Workspaces

What Are Workspaces?

Workspaces let you keep multiple email marketing projects completely separate. Each workspace has its own subscribers, campaigns, templates, and team members. Think of them as isolated email marketing environments.

Use workspaces to organize:

• Different client accounts (agency use case)
• Different business lines (multiple brands)
• Separate projects (website vs. podcast vs. product)
• Different teams (marketing vs. support)
• Environment separation (staging vs. production)

Key features:

• Completely isolated subscriber lists
• Separate campaign histories
• Independent team members and permissions
• Isolated email services configuration
• Separate templates and tags

Why Use Multiple Workspaces?

Scenario 1: Agency Account

You manage email for multiple clients. Each client gets their own workspace:

Your Agency Account
├─ Client A Workspace
│  ├─ Client A subscribers
│  ├─ Client A campaigns
│  └─ Client A team members
├─ Client B Workspace
│  ├─ Client B subscribers
│  ├─ Client B campaigns
│  └─ Client B team members
└─ Client C Workspace
   ├─ Client C subscribers
   ├─ Client C campaigns
   └─ Client C team members

Benefits:

• Complete separation of client data
• Clients can't see each other's campaigns
• Each client has own team
• Easy billing/tracking per client

Scenario 2: Multiple Brands

Your company owns multiple brands. Each brand gets its own workspace:

Your Company
├─ Brand A (Product Line)
│  ├─ Brand A mailing list
│  ├─ Brand A templates
│  └─ Brand A campaigns
├─ Brand B (Services)
│  ├─ Brand B mailing list
│  ├─ Brand B templates
│  └─ Brand B campaigns
└─ Brand C (Events)
   ├─ Brand C mailing list
   ├─ Brand C templates
   └─ Brand C campaigns

Benefits:

• Each brand has distinct branding/templates
• Separate subscriber management
• Different team members per brand
• Independent email service credentials

Scenario 3: Separate Teams

Different departments manage their own email:

Your Organization
├─ Marketing Team Workspace
│  └─ Campaign newsletters, promotions
├─ Support Team Workspace
│  └─ Customer notifications, alerts
└─ Sales Team Workspace
   └─ Prospect outreach, follow-ups

Benefits:

• Teams manage own subscribers
• No accidental conflicts
• Clear separation of responsibilities
• Independent campaign schedules

Viewing Your Workspaces

Access Workspace Menu

1. Click your username in the top-right corner
2. Select Workspaces from dropdown menu
3. See list of all your workspaces

Workspace List Page

You'll see:

• All your workspaces listed
• Number of subscribers in each
• Creation date
• Owner information
• Member count
• Create Workspace form

Workspace Information

For each workspace, you can see:

• Name — Workspace identifier
• Owner — Who created/owns it
• Members — How many team members
• Subscribers — Total subscribers count
• Created — When workspace was created
• Last Activity — When last used

Creating a Workspace

Step-by-Step

1. Go to Username → Workspaces
2. Scroll to Create Workspace section
3. Enter Workspace Name:

• Should be descriptive (e.g., "Client: Acme Corp", "Brand: TechPro")
• Can include client name or project name
• Keep it clear for team members

4. Click Create Workspace

What happens:

• Workspace is created immediately
• You're automatically added as Admin
• You're switched to the new workspace
• Ready to add subscribers, campaigns, etc.

Naming Best Practices

✅ Good workspace names:

• Client: Acme Corporation
• Brand: TechPro Services
• Project: Conference 2024
• Team: Marketing - USA
• Product: Mobile App

❌ Avoid these:

• workspace1, test, temp — Non-descriptive
• AAA, Zzz — Hard to scan
• For John — Too personal
• IMPORTANT!!! — Unprofessional
• Do not delete — Indicates disorganization

Workspace Limits

• Workspaces per account: Unlimited
• Subscribers per workspace: No limit
• Team members per workspace: No limit
• Storage: Depends on plan

Switching Between Workspaces

Quick Switch

If you have multiple workspaces:

1. Look for Workspace Selector dropdown in top-right corner (next to username)
2. Shows your current workspace (default)
3. Click dropdown to see all your workspaces
4. Select different workspace
5. You're switched immediately

What changes when you switch:

• All subscribers switch (see new workspace's list)
• All campaigns switch (see new workspace's campaigns)
• Templates switch (see new workspace's templates)
• Tags switch (see new workspace's tags)
• Email services switch (see new workspace's services)
• Team members switch (see new workspace's members)

Workspace Context

You always know which workspace you're in:

• Current workspace name displayed in header
• Workspace selector shows selection
• All data belongs to current workspace
• Campaigns sent stay in that workspace

Navigation After Switch

After switching workspaces:

• You stay on same page (if it exists in new workspace)
• Dashboard shows new workspace data
• Campaigns show new workspace campaigns
• Subscribers show new workspace subscribers

Managing Workspace Members

Who Can Manage Members?

