Workspaces

Workspaces are isolated containers that separate your organization's data, contacts, campaigns, and settings. Think of each workspace as a completely separate environment where you can manage different brands, clients, regions, or departments without any data mixing or confusion.

Common Use Cases

Key Benefits

How Workspaces Work

Understanding how workspaces function is key to using them effectively. Here's what you need to know:

Active Workspace Concept

At any given time, you have one active workspace. This is the workspace you're currently viewing and working in. Everything you see and do is scoped to this active workspace.

Workspace Selector

The workspace selector is located in the top navigation bar, typically near your profile picture or user menu. It shows the name of your currently active workspace.

Creating Your First Workspace

Follow these steps to create a new workspace. You'll need workspace creation permissions to do this.

Step 1: Navigate to Workspaces

1. 1

   Go to Workspaces: Navigate to Workspaces in the main navigation menu, or go to Workspaces → Management.

2. 2

   Click Create Workspace: Look for the Create Workspace button, typically at the top of the workspaces list.

Step 2: Enter Basic Information

1. 1

   Workspace Name: Enter a descriptive name for your workspace. Use clear, consistent naming conventions.

   Good Examples: "Client A - Marketing", "North Region Operations", "Brand X Production", "Sales Department"

   Avoid: Generic names like "Workspace 1" or "Test" that don't indicate purpose.

2. 2

   Status: Select Active to make the workspace immediately available. Choose Inactive if you want to create it but not use it yet.

   Note: Only active workspaces appear in the workspace selector and can be used.

Step 3: Create the Workspace

Click Create or Create Workspace to save. The workspace will be created and you'll be redirected back to the workspaces list.

Managing Workspaces

Once you've created workspaces, you can manage them in various ways depending on your permissions.

Editing a Workspace

To edit a workspace's name or status:

1. Go to Workspaces → Management
2. Find the workspace you want to edit in the list
3. Click the Edit button (pencil icon) for that workspace
4. Update the workspace name or status
5. Click Update or Save to save changes

Switching Between Workspaces

Switching workspaces is instant and changes your entire view:

1. Click the workspace selector in the top navigation (shows current workspace name)
2. Select the workspace you want to switch to from the dropdown
3. The page will refresh and all data will update to show the selected workspace

Deleting a Workspace

To permanently delete a workspace:

1. Go to Workspaces → Management
2. Find the workspace you want to delete
3. Click the Delete button (trash icon)
4. Confirm the deletion when prompted

Data Isolation & Security

Workspaces provide complete data isolation. This means data from one workspace never appears in another, ensuring security and preventing accidental data leaks.

Permissions & Access Control

Workspaces work hand-in-hand with the roles and permissions system to provide granular access control.

Granting Workspace Access

Team members can only see and access workspaces they've been granted access to:

• Administrators typically have access to all workspaces
• Team Members only see workspaces they've been assigned to
• Access is granted by administrators when creating or managing users
• A user without workspace access won't see any workspaces in the selector

Combining with Role Permissions

Workspace access works together with role-based permissions:

Real-World Examples

Here are practical examples of how organizations use workspaces:

Agency Managing Multiple Clients

Scenario: A marketing agency serves 5 different clients, each with their own brand, contacts, and campaigns.

Setup:

1. Create 5 workspaces: "Client A", "Client B", "Client C", "Client D", "Client E"
2. Purchase separate phone numbers for each client workspace
3. Import each client's contact list into their respective workspace
4. Create client-specific templates and AI assistants in each workspace
5. Grant each client's team access only to their workspace

Benefits:

• Complete client data separation and confidentiality
• Each client sees only their own data and analytics
• No risk of sending campaigns to wrong clients
• Easy to switch between clients when working

Franchise with Regional Operations

Scenario: A franchise business operates in 4 regions, each with its own manager and local contacts.

Setup:

1. Create 4 workspaces: "North Region", "South Region", "East Region", "West Region"
2. Assign regional managers to their respective workspace
3. Purchase local phone numbers for each region
4. Import regional contact lists into each workspace
5. Create region-specific campaigns and messaging

Benefits:

• Regional managers only see their region's data
• Local phone numbers improve answer rates
• Regional campaigns can be tailored to local preferences
• Head office can switch between regions to review performance

Company with Separate Departments

Scenario: A company has Sales, Support, and Marketing departments, each with different workflows and contacts.

