> ## Documentation Index
> Fetch the complete documentation index at: https://docs.buildbetter.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Workspace Management

> Organize your teams and projects with isolated workspaces

Workspaces are the foundation of organization in BuildBetter. They provide isolated environments for different teams, projects, or use cases, ensuring your data stays organized and secure while enabling seamless collaboration.

## Understanding Workspaces

Think of workspaces as separate instances of BuildBetter for different purposes:

<CardGroup cols={2}>
  <Card title="Team Separation" icon="users">
    Create distinct workspaces for Product, Sales, Customer Success, or any team structure
  </Card>

  <Card title="Project Isolation" icon="folder-tree">
    Separate workspaces for different products, initiatives, or client projects
  </Card>

  <Card title="Personal vs Work" icon="briefcase">
    Keep personal research separate from company data with dedicated workspaces
  </Card>

  <Card title="Data Security" icon="lock">
    Complete data isolation between workspaces ensures information stays where it should
  </Card>
</CardGroup>

## What's in a Workspace?

Each workspace contains its own isolated set of:

<Tabs>
  <Tab title="Content">
    * **Recordings**: All calls and meetings
    * **Documents**: Generated and uploaded files
    * **Signals**: Extracted insights
    * **Folders**: Organizational structure
    * **Chat History**: AI conversations
  </Tab>

  <Tab title="People & Data">
    * **Team Members**: Users with access
    * **Contacts**: People and companies
    * **Integrations**: Connected services
    * **Custom Context**: AI knowledge base
    * **Tags & Taxonomy**: Organization system
  </Tab>

  <Tab title="Settings">
    * **Branding**: Name and logo
    * **Permissions**: Default access levels
    * **Bot Configuration**: Recording settings
    * **Domain Rules**: Auto-join settings
    * **Language Preferences**: Transcription defaults
  </Tab>
</Tabs>

<Note>
  Everything in BuildBetter is workspace-scoped. When you switch workspaces, you're switching to an entirely different set of data and settings.
</Note>

## Creating Workspaces

### For Paid Plans

Create unlimited workspaces to organize your work:

<Steps>
  <Step title="Open Workspace Selector">
    Click your current workspace name in the top-left corner
  </Step>

  <Step title="Create New Workspace">
    Click "Create New Workspace" at the bottom of the dropdown
  </Step>

  <Step title="Name Your Workspace">
    Enter a descriptive name like "Product Team" or "Q1 Research Project"
  </Step>

  <Step title="Start Fresh">
    Your new workspace starts empty, ready for your content
  </Step>
</Steps>

### For Free Plans

<Info>
  Free plans include one workspace. To create additional workspaces, upgrade to a paid plan for unlimited workspace creation.
</Info>

## Switching Between Workspaces

Navigate between your workspaces easily:

1. **Click the workspace name** in the top-left corner
2. **View all workspaces** you have access to with member counts
3. **Select a workspace** to switch
4. **Page refreshes** to load the new workspace context

<Tip>
  Your most recently used workspace is remembered and loaded automatically when you return to BuildBetter.
</Tip>

## Workspace Roles

Each workspace has two user roles:

<AccordionGroup>
  <Accordion title="Admin" icon="crown">
    **Capabilities:**

    * Modify workspace settings
    * Manage team members
    * Change user roles
    * Configure integrations
    * Set recording rules
    * Access billing

    **Best for:** Workspace owners, team leads, IT administrators
  </Accordion>

  <Accordion title="Member" icon="user">
    **Capabilities:**

    * View and create content
    * Use all features
    * Invite new members (if allowed)
    * Manage own settings

    **Cannot:**

    * Change workspace settings
    * Manage other users
    * Access billing

    **Best for:** Team members, contributors, guests
  </Accordion>
</AccordionGroup>

## Managing Team Members

### Inviting Members

Admins can add team members in several ways:

<CardGroup cols={2}>
  <Card title="Email Invitation" icon="envelope">
    Send invites to specific email addresses. Recipients receive an email to join your workspace.
  </Card>

  <Card title="Domain Auto-Join" icon="globe">
    Allow anyone with your company email domain to join automatically when they sign up.
  </Card>