Only the workspace owner can manage team members.

• Workspace creator is owner
• Owner can invite/remove members
• Owner controls permissions (future feature)
• Owner can transfer ownership (if supported)

View Current Members

To see who's in your workspace:

1. Go to current workspace
2. Click Settings → Manage Users (or Users/Members)
3. See list of all members with roles
4. Shows pending invitations separately

Member List Columns

Inviting Members to Your Workspace

Send Invitation

Add new team members to workspace:

1. Go to Settings → Manage Users
2. Find Invite User section
3. Enter new member's Email address:

• Must be valid email
• Should be real email they check
• Can't be already in workspace

4. Optionally set Role:

• Admin — Full access to manage workspace
• Editor — Can create/edit campaigns
• Viewer — Read-only access

5. Click Send Invite

What happens:

• Invitation email sent to that address
• Member shows in Pending Invitations section
• They can accept invite and join
• You can retract if needed

Pending Invitations

Members who haven't accepted yet show separately:

Pending Invitations Section:

• Shows email address invited
• Shows invitation date
• Shows expiration date (if applicable)
• Retract button to cancel invite

Resend Invitation

If member didn't receive invitation:

1. Go to Manage Users
2. Find member in Pending section
3. Click Resend (or similar)
4. New invitation email sent
5. They can accept from new email

Retract Invitation

Cancel an invitation you sent:

1. Go to Manage Users
2. Find member in Pending section
3. Click Retract
4. Confirm retraction
5. Invitation is cancelled
6. Member is removed from pending list

When to retract:

• Sent to wrong email address
• No longer need this person
• Misspelled email
• Person doesn't want access anymore

Removing Members

Remove Active Member

Remove someone who's already in workspace:

1. Go to Settings → Manage Users
2. Find member in Active Members section
3. Click Remove button
4. Confirm when prompted
5. Member is immediately removed

What happens:

• Member loses all access to workspace
• Their campaigns/changes remain (not deleted)
• They can still access other workspaces they're in
• No notification sent to member

Cannot Remove Yourself

You cannot remove yourself from a workspace you own.

If you want to leave:

• Transfer ownership to another admin
• Then you can be removed
• Or delete the workspace if not needed

Remove vs. Delete

Workspace Roles & Permissions

Available Roles

Different roles have different capabilities:

Permission Details

Admin permissions:

• ✅ Create campaigns
• ✅ Edit campaigns
• ✅ Delete campaigns
• ✅ Manage subscribers
• ✅ Invite/remove members
• ✅ Change workspace settings
• ✅ Configure email services
• ✅ Create templates

Editor permissions:

• ✅ Create campaigns
• ✅ Edit campaigns
• ✅ Delete own campaigns
• ✅ Manage subscribers
• ❌ Manage members
• ❌ Change workspace settings
• ❌ Configure email services

Viewer permissions:

• ✅ View campaigns
• ✅ View subscribers
• ✅ View messages
• ✅ View analytics
• ❌ Create/edit campaigns
• ❌ Change data
• ❌ Manage members

Workspace Settings

Access Workspace Settings

1. Go to current workspace
2. Click Settings or Workspace Settings
3. See all workspace configuration

Available Settings

Basic Information:

• Workspace name (can edit)
• Workspace description (optional)
• Owner information

Team Management:

• Manage Users (invite/remove)
• Change member roles
• View audit log

Email Services:

• Configure email providers
• Set default service
• Manage credentials

Integrations:

• Connected services
• API keys
• Webhooks

Transferring Workspace Ownership

Transfer Ownership to Another Admin

If you want to transfer control:

1. Go to Settings → Manage Users
2. Find new owner (must be Admin)
3. Click Make Owner (or similar)
4. Confirm transfer
5. You become regular Admin
6. New person is Owner

Why transfer ownership:

• Leaving the company
• Different team taking over
• Organizational change
• Share responsibility

Requirements

• New owner must already be in workspace (invite first if needed)
• New owner must be Admin role
• Can only transfer to one person at a time
• Original owner becomes Admin

Workspace Isolation & Security

Data Isolation

Each workspace is completely isolated:

• Workspace A subscribers never visible in Workspace B
• Workspace A campaigns invisible in Workspace B
• Team members see only workspaces they're in
• Email services configured per workspace

Security Features

Workspace boundaries:

• ✅ Members can't access other workspaces they're not in
• ✅ Admins can only manage their own workspace
• ✅ Audit logs track changes within workspace
• ✅ API keys scoped to specific workspace

