Workspaces and your account

Two things are easy to confuse, and almost every question about permissions comes from mixing them up.

Your account is you: your name, your photo, your email, and how you sign in. It follows you everywhere. Changing your password or adding Google sign-in happens once, in Profile.

A workspace is a container for work: knowledge bases, widgets, conversations, leads, its own plan, and its own people. Your account can belong to several, and nothing crosses between them -- not content, not conversations, not billing.

How you sign in

Four ways, and you can have more than one on the same account: a password, a passkey, a link emailed to you that signs you in without a password, and Google. Signing in with an account you already have elsewhere is called single sign-on, or SSO -- there is no separate password here to forget, to reuse, or to leak, and if your company turns off someone's Google account they lose access here at the same moment.

Adding any of them to an account that already has a password does not replace the password. They all keep working, and they all land in the same account.

Passkeys

A passkey is a key your phone or laptop keeps and never hands over. You sign in with your fingerprint, your face or your device PIN, and the part that proves who you are never leaves the device -- so there is nothing to type, nothing to remember, and nothing for us to lose.

It also cannot be phished. A passkey is bound to this domain: a copy of our sign-in page on an address that merely looks like ours has nothing to ask for, because the browser will not offer a key that does not belong there. That is the difference between a passkey and a password, and it is the reason to add one.

Add one in Profile -> Passkeys. Name it after the device, because you will want to tell them apart later. On the sign-in page, Use a passkey needs no email first: your browser already knows which keys it holds for this site.

Your password keeps working, and that is deliberate. A passkey that is your only way in turns a lost phone into a lost account, and the way back from that is slower than any password reset. Keep both and you never have to take the slow road.

If you do lose every device that holds one, [recover an account](/recover-passkey) starts the slow road: you tell us the address, and a person at WelcomeAI checks who you are against what the account actually is -- the plan, the invoices, the workspaces -- before removing the passkeys. It is a person's decision on purpose, because an automated way to remove somebody's strongest credential is a way in. Whatever the answer, the request itself never tells anybody whether an address has an account here.

Changing your password signs out your other devices

Everywhere else you are signed in is ended when you change your password from Profile, and again when you reset a forgotten one by email. If you changed it because you thought somebody else was in your account, that is the part that matters: a new password that leaves the old session alive changes nothing for whoever was already inside.

Verifying your email

New accounts confirm their address before they can be used. It is a link in a mailbox, once -- and it is what stops somebody registering an address that is not theirs and sitting inside the account when its real owner turns up.

When to make a second workspace

Make one when the data must not mix. A different company, a different brand, a client you are running this for. That is the real test: two workspaces exist so that the people in one cannot see the other.

Do not make one per project or per website. A workspace can hold many knowledge bases and many widgets, and splitting a single company across two means paying twice and administering twice.

The workspace picture

A workspace shows two letters from its name in the sidebar and in the workspace switcher. Settings takes a picture instead: PNG, JPG or SVG, at any size. Your browser crops it square and scales it to 128 by 128 before it is sent, so there is nothing to export beforehand -- and a wide logo loses its left and right edges, which is worth knowing if the edges are the part you recognise it by. Remove it and the two letters come back.

Roles

Everyone in a workspace has a role, and the role decides what they can change:

• Owner can do everything, including billing and deleting the workspace. There is always at least one; an owner cannot leave, because a workspace nobody is in charge of is one nobody can close.
• Admin runs the workspace day to day: content, widgets, integrations, people. Not billing.
• Member works in it: knowledge bases, conversations, leads.
• Viewer reads.

Give people the smallest role that lets them do their job. Somebody who answers conversations does not need to be able to delete a knowledge base, and the audit log is much easier to read when a change could only have come from a few people.

Inviting people

Invite by email from the Team page. They get a link, sign in or create an account, and land in the workspace with the role you chose. An invitation is for one workspace only.

Seats are counted per workspace and are part of your plan. Removing somebody frees their seat immediately.

Giving access to whoever referred you

If you bought your plan through a link somebody sent you, you were asked one question on the payment page and once again after paying: whether to let them into the workspace you were buying. Ticking it adds them the moment you finish, with no invitation to send and nothing to accept.

It is a role of its own, and deliberately smaller than Admin. They get content, widgets, integrations and people. They do not get billing -- not even to read it -- the plan, your invoices, renaming or deleting the workspace, your account settings and sign-in methods, or the ability to create an API key. The word "Account" in that question means the workspace's settings, not your personal one: nobody can change how you sign in but you.

On the Team page their row is marked Referral access, which is how you tell it apart from a normal invitation. It also does not consume a seat.

Revoking takes one click on that row and takes effect immediately; they are emailed that it happened. Nothing they made is removed -- their documents, widgets and conversations stay, because they were always your workspace's. Their referral share is unaffected either way: access and payment are separate arrangements.

If you left the box unticked, nothing was granted and they were told so. Inviting them later is a normal invitation from the Team page.

Leaving and deleting

Leaving a workspace removes your access to it. Everything you made stays -- your documents, your widgets, your conversations. An owner can invite you back.

Deleting a workspace stops it immediately: every widget stops answering, the API refuses, and it disappears from your list. It is not gone. It stays recoverable for 180 days, and only then is it permanently removed -- the rows and the uploaded files together. Only an owner can delete one, and it asks you to type the workspace name first, because there is no undo after the retention window.