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.

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.

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.

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.