Role-based access control:

• ✅ Admins have full control
• ✅ Editors can't change settings
• ✅ Viewers can't modify data
• ✅ Permissions enforced at all levels

Common Workspace Scenarios

Scenario 1: Agency Setting Up Client Workspace

1. Create workspace: "Client: Acme Corp"
2. Invite client's email: contact@acme.com
3. Set role: Editor (so they can't delete workspace)
4. Add email service: Client's Mailgun account
5. Import client's subscriber list
6. Client logs in and creates campaigns
7. You can monitor/help as needed

Scenario 2: Transferring Responsibility

1. Have team member as Editor
2. Want to give them more control
3. Promote to Admin: Settings → Manage Users → Make Admin
4. They can now manage other team members
5. You can transfer ownership if needed

Scenario 3: Giving Client View-Only Access

1. Create workspace for client
2. Invite client: client@example.com
3. Set role: Viewer
4. They can see all campaigns and analytics
5. Can't accidentally change anything
6. Good for stakeholders/approval process

Best Practices

Organizing Workspaces

For agencies:

• One workspace per client
• Clear naming: "Client: Company Name"
• Separate team members per client
• Each client has own email service

For multi-brand companies:

• One workspace per brand
• Separate teams by brand
• Brand-specific templates and tags
• Brand-specific email services

For internal teams:

• One workspace per department
• Clear naming by team purpose
• Separate team members per team
• Team-specific email service accounts

Workspace Naming

Use consistent naming patterns:

Pattern 1 (Clients):
- Client: Acme Corp
- Client: TechVision Inc
- Client: GlobalTrade Ltd

Pattern 2 (Brands):
- Brand: ProductA
- Brand: ProductB
- Brand: Services

Pattern 3 (Teams):
- Team: Marketing
- Team: Support
- Team: Sales

Pattern 4 (Projects):
- Project: Conference 2024
- Project: Holiday Campaign
- Project: Product Launch

Team Management

Best practices:

• ✅ Use meaningful email addresses (team emails, not personal)
• ✅ Set appropriate roles (don't make everyone Admin)
• ✅ Remove members who leave
• ✅ Document workspace purpose
• ✅ Use Viewer role for stakeholders

Avoid:

• ❌ Making everyone Admin
• ❌ Sharing login credentials
• ❌ Keeping departed members in workspace
• ❌ Vague naming that confuses teams

Troubleshooting

"Can't create workspace"

Problem: Create button not working

Causes:

• Workspace limit reached on your plan
• Permissions issue
• Name too long or invalid

Solution:

• Check plan limits
• Verify you're logged in as account owner
• Try different workspace name

"Can't see dropdown to switch workspaces"

Problem: No workspace selector visible

Causes:

• Only one workspace in account
• Not logged in properly
• Browser cache issue

Solution:

• Dropdown only shows if 2+ workspaces
• Log out and back in
• Clear browser cache

"Invitation not received"

Problem: Member didn't get invite email

Causes:

• Email went to spam folder
• Typo in email address
• Email service issue

Solution:

• Check spam/junk folder
• Verify email address spelling
• Resend invitation
• Contact support if persists

"Can't invite user - already in workspace"

Problem: Trying to invite someone already there

Cause: Email is already a member

Solution:

• Check member list
• If duplicate, remove old account first
• Use different email if person has multiple accounts

"Can't manage members - need Admin role"

Problem: Don't have permission to manage users

Cause: Your role is Editor or Viewer

Solution:

• Ask workspace Admin to promote you
• Or ask them to manage members for you

"Accidentally removed a member"

Problem: Need to add them back

Solution:

• Send new invitation to their email
• They accept and rejoin
• Data they created remains

Workspace Limits

Default limits:

Check your plan for any limitations.

Related Documentation

• Teams & Permissions — Detailed permission reference
• Account Settings — User account management
• Subscribers — Workspace subscribers
• Campaigns — Workspace campaigns

Quick Reference

Common Actions:

• View workspaces — Username → Workspaces
• Create workspace — Username → Workspaces → Create Workspace
• Switch workspace — Dropdown in top-right corner
• Invite member — Settings → Manage Users → Enter email → Send Invite
• Remove member — Settings → Manage Users → Remove button
• Retract invitation — Settings → Manage Users (Pending) → Retract

Workspace Roles:

• Admin — Full control (can manage members, change settings)
• Editor — Create/edit content (can't manage members or settings)
• Viewer — View-only (can't make any changes)

Remember:

• Each workspace is completely separate
• Switch easily with dropdown in top-right
• Only workspace owner can manage members
• Remove member removes access but keeps their created data
• Role determines what team members can do