Setup:

1. Create 3 workspaces: "Sales Department", "Support Department", "Marketing Department"
2. Assign department members to their workspace
3. Create department-specific AI assistants and templates
4. Set up department-specific campaigns and workflows

Benefits:

• Each department maintains its own data and workflows
• No confusion between sales leads and support tickets
• Department-specific analytics and reporting
• Clear separation of responsibilities

Best Practices

Naming Conventions

• Use Descriptive Names: Name workspaces clearly so their purpose is immediately obvious. Examples: "Client A - Marketing", "North Region Operations", "Brand X Production".
• Be Consistent: Use a consistent naming pattern across all workspaces. For example, if using "Client Name - Department", use this format for all client workspaces.
• Avoid Generic Names: Don't use generic names like "Workspace 1", "Test", or "New Workspace". These make it hard to identify workspaces later.
• Include Context: If separating by region, include the region name. If by client, include the client name. Make it clear what each workspace contains.

Access Management

• Principle of Least Privilege: Grant users access only to workspaces they need. Don't give everyone access to everything.
• Regular Audits: Periodically review who has access to which workspaces. Remove access when team members leave or change roles.
• Combine with Roles: Use workspace access together with role permissions. A user might have access to a workspace but only "View" permissions, not "Edit".
• Client Confidentiality: For agencies, ensure clients only have access to their own workspace. Never grant cross-client access.

Data Management

• Verify Active Workspace: Always check which workspace is active before importing contacts, creating campaigns, or making changes. It's easy to accidentally work in the wrong workspace.
• Don't Reuse Numbers: Avoid using the same phone number across multiple unrelated workspaces. This can cause confusion in analytics and compliance tracking.
• Workspace-Specific Templates: Create templates and AI assistants within each workspace to maintain brand consistency and avoid cross-brand messaging mistakes.
• Regular Cleanup: Archive or delete workspaces that are no longer needed. Keep your workspace list clean and manageable.

Organization Tips

• Start Simple: If you're new to workspaces, start with one workspace. Create additional workspaces as your needs grow.
• Document Your Structure: Keep a record of what each workspace is for, who has access, and what data it contains. This helps with onboarding and audits.
• Use Inactive Status: Instead of deleting workspaces you might need later, set them to "Inactive". This hides them but preserves all data.
• Test in Separate Workspace: Create a dedicated "Testing" workspace for trying new campaigns, templates, or configurations before using them in production.

Troubleshooting

Cannot see contacts, campaigns, or other data

Possible Causes & Solutions:

• Wrong active workspace: Check the workspace selector in the top navigation. You might be viewing a different workspace than expected. Switch to the correct workspace.
• No workspace access: You might not have access to the workspace containing the data. Contact your administrator to grant access.
• Workspace is inactive: The workspace might be set to "Inactive" status. Only active workspaces show data. Check workspace management to activate it.
• Data doesn't exist: The data might not have been created in this workspace. Verify you're in the correct workspace and that data was actually added there.

Cannot switch workspaces or workspace not appearing

Checklist:

• No workspace access: You don't have access to that workspace. Contact your administrator to grant access.
• Workspace is inactive: Inactive workspaces don't appear in the selector. Check workspace management to see if it needs to be activated.
• Permission issue: You might not have "workspaces_switch" permission. Contact your administrator.
• Only one workspace: If you only have access to one workspace, the selector might not show a dropdown. This is normal behavior.

Accidentally created data in wrong workspace

What to Do:

• Data cannot be moved: Unfortunately, data cannot be moved between workspaces. You'll need to recreate it in the correct workspace.
• For contacts: Export contacts from the wrong workspace (if you have export permission), then import them into the correct workspace.
• For campaigns: Note down the campaign settings, then recreate the campaign in the correct workspace.
• Prevention: Always verify the active workspace before creating new data. The workspace name is shown in the top navigation.

Permission denied errors in workspace

Troubleshooting Steps:

• Check workspace access: Verify you have access to the workspace. You might have access to the workspace but not the right permissions.
• Check role permissions: Your role might not have the required permissions (create, edit, delete) for the action you're trying to perform.
• Contact administrator: If you believe you should have access or permissions, contact your system administrator to review your access settings.
• Verify active workspace: Make sure you're working in the correct workspace. Permissions are checked per workspace.

Cannot delete workspace

Possible Reasons:

• Only workspace: You cannot delete your only workspace. You must have at least one workspace at all times. Create another workspace first, then delete the one you don't need.
• No delete permission: You don't have "workspaces_delete" permission. Contact your administrator.
• Active workspace: You might be trying to delete your currently active workspace. Switch to another workspace first, then delete.

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