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Creating Your First Workspace

Create a workspace, choose who can see it and add its first members.

Last updated 10 days ago

A workspace is a shared space for a team, a project or a client. It holds folders and conversations, and it gives the Mates the context of the topic. This article shows how to create a workspace, set who can see it and add its first members. It is for members whose plan includes workspaces.

Before you start

You need both:

  • the organization role User, Admin or Owner: a Viewer cannot create a workspace;
  • a plan that includes workspaces. In the default plan catalog, these are Advanced and Expert. Your organization's plans may differ. See "Managing Roles, Plans, and Permissions".

If your plan does not include workspaces, the sidebar has no Workspaces section.

Open the creation dialog

Use one of these entry points:

  • In the sidebar, click + (New workspace) next to Workspaces.
  • If you have no workspace yet, click Create your first workspace in the Workspaces section.
  • Press Cmd/Ctrl + K and choose New workspace in Quick actions.

The Create a workspace dialog opens.

Create a workspace dialog, Information step

Step 1: Information

  1. What are you working on? Click the icon to choose an emoji, then type the name of the workspace (at least 3 characters). A random emoji is set by default.
  2. Visibility: choose who can see the workspace.
    • Public: "This workspace will be visible to all members of the organization."
    • Private: "This workspace will be visible only to its members." This is the default.
  3. Locale: choose the main language of the workspace. Mates use it for their answers. This field is required.
  4. Include organization context: keep it on so that the Mates of this workspace also read the name and the description of your organization. Turn it off for a workspace that must not use them, for example a workspace for a client.
  5. What are you trying to do? Describe the objective of the workspace (optional). Mates use this description in the conversations of the workspace.
  6. Click Next for a private workspace, or Submit for a public workspace.

Step 2: Members (private workspace only)

  1. Under Invite members, pick the members to add. The list shows the members of your organization.
  2. Choose their role in the workspace: Viewer, User, Admin or Owner. The default role is User.
  3. To add members with another role, click Add another group.
  4. Click Submit.

You can skip this step: "You can always add members later".

allmates.ai creates the workspace and opens it. You are its Owner.

If some members could not be added, a message says so. Add them from the workspace settings.

Add members later

  1. Open the workspace and click the settings gear (Settings) at the top of the page. You can also click the gear next to the workspace in the sidebar.
  2. Open the Members tab.
  3. Under Add members, pick one or more members of the organization and their role. You cannot give a role higher than your own role in the workspace.
  4. Click Grant access.

The Members tab shows only for a private workspace, and only to its Admins and Owners. A public workspace has no member list: every member of the organization can see it.

You cannot invite a person who is not a member of the organization. To invite a new person, ask an Owner or Admin of your organization. See "Managing members".

Edit the workspace

  1. Click the settings gear, then open the Details tab.
  2. Change the name, the icon, the locale, the description or Include organization context.
  3. Click Validate.

In the same tab, Visibility changes the workspace from Private to Public, or the reverse. See "Changing Your Workspace Privacy Settings".

Start working

  • Start a conversation from the composer of the workspace page. See "Starting a conversation in a workspace".
  • Create folders to group conversations: click Create folder next to the workspace in the sidebar.

Good to know

  • The web address of a workspace comes from its name. If the app shows "URL Path is already used", another workspace has a similar name: choose another name.
  • Only the Owners and Admins of the workspace can delete it: click Delete at the bottom of the settings dialog. There is no confirmation step, and deletion is permanent.

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