Workspace

Learn how to manage workspaces, collaborate with your team, and organize your feedback.

What is a Workspace?

A workspace is your organization's container for sites, feedback, and team members. Think of it as your company or project environment.

Key Concepts:

  • Each user can own one workspace but belong to multiple workspaces via invitations
  • Workspaces have their own sites and feedback
  • Team members are invited per workspace
  • Billing is per workspace (one subscription covers all sites in that workspace)

Creating a Workspace

Your First Workspace

When you sign up, a workspace is automatically created for you with your account name.

Important: Each user can only create one workspace where they are the owner. You can be a member of multiple workspaces by accepting invitations from other workspace owners, but you can only own one.

Workspace Ownership:

  • ✅ Create one workspace as owner
  • ✅ Join unlimited workspaces via invitation
  • ❌ Cannot create multiple workspaces as owner

Need Multiple Workspaces?

If you need to manage multiple separate organizations:

Option 1: Multiple User Accounts

  • Create separate user accounts for each organization
  • Each account can own one workspace
  • Use different email addresses

Option 2: Use Sites Within One Workspace

  • Create multiple sites in your workspace
  • Organize by project, client, or environment
  • Use team permissions to control access
  • More efficient for most use cases

Switching Workspaces

Workspace Switcher

Access the workspace switcher from the top navigation:

  1. Click workspace name in top left
  2. See list of all workspaces you belong to
  3. Click workspace to switch

What Happens When You Switch:

  • Dashboard shows feedback for selected workspace
  • Sites list shows only workspace sites
  • Settings apply to current workspace
  • Team members are workspace-specific

Workspace Settings

General Settings

Configure your workspace:

Settings:

  • Workspace Name - Display name for your workspace
  • Workspace URL - Unique workspace identifier
  • Default Site - Homepage after login
  • Timezone - For timestamps and reports

To Access Settings:

  1. Go to Workspace → Settings
  2. Update any fields
  3. Click Save Changes

Workspace URL

Each workspace has a unique URL identifier:

https://notedis.com/workspace/my-company

URL Requirements:

  • 3-50 characters
  • Lowercase letters, numbers, and hyphens
  • Must be unique across all Notedis workspaces

Workspace Members

Member Roles

Workspaces support different member roles:

Owner

Permissions:

  • Full access to all workspace features
  • Manage billing and subscription
  • Delete workspace
  • Manage all team members
  • Transfer ownership

Limitations:

  • Only one owner per workspace
  • Owner cannot be removed (must transfer first)

Manager

Permissions:

  • Manage all feedback
  • Create and manage sites
  • Cannot invite or remove team members
  • Cannot access workspace settings
  • Cannot access billing

Best For:

  • Project managers
  • Team leads
  • Senior developers

Team Member

Permissions:

  • View and manage feedback
  • Comment on feedback
  • Change feedback status
  • Cannot manage sites or team

Best For:

  • Developers
  • Support team
  • Content creators

Guest

Permissions:

  • View-only access to feedback that they have submitted
  • Cannot see feedback from other users
  • Cannot modify anything
  • Cannot see other workspace data
  • Site assignments don't grant access to all feedback—only their own

Best For:

  • Clients who need to track their own feedback
  • External stakeholders monitoring their submissions
  • Users who should only see what they've personally submitted

Inviting Team Members

Send Invitation

To invite a team member:

  1. Go to Workspace → Team
  2. Click Invite Member
  3. Enter their email address
  4. Select role (Owner, Manager, Team Member, Guest)
  5. If Guest: select which sites they can access
  6. Click Send Invite

What Happens:

  • Invitee receives email invitation
  • They can accept or decline
  • If they don't have an account, they'll be prompted to create one
  • Once accepted, they appear in your team list

Invitation Status

Track invitation status:

  • Pending - Invitation sent, not yet accepted
  • Accepted - Member is active in workspace
  • Expired - Invitation expired after 7 days

Resend Invitation:

  1. Find pending invitation
  2. Click Resend
  3. New invitation email sent

Cancel Invitation

To cancel a pending invitation:

  1. Find pending invitation in team list
  2. Click Cancel
  3. Invitation is revoked

Managing Team Members

Change Member Role

To change a member's role:

  1. Go to Workspace → Team
  2. Find team member
  3. Click Change Role
  4. Select new role
  5. Click Update

Note: You cannot change the owner's role without transferring ownership first.

Remove Team Member

To remove a member from workspace:

  1. Go to Workspace → Team
  2. Find team member
  3. Click Remove
  4. Confirm removal

What Happens:

  • Member loses access to workspace
  • Their account remains active
  • They can be re-invited later

Guest Access

Inviting Guests

Guests have highly restricted access, perfect for clients who need to track their own feedback:

To Invite a Guest:

  1. Click Invite Member
  2. Select Guest role
  3. Choose which sites they can access (for organizational purposes)
  4. Send invitation

Important: Site assignments for guests are primarily organizational. Guests only see feedback that they have submitted, regardless of which sites they're assigned to.

