Workspaces and access
Workspaces, roles, inviting people, restricting folders and documents, and switching workspaces.
Guide2 min read
Workspaces
A workspace holds projects and the people who work on them. Your account starts with one. A personal workspace is simply a workspace with one member; it works the same as a team's.
You can belong to several. Switch between them, or create a new one with New workspace, from the account menu. Search, the assistant and agents only ever look inside one workspace at a time.
Roles
Every member has one role across the workspace.
| Role | Can |
|---|---|
| Owner | Everything, including deleting the workspace |
| Admin | Manage members and settings, plus everything an editor can do |
| Editor | Create, edit, organise and connect files |
| Viewer | Read, search and ask questions; cannot change anything |
Owners and admins invite people by email from Settings → Members, choosing their role. The invited person sees it under Invitations in the account menu, once they have an account with that email, and chooses Join or Decline. Until they join, Members lists them as invited.
Handing over or deleting a workspace
The owner can hand the workspace to another member. In Settings → Members, open that member's menu and choose Make owner. They become the owner and you stay on as an admin. The workspace's storage then counts against their plan, so the handover fails if their plan doesn't have room for it.
The owner can also delete the workspace. At the bottom of Settings → General, choose Delete workspace and type its name to confirm. You can't delete your only workspace, so delete your account instead.
Restricting a folder or document
A role applies everywhere by default. To narrow it for one folder or document, open its access settings and switch from Everyone in the workspace to Only specific people. Then pick who, and at what level:
- Their usual role: they keep whatever their workspace role allows.
- Can view: read-only here, even if they are an editor elsewhere.
- Can edit: can change things here.
- Can manage access: can also change who has access here, and lock or unlock it.
Everyone not listed stops seeing that folder or document anywhere in the app: in the browser, in search, in the assistant's answers, and as the far end of a relationship. The restriction applies to everything inside a folder.
Access narrows a role; it never raises one. A viewer given Can edit on a folder is still a viewer. Workspace owners and admins always keep access, so a restriction can never lock out the people responsible for the workspace.
Sharing outside the workspace
Share links are the one way content leaves all of this. By default an editor can share what they can edit; an admin can restrict that to admins and folder managers from Settings → Sharing and privacy.
AI tools follow the same rules
A connection from Claude Code, Codex or another agent acts as the person who connected it, in one workspace. It sees exactly what that person sees, and loses access the moment that person is removed from the workspace. See Access and authentication.