Managing your workspace (for hosts)
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A workspace holds your projects, conversations and people. If you’re the owner or an admin, you run it: who’s in, what they can do, who can see what. This is the quick how-to for those controls. Members can create and edit projects but not invite people or change settings; if you can’t see the controls below, you’re probably a member or collaborator. The full breakdown is in roles & permissions.
Add and manage people#
Open your workspace and go to Settings → Members. From here you add people, set roles, and remove them.
To invite, by email or link, pick a role:
| You want them to… | Give them |
|---|---|
| Co-run the workspace with you | admin |
| Create and edit projects - the everyday role | member |
| See usage, invoices and payment, nothing else | billing |
| Collaborate from outside (edit, chat, build reports) but not create/delete projects, invite or publish | external |
| Only view, free and read-only (external-client workspaces only) | observer |
Email invites expire after 7 days; link invites are the alternative when email is awkward. Pending invites and any access requests show up in the members area to approve or chase.
Important
You can't grant a role above your own. An admin can invite members and admins, but only an owner can hand out owner-level access.
To change a role, adjust it in the members list; remove people when they leave. One quirk: there’s no “convert external to member” button. To promote an external collaborator, remove the external entry, add them to the organisation, and re-invite as a member - deliberate, because it crosses the org boundary. See invites & access.
Most roles take a seat (owner, admin, member, billing, external); observer is free. Seats are metered, never blocked - inviting never hits a wall, the count just shows in your usage. A person counts once per workspace, pooled across a billing account.
Set who can see the workspace#
Visibility controls who in your organisation can discover and join. Three states:
- Open to organisation - everyone in the org sees it; org admins auto-join. Free at every tier, and the default.
- Invite-only - invited people plus org admins.
- Private - invited people only; org admins do not auto-join (the org owner can still carve in).
The only paywalled move is leaving open to organisation - making a workspace more private needs Innovator or above. See visibility & discovery.
Tip
Start open if your team trusts each other - least friction. Tighten only when a workspace genuinely needs walling off.
Internal or external-client#
In Settings → Data ownership, set whether this is an internal workspace (shares the org’s pooled billing, inherits org branding) or an external-client one (names a separate data owner, bills on its own, allows free observers, supports white-labelling). External-client is the partner setup - read data ownership & compliance if you run work for outside clients. For an ordinary team workspace, leave it internal.
Other settings#
The rest of Settings is everyday setup: name & logo (per-workspace white-labelling is external-client only), billing & usage (your plan, seats, recording hours, invoices), and inherit organisation branding for internal workspaces. If you run several workspaces, the organisation around them is managed from org settings - members-by-workspace, access requests, pending invites, and an org-wide usage rollup. Org membership is independent of any single workspace.
Related#
- Roles & permissions - every role and exactly what it can do.
- Invites & access - adding people by email or link, and access requests.
- Visibility & discovery - open, invite-only, or private.
- Organisations & workspaces - the containers and how they nest.
- Data ownership & compliance - internal vs external, and who owns what.
- Tiers, billing & usage - seats, plans, and what’s gated.
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