Spaces

Organize teams and work with Spaces

A Space is the top-level work area in the app. It keeps people, permissions, Collections, lists, docs, whiteboards, dashboards, goals, chat, CRM records, automations, reminders, reporting, and settings together.

Use Spaces when work needs a clear boundary. A company, department, client, team, or major project can each have its own Space so that members, reporting, and settings do not mix with unrelated work.

Terms you may see:

Active Space is the Space currently selected in the app.
Space switcher lets you move between Spaces you can access.
My Spaces shows Spaces available to your account.
Members are users who can access the Space.
Roles control broad access such as Owner, Admin, Member, Guest, or a custom role.
Private items can add tighter access rules inside a Space.
Archived Spaces are hidden from active work until restored.

Before you start

You must create a Space, join one, or accept an invite before you can work inside it.
Managing Space settings, members, roles, or archived Spaces requires the right Space access.
Some limits and advanced controls depend on the Space plan and settings.

How Spaces work

You create, join, or accept an invite to a Space.
The app sets one Space as the active Space.
The active Space controls which Collections, tasks, docs, dashboards, goals, chat, CRM records, automations, reminders, settings, and reports you see.
Switching Spaces changes the work context across the app.
Member roles and item-level access decide what each user can open or change.

Expected outcome: Each user sees the work connected to the Space they selected and the permissions they have in that Space.

Decide when to use one Space

Use one Space when:

The same people work in the same operating context.
Permissions do not need to be separated.
Reporting can be shared across the group.
Chat, docs, tasks, CRM records, and dashboards should all reference the same team context.

Decide when to create another Space

Create a separate Space when:

Clients, departments, or teams must not see each other’s work.
Reporting should stay separate.
Different member groups need different settings or access boundaries.
processes, CRM records, and conversations should stay isolated.
Archived or completed work should not distract active teams.

Switch Spaces

Open the Space switcher from the app header or account area.
Choose the Space you want to work in.
Confirm the navigation, Collections, and visible work match the selected Space.
If the app opens Space setup instead, create a Space, join a Space, or accept an invite before continuing.

Expected outcome: The selected Space becomes the active context for most app areas.

Use Space setup

Use Space setup when you have no active Space or when the app needs you to choose a Space before opening a signed-in app link.

Space setup can show these states:

State	What it means	What to do
Create and join actions	You can start a new Space or join an existing one.	Choose Create space or Join space.
Active Spaces	Your account can open one or more Spaces.	Select the Space you want to use.
Space invitations	You have pending Space invites.	Choose Accept or Decline.
Archived Spaces	A Space exists but is archived.	Choose Restore if you have access and need to use it again.
Loading or reconnecting	The app is checking your account, Spaces, or connection.	Wait briefly or reconnect to the internet.
No active Space	No usable Space is available yet.	Create a Space, join with an invite code, or ask an owner/admin for an invite.

Confirm where new work will be created

Before creating a list, doc, dashboard, task, goal, CRM record, automation, reminder, or chat item, confirm the active Space in the app header or Space switcher.

Expected outcome: New work is created in the intended Space.

Control or area	Use it for	Notes
Create space	Start a new Space.	Opens the Space creation dialog.
Join space	Join an existing Space with an invite code.	Opens the Join Space dialog.
Space Invitations	Review pending invites.	Shows invite count and inviter details when available.
Accept	Accept a pending invite.	Adds the Space to your account.
Decline	Decline a pending invite.	Removes the pending invite from the list.
Active Space card	Open a Space you can access.	Shows the Space name and your role label when available.
Restore	Restore an archived Space.	Requires permission to restore that Space.

Common role labels

Role label	General meaning
Owner	Controls the Space and protected owner-level settings.
Admin	Manages broad Space operations when permissions allow it.
Member	Contributes to day-to-day work.
Guest	Has limited collaboration access when guest access is enabled.
Custom role	Uses a role created in User Roles settings.

Troubleshooting

Work is missing after switching Spaces

Symptom: You cannot find a list, doc, dashboard, chat, CRM record, task, or goal.
Cause: You may be in a different active Space, the item may be archived or deleted, or your role may not include access.
Resolution:
1. Open the Space switcher and confirm the active Space.
2. Search or browse Collections in that Space.
3. Ask the Space owner/admin to confirm your membership and item access.

You cannot open a Space

Symptom: A Space does not open or does not appear in your Space list.
Cause: You may not be a member, the invite may not be accepted, or the Space may be archived.
Resolution:
1. Confirm you are signed in with the expected account.
2. Check Space setup for pending invites.
3. Ask the Space owner/admin to verify your membership and Space status.

A Space is archived

Symptom: The Space appears under archived Spaces or cannot be used as an active Space.
Cause: The Space was archived by someone with permission.
Resolution:
1. Choose Restore if it is available and you need to use the Space again.
2. Ask a Space owner/admin to restore it if the action is unavailable.
3. Confirm the Space appears in active Spaces after restore.

FAQ

Is a Space the same as a workspace?

Use Space for the top-level work area. Some older labels, invite messages, or troubleshooting messages may still use workspace terminology.

Can I move work between Spaces?

Some features may let you choose or change scope, but cross-Space movement depends on the feature and your access. If no move option is available, create the work in the correct Space.

Can two Spaces have different members and roles?

Yes. Members, roles, and settings are managed per Space.