Administration
Workspaces, members and permissions
A workspace belongs to a team: its own members, groups, spaces and templates. Permissions work from the workspace via the space down to the single page and the single record.
Workspaces
- Create: the name at the top of the sidebar → Create workspace. The administrators decide whether everyone may do this.
- Switch: via the same name; everyone can be a member of several workspaces.
- Settings → General: change the name and icon, leave the workspace or – as an owner, after entering its name – delete it permanently.
When leaving, a last owner has to make someone else an owner first; your own spaces are handed over to a remaining owner of your choice. Deleting removes all content, templates, files and shares for all members and cannot be undone.
Roles
| Role | May |
|---|---|
| Owner | Everything, plus managing members, groups, spaces and the workspace itself |
| Edit | Create and change pages, comment, share |
| View | Read and comment |
| Guest | Only explicitly shared pages and spaces, with view or edit access |
Invite members
Settings → Members → Invite member: enter an e-mail address and role. If e-mail is set up on the instance, the person gets an invitation. They create an account with this address – even if sign-ups are otherwise closed – or sign in with SSO; the workspace appears as soon as the address is confirmed. Without e-mail, tell them yourself and send them the instance's address.
Existing members can be turned into guests with Make guest and back with Make member.
Guests
Guests are people outside the team, such as customers or freelancers. They only see pages and spaces shared with them, including sub-pages, and cannot create pages, invite anyone or change settings. For people without any account there are links with their own permissions instead.
Groups
Settings → Groups & permissions: form groups such as "Design" or "Sales", add members and give the group access to spaces or pages. New members of a group get its permissions right away.
How permissions work together
- The space sets the basis: open to all members or private for the people it is shared with.
- Pages inherit the permissions of their space and parent pages; under Share, people or groups are added.
- Records of a database can be made read-only or private (see Databases).
- Linked databases, mentions and links never grant additional permissions: whoever may not read the source does not see it embedded either.
Owners of a workspace also manage other members' spaces, but do not get read access to their private pages that way.
Storage quota
Every workspace can have a quota. Uploads, copies, templates and imports beyond it are refused. Administrators see the usage under Administration → Workspaces.