Organize teams and work with Workspaces
A Workspace is the top-level work area in the app. It keeps people, permissions, Collections, lists, docs, whiteboards, dashboards, goals, chat, CRM records, automations, reminders, reporting, and settings together.
Use Workspaces when work needs a clear boundary. A company, department, client, team, or major project can each have its own Workspace so that members, reporting, and settings do not mix with unrelated work.
Terms you may see:
- Active Workspace is the Workspace currently selected in the app.
- Workspace switcher lets you move between Workspaces you can access.
- My Workspaces shows Workspaces available to your account.
- Members are users who can access the Workspace.
- Roles control broad access such as Owner, Admin, Member, Guest, or a custom role.
- Private items can add tighter access rules inside a Workspace.
- Archived Workspaces are hidden from active work until restored.
Before you start
- You must create a Workspace, join one, or accept an invite before you can work inside it.
- Managing Workspace settings, members, roles, or archived Workspaces requires the right Workspace access.
- Some limits and advanced controls depend on the Workspace plan and settings.
How Workspaces work
- You create, join, or accept an invite to a Workspace.
- The app sets one Workspace as the active Workspace.
- The active Workspace controls which Collections, tasks, docs, dashboards, goals, chat, CRM records, automations, reminders, settings, and reports you see.
- Switching Workspaces changes the work context across the app.
- Member roles and item-level access decide what each user can open or change.
Expected outcome: Each user sees the work connected to the Workspace they selected and the permissions they have in that Workspace.
Decide when to use one Workspace
Use one Workspace when:
- The same people work in the same operating context.
- Permissions do not need to be separated.
- Reporting can be shared across the group.
- Chat, docs, tasks, CRM records, and dashboards should all reference the same team context.
Decide when to create another Workspace
Create a separate Workspace when:
- Clients, departments, or teams must not see each other’s work.
- Reporting should stay separate.
- Different member groups need different settings or access boundaries.
- processes, CRM records, and conversations should stay isolated.
- Archived or completed work should not distract active teams.
Switch Workspaces
- Open the Workspace switcher from the app header or account area.
- Choose the Workspace you want to work in.
- Confirm the navigation, Collections, and visible work match the selected Workspace.
- If the app opens Workspace setup instead, create a Workspace, join a Workspace, or accept an invite before continuing.
Expected outcome: The selected Workspace becomes the active context for most app areas.
Use Workspace setup
Use Workspace setup when you have no active Workspace or when the app needs you to choose a Workspace before opening a signed-in app link.
Workspace setup can show these states:
| State | What it means | What to do |
|---|---|---|
| Create and join actions | You can start a new Workspace or join an existing one. | Choose Create Workspace or Join Workspace. |
| Active Workspaces | Your account can open one or more Workspaces. | Select the Workspace you want to use. |
| Workspace invitations | You have pending Workspace invites. | Choose Accept or Decline. |
| Archived Workspaces | A Workspace exists but is archived. | Choose Restore if you have access and need to use it again. |
| Loading or reconnecting | The app is checking your account, Workspaces, or connection. | Wait briefly or reconnect to the internet. |
| No active Workspace | No usable Workspace is available yet. | Create a Workspace, join with an invite code, or ask an owner/admin for an invite. |
Confirm where new work will be created
Before creating a list, doc, dashboard, task, goal, CRM record, automation, reminder, or chat item, confirm the active Workspace in the app header or Workspace switcher.
Expected outcome: New work is created in the intended Workspace.
| Control or area | Use it for | Notes |
|---|---|---|
| Create Workspace | Start a new Workspace. | Opens the Workspace creation dialog. |
| Join Workspace | Join an existing Workspace with an invite code. | Opens the Join Workspace dialog. |
| Workspace Invitations | Review pending invites. | Shows invite count and inviter details when available. |
| Accept | Accept a pending invite. | Adds the Workspace to your account. |
| Decline | Decline a pending invite. | Removes the pending invite from the list. |
| Active Workspace card | Open a Workspace you can access. | Shows the Workspace name and your role label when available. |
| Restore | Restore an archived Workspace. | Requires permission to restore that Workspace. |
Common role labels
| Role label | General meaning |
|---|---|
| Owner | Controls the Workspace and protected owner-level settings. |
| Admin | Manages broad Workspace operations when permissions allow it. |
| Member | Contributes to day-to-day work. |
| Guest | Has limited collaboration access when guest access is enabled. |
| Custom role | Uses a role created in User Roles settings. |
Troubleshooting
Work is missing after switching Workspaces
- Symptom: You cannot find a list, doc, dashboard, chat, CRM record, task, or goal.
- Cause: You may be in a different active Workspace, the item may be archived or deleted, or your role may not include access.
- Resolution:
- Open the Workspace switcher and confirm the active Workspace.
- Search or browse Collections in that Workspace.
- Ask the Workspace owner/admin to confirm your membership and item access.
You cannot open a Workspace
- Symptom: A Workspace does not open or does not appear in your Workspace list.
- Cause: You may not be a member, the invite may not be accepted, or the Workspace may be archived.
- Resolution:
- Confirm you are signed in with the expected account.
- Check Workspace setup for pending invites.
- Ask the Workspace owner/admin to verify your membership and Workspace status.
A Workspace is archived
- Symptom: The Workspace appears under archived Workspaces or cannot be used as an active Workspace.
- Cause: The Workspace was archived by someone with permission.
- Resolution:
- Choose Restore if it is available and you need to use the Workspace again.
- Ask a Workspace owner/admin to restore it if the action is unavailable.
- Confirm the Workspace appears in active Workspaces after restore.
FAQ
Is a Workspace the same as a workspace?
Use Workspace for the top-level work area. Some older labels, invite messages, or troubleshooting messages may still use workspace terminology.
Can I move work between Workspaces?
Some features may let you choose or change scope, but cross-Workspace movement depends on the feature and your access. If no move option is available, create the work in the correct Workspace.
Can two Workspaces have different members and roles?
Yes. Members, roles, and settings are managed per Workspace.