Guest Limitations:

  • Can only view feedback that they have submitted
  • Cannot see feedback from other users, even on assigned sites
  • Cannot see other sites in workspace
  • Cannot modify any data
  • Cannot see team members
  • Cannot access workspace settings

Managing Guest Sites

To change which sites a guest can access:

  1. Go to Workspace → Team
  2. Find guest member
  3. Click Manage Sites
  4. Check/uncheck sites
  5. Click Save

Transferring Ownership

To transfer workspace ownership to another member:

  1. Go to Workspace → Settings
  2. Click Transfer Ownership
  3. Select new owner (must be existing Manager or Team Member)
  4. Confirm transfer
  5. Enter your password

What Happens:

  • Selected member becomes owner
  • You become a manager
  • New owner gains billing access
  • This cannot be undone (must transfer back)

Requirements:

  • Must be current owner
  • Target must be existing workspace member
  • Target cannot be a guest

Workspace Billing

Subscription

Each workspace has its own subscription:

Billing Details:

  • One subscription per workspace
  • Covers all sites in workspace
  • Includes unlimited team members
  • Monthly or annual billing

To Manage Billing:

  1. Go to Workspace → Billing (owners only)
  2. View current plan
  3. Update payment method
  4. View invoices
  5. Change plan or cancel

Trial Period

Free Trial:

  • 14 days from workspace creation
  • 1 site included
  • 10 feedback submissions limit
  • All features available

After Trial:

  • Upgrade to Pro plan to continue
  • Feedback data is never deleted
  • Can reactivate later

See Pricing for plan details.

Deleting a Workspace

Delete Workspace

To permanently delete a workspace:

  1. Go to Workspace → Settings
  2. Scroll to Danger Zone
  3. Click Delete Workspace
  4. Enter workspace name to confirm
  5. Click Permanently Delete

⚠️ Warning:

  • This action cannot be undone
  • All sites will be deleted
  • All feedback will be deleted
  • All team members will lose access
  • Subscription will be canceled

Data Retention:

  • Deleted data is kept for 30 days for recovery
  • After 30 days, data is permanently deleted
  • Contact support within 30 days to restore

Workspace Limits

Free Trial Limits

  • Sites: 1 site
  • Feedback: 10 total submissions
  • Team Members: Unlimited
  • Storage: 100MB
  • Duration: 14 days

Pro Plan Limits

  • Sites: Unlimited
  • Feedback: Unlimited
  • Team Members: Unlimited
  • Storage: Unlimited

Best Practices

Organizing Workspaces

Recommended Structure:

Option 1: By Company

  • Create one workspace per company/client
  • All company sites in one workspace
  • Team members are company employees

Option 2: By Project

  • Create workspace per major project
  • Related sites grouped together
  • Team members are project contributors

Option 3: By Environment

  • Production workspace
  • Staging workspace
  • Development workspace

Team Member Management

Tips:

  • Use Guest role for clients (view-only)
  • Use Team Member for developers
  • Use Manager for team leads
  • Keep Owner role to yourself or one trusted person
  • Regularly review team members and remove inactive ones

Site Organization

Best Practices:

  • Use clear, descriptive site names
  • Group related sites in same workspace
  • Use consistent naming convention
  • Document which sites are production vs staging

Common Workflows

Client Collaboration Workflow

  1. Create workspace for client project
  2. Add your team as Team Members
  3. Create sites for client's websites
  4. Invite client as Guest (view-only)
  5. Client can see feedback but not modify

Agency Workflow

  1. Create workspace per client
  2. Add agency team as Managers
  3. Add client employees as Team Members
  4. Use Guest role for client stakeholders
  5. Each client has isolated workspace

Internal Team Workflow

  1. Create company workspace
  2. All employees are Team Members
  3. Managers for team leads
  4. All company sites in one workspace
  5. Easy collaboration across projects

Troubleshooting

Can't See a Workspace

Possible Causes:

  • Not invited to that workspace
  • Invitation pending (check email)
  • Account email doesn't match invitation
  • Invitation expired

Solutions:

  • Ask workspace owner to resend invitation
  • Check spam folder for invitation email
  • Accept invitation from email
  • Contact support if issues persist

Can't Invite Team Member

Possible Causes:

  • Not enough permissions (must be Owner or Manager)
  • Invalid email address
  • Member already in workspace
  • Subscription expired

Solutions:

  • Check your role (Team Members can't invite)
  • Verify email address
  • Check if member is already in team list
  • Ensure subscription is active

Can't Access Billing

Cause: Only workspace owners can access billing

Solution: Ask workspace owner to transfer ownership or manage billing for you

Next Steps

  • Team Management - Learn about team collaboration
  • Sites - Add sites to your workspace
  • Pricing - Compare plans and pricing
  • FAQ - Common questions answered
FeaturesTeam