Workspaces, roles and invitations
A workspace belongs to a team: shared history, shared reports, clear rights.
What a workspace is
With an account you can create a workspace (under My sessions). Sessions you open in it appear in the team's history and run under the workspace's plan – the plan of its owner. From Small Business on you can give whole teams access to the workspace – then history and reports can also be filtered per team.
The roles
- Owner: everything, and the only one who can delete the workspace, hand it over and manage billing.
- Admin: runs the workspace day to day: members, roles below their own, teams, connections, change log.
- Facilitator: opens and moderates sessions and reads reports.
- Member: takes part and sees the team's history.
- Guest: only sees that the workspace exists, and the sessions they were invited to.
| Permission | Owner | Admin | Facilitator | Member | Guest |
|---|---|---|---|---|---|
| See the workspace | Included | Included | Included | Included | Included |
| Change name and settings | Included | Included | Not included | Not included | Not included |
| Delete the workspace | Included | Not included | Not included | Not included | Not included |
| Export the workspace data | Included | Included | Not included | Not included | Not included |
| Hand over ownership | Included | Not included | Not included | Not included | Not included |
| Manage billing | Included | Not included | Not included | Not included | Not included |
| See members | Included | Included | Included | Included | Not included |
| Invite members | Included | Included | Not included | Not included | Not included |
| Remove members | Included | Included | Not included | Not included | Not included |
| Change roles (below their own) | Included | Included | Not included | Not included | Not included |
| Manage teams | Included | Included | Not included | Not included | Not included |
| Create sessions in the workspace | Included | Included | Included | Not included | Not included |
| See history and sessions | Included | Included | Included | Included | Not included |
| Delete and restore sessions | Included | Included | Not included | Not included | Not included |
| See reports | Included | Included | Included | Not included | Not included |
| See the change log | Included | Included | Not included | Not included | Not included |
| Manage connections | Included | Included | Not included | Not included | Not included |
| Approve AI features | Included | Included | Not included | Not included | Not included |
| View roadmaps | Included | Included | Included | Included | Not included |
| Edit roadmaps, sprints and PIs | Included | Included | Included | Not included | Not included |
| View status reports | Included | Included | Included | Included | Not included |
| Write and share status reports | Included | Included | Included | Not included | Not included |
Roles apply on the server, not only in the interface: even somebody who opens an address directly or builds a request themselves gets only what their role allows.
Inviting members
- Open the workspace and choose Invite member.
- Enter the email address and the role. The invitation is bound to that address.
- The invited person receives an email with a link, signs in with exactly that address and joins.
An invitation is valid for seven days and can be withdrawn before then. A forwarded link is of no use to anybody whose confirmed address is a different one. How many members your plan includes is under Plans and limits; open invitations count.
Teams
A team is a group of people with accounts of its own – independent of workspaces. Under Teams you create one and invite people by email; a team has an owner, moderators (they invite, remove members and give the team access) and members. Whoever may invite members in a workspace and is owner or moderator of the team gives the whole team access to the workspace – with a role, at most their own. Everybody in the team then works there with that role (anybody with a higher role of their own keeps it). Every person takes one seat, however many ways they come in; a grant that no longer fits is refused. Leaving the team, or the grant being taken back, ends the access.
When a plan ends
Nothing is deleted just because a paid plan ends. Workspace, members, teams and history stay. What the free plan does not include is paused instead of removed – no new invitations beyond the free plan's seats, no new connections, reports or exports – and is back as soon as you subscribe again.