.
- •Practical adoption guide for the team.
- •Monthly operational incident support.
- •Continuous operations managed by Smartbiz365.
The service is implemented with Microsoft 365 or Google Workspace, depending on your company's ecosystem. In enterprise environments, Microsoft 365 is more common due to its integration with Office, email, SharePoint, and Teams. If your company already operates in Google Workspace or prefers that ecosystem, it's implemented to the same governance standard.
What this service is not.
Hardware and local network
Computers, printers, routers, cabling, and phones are outside the scope. If you have physical infrastructure or local network requirements, we'll point you to the right people.
Large-scale training
The implementation includes a practical adoption guide and ongoing operational support. Extended academy-style training for large teams is quoted separately based on the case.
Advanced security
MDM, Intune, DLP, endpoint management, and advanced corporate security are quoted as add-ons — not included in the base plan. If your company needs it, it's available.
Development and integrations
Power Apps, Power Automate, Power BI, integrations with external systems, and custom software development are not part of this service.
→ See AI OperationsManaging non-standard environments
We don't take on administration of improvised environments without a prior diagnostic process. If you already have something in place, we start there — the diagnostic defines what can stay as-is and what needs reconfiguration.
How it's implemented.
Four phases. Each has a concrete deliverable. We don't move to the next without verifying the previous.
0
Diagnostic
We review the current state: what exists, what's properly configured, what's wrong, and what needs to be built from scratch. If there's a domain, we audit the records. If there's email, we review the configuration and deliverability. If there are collaboration tools, we audit permissions and document structure. The diagnostic defines the real implementation scope — no assumptions.
Deliverable Current state report + implementation plan agreed upon with scope and timelines.
1
Configuration & Setup
Tenant and domain configuration. Complete and verified DNS records. User onboarding with defined permissions and roles. MFA activation for everyone. Initial document structure by department. Backup and retention configuration as standard.
Deliverable Configured and verified environment. Setup checklist with each item activated and confirmed.
2
Activation & Adoption
Email migration if applicable. Environment activation with real users. Delivery of the practical adoption guide. Verification that everything works correctly before declaring setup complete. Your team starts operating in the new environment with a clear reference for how to use it.
Deliverable Environment in real operation + adoption guide delivered to the team.
3
Monthly Operations
Operational incident support: email, access, permissions. Formal user onboarding and offboarding with controlled process. Basic configuration changes as needed. Continuity monitoring. Domain administration: renewals, periodic record auditing.
Deliverable Ongoing operations with Smartbiz365 as the responsible party for the environment. Change log when applicable.
What you need on your side
- •Access to the domain administration panel, or availability to manage the transfer.
- •List of users with their basic roles within the company.
- •Definition of departments and what type of information each one handles.
- •Team availability for the activation and adoption session.
The diagnostic provides the rest — you don't need to have everything figured out before we start.
Small implementations (up to 10 users, from scratch): 3–4 business days. With email or data migration: up to 1 week. Medium implementations (10–40 users): 1–2 weeks. Complex environments with migration, multiple configurations, or existing data: defined in the diagnostic. Timelines assume domain access and team availability at key moments — if either is missing, the schedule adjusts.
Optional add-ons based on what your company needs.
Not every project requires them. They're activated when they add real value — not by default.
Advanced security (MDM / Intune / DLP)
Device control, data loss prevention, and endpoint policies for companies with stricter corporate security requirements.
Backup / extended retention
For companies with data retention requirements above the included standard — due to internal policy or regulation.
Electronic signature
For companies that need to sign documents digitally with legal validity.
Corporate password manager
Centralized management of team access — reduces the risk of weak or shared passwords.
Antivirus / endpoint protection
For companies without an active protection solution on devices.
Additional licenses
Microsoft 365 or Google Workspace based on the chosen plan and number of users.
Windows licensing
For devices requiring a corporate operating system with formal licensing.
Add-ons are identified during the diagnostic or activated during monthly operations as your company's needs evolve. They are not mandatory and not included by default — only when they make sense for your case.
What changes, in concrete terms.
Two common patterns. Before and after in the company's real operations.
The following examples are representative. The scope of your implementation is defined in the diagnostic, based on what exists today and what your company needs.
From personal emails to a complete corporate environment
Before
A company with 12 people operates with personal Gmail accounts. Business files live in WhatsApp and on the PC of whoever created them. No access control: when someone leaves, they take their email, their files, and part of the business history. There's no way to recover it.
After Workplace Digital
Corporate email with a custom domain for all users. MFA active. Files in a shared structure with department-level permissions. Formal onboarding and offboarding process. When someone leaves, the company keeps the emails and files — access is closed in an orderly way, with no information lost and no accounts left open.
