# Workspaces and your account

> The difference between you and a workspace, when to make a second one, roles, and what leaving or deleting does.

Source: https://welcomeai.dev/docs/workspaces-and-account
Category: Account
Updated: 2026-09-06

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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

Three ways, and you can have more than one on the same account: a password, a link emailed to you that
signs you in without one, 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 Google to an account that already has a password does not replace the password. Both keep
working, and both land in the same account.

## 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.