From purchased licenses to an environment that actually works
Before
A company bought Microsoft 365 two years ago. Email works, but DNS records are incomplete — some emails end up in spam. SharePoint has scattered files with no structure. No MFA. The "administrator" is an internal person who attends to it when they can, but there's no formal configuration or process for managing changes.
After Workplace Digital
Complete and verified DNS records. MFA active for everyone. Clean document structure in SharePoint with role-based permissions. Formal administration: Smartbiz365 is the responsible operational party. The company knows who administers, what's configured, what support is available, and what happens when something fails.
What's always the same is the process: diagnostic first, correct configuration, activation with the team, and ongoing operations with a responsible party who doesn't disappear.
Investment and service model.
We publish a reference price so you come to the conversation with clarity. The exact cost is defined in the diagnostic.
Diagnostic, configuration, and implementation
Depends on size and complexity
Covers the initial diagnostic, full environment configuration (domain, DNS, users, document structure, MFA, backup), team activation, and practical adoption guide. For small implementations (few users, no existing data), setup can be integrated within the first months of the monthly plan. For larger implementations or data migrations, setup has its own value based on the configuration workload.
Administration and ongoing support
From $5.50 USD / user / month + VAT
Includes monthly environment operations: operational incident support, formal user onboarding and offboarding, basic configuration changes, continuity monitoring, and domain administration. The plan is the base — add-ons are activated on top if your company needs them.
Recommended model — Annual commitment with monthly billing
The per-user price is more efficient because this service is designed to stay. Once your company has corporate email, document structure, and MFA operating, there's no reason to turn it off.
Alternative model — Monthly commitment with monthly billing: available if you prefer to start with more flexibility. The per-user price is slightly higher because the option to exit any month has a cost — the same logic Microsoft applies to its plans. You can migrate to the annual commitment at any time; the adjustment applies at the start of the next billing cycle.
Tell us what you have today and where the problems are. The diagnostic is the first step.
Frequently asked questions about Workplace Digital.
It's not just licenses. The service covers the complete environment implementation — diagnostic, configuration, activation, adoption — and ongoing monthly operations. Microsoft 365 or Google Workspace licenses are managed within the plan we administer. We don't hand you access and disappear: we take responsibility for the environment working month after month.
Monthly support covers operational incidents: email not arriving, blocked access, permissions that need adjustment, basic configuration changes. It also includes formal user onboarding and offboarding — with a controlled process, not informal. It does not include development, external system integrations, or extended training.
That's exactly one of the problems this service solves. With a properly managed environment: the departing person's email stays under company control, shared files are in the environment's repositories (not on their PC), and offboarding is formally managed — access is closed in an orderly way, with no exposed information and no open accounts.
Yes. The service is compatible with both Microsoft 365 and Google Workspace. In enterprise environments, Microsoft 365 is more common due to its ecosystem (Office, SharePoint, Teams, email), but if your company already operates in Google or prefers that ecosystem, it's implemented to the same governance and continuity standard.
The recommended model is an annual commitment with monthly billing: you pay month to month, but with a 12-month term. The per-user price is more efficient because the service is designed to last — once a company migrates to corporate email with structure and MFA, there's no going back. It's the same logic Microsoft uses for its plans: annual commitment with monthly billing is their primary option. If you prefer to start with a monthly commitment (no fixed term), that's also available. The per-user price is slightly higher for the flexibility to exit any month. You can migrate to the annual commitment at any time — the adjustment applies at the start of the next billing cycle.
Yes. Backup and retention are included as an operational standard — not an option or an add-on. If your company requires extended retention due to internal policies or regulatory requirements, that can be activated as an add-on.
Yes. We operate as a Microsoft CSP (Cloud Solution Provider), which allows us to manage licenses directly and access Microsoft's technical support ecosystem. What matters for your company: there's a formal technical responsible party with access to the environment — not an improvised administrator who attends to it when they can.
We review it in the diagnostic. Depending on the environment's state, we define what can stay as-is and what needs reconfiguration. The transfer of administration to the CSP model is managed in that process. We don't assume that because licenses are active the environment is properly configured — that's exactly what we verify.
Yes, and it's a natural evolution. Workplace Digital leaves the environment with the right structure and governance: SharePoint organized by department, role-based permissions, email and collaboration working to standard. If we then implement AI Operations, that foundation is already in place — Knowledge Bases built on a real document structure, communication channels available, controlled access. The environment we leave behind wasn't built just for today.
Our headquarters is in Ecuador. We operate remotely for companies throughout Latin America. Implementation, diagnostics, and monthly support are managed 100% digitally.
Is your company still running on personal email accounts?
The first step is the diagnostic. In that conversation, we review what exists today, what needs to change, and what we can implement — before committing to anything. No assumptions, no blind budgeting.
Tell us how email and files are organized in your company today. That's where we start.
No initial commitment
First conversation free
Operating in Ecuador and LATAM