  <Card title="Share Link" icon="link">
    Generate a join link to share with your team (if enabled by admin).
  </Card>

  <Card title="Bulk Import" icon="file-import">
    Import multiple users at once via CSV or integration sync.
  </Card>
</CardGroup>

### Member Management

As an admin, manage your team effectively:

* **View all members**: See active, pending, and deactivated users
* **Change roles**: Promote members to admin or demote to member
* **Deactivate users**: Remove access without deleting their contributed content
* **Resend invites**: Send reminder emails to pending users
* **Monitor activity**: See last login and usage statistics

## Workspace Settings

### Basic Configuration

Navigate to **Settings → Organization** to configure:

<Steps>
  <Step title="Workspace Identity">
    * **Name**: Your workspace display name
    * **Logo**: Custom branding for your workspace
    * **Bot Name**: Customize how your recording bot appears in meetings
  </Step>

  <Step title="Access Control">
    * **Domain Whitelist**: Auto-approve users from specific email domains
    * **Join by Link**: Enable/disable link-based joining
    * **Default Permissions**: Set default privacy for new content
  </Step>

  <Step title="Recording Preferences">
    * **Auto-join Rules**: Which meetings to record automatically
    * **Skip Rules**: Patterns to exclude from recording
    * **Language Settings**: Default transcription language
  </Step>
</Steps>

### Advanced Settings

<Tabs>
  <Tab title="Custom Context">
    Add company-specific information that the AI uses across all features:

    * Product descriptions
    * Competitor information
    * Industry terminology
    * Company goals and values
  </Tab>

  <Tab title="Integrations">
    Connect workspace-specific services:

    * Calendar (Google/Outlook)
    * CRM (Salesforce/HubSpot)
    * Communication (Slack/Teams)
    * Documentation (Notion/Confluence)
  </Tab>

  <Tab title="Custom Taxonomy">
    Define workspace-specific:

    * Tag groups and hierarchies
    * Signal categories
    * Custom properties
    * Folder structures
  </Tab>
</Tabs>

## Data Privacy and Security

### Workspace Isolation

<Warning>
  **Complete Data Separation**: Each workspace is completely isolated. Users cannot access data from workspaces they're not members of, even if they have access to multiple workspaces.
</Warning>

* **No cross-workspace search**: Search only returns results from current workspace
* **No shared content**: Documents, recordings, and signals exist in one workspace only
* **Separate integrations**: Each workspace has its own connected services
* **Independent settings**: Configuration changes affect only the current workspace

### Content Permissions

Within a workspace, content can be:

1. **Private**: Only the creator can access
2. **Shared**: Specific users granted access
3. **Workspace**: All workspace members can access

## Best Practices

<Check>
  **Use descriptive names**: "Product Team - Mobile App" is clearer than "Workspace 2"
</Check>

<Check>
  **Set up domains early**: Configure auto-join for your company domain to streamline onboarding
</Check>

<Check>
  **Assign multiple admins**: Ensure continuity by having 2-3 admins per workspace
</Check>

<Check>
  **Regular cleanup**: Review and deactivate inactive members quarterly
</Check>

<Check>
  **Document your structure**: Keep notes on what each workspace is for and who should have access
</Check>

## Common Workspace Patterns

### By Team Structure

* **Sales Workspace**: All sales calls and materials
* **Product Workspace**: User research and product planning
* **Support Workspace**: Customer issues and resolutions
* **Leadership Workspace**: Strategic planning and reviews

### By Project

* **Project Alpha**: All materials for a specific initiative
* **Q4 Planning**: Temporary workspace for planning cycle
* **Customer X**: Dedicated space for enterprise clients

### By Use Case

* **External Calls**: Customer-facing recordings
* **Internal Meetings**: Team discussions and planning
* **Research**: User interviews and analysis
* **Training**: Onboarding and educational content

## Workspace Limits

<Table>
  <TableHeader>
    <TableRow>
      <TableCell>Feature</TableCell>
      <TableCell>Free Plan</TableCell>
      <TableCell>Paid Plans</TableCell>
    </TableRow>
  </TableHeader>

  <TableBody>
    <TableRow>
      <TableCell>Number of Workspaces</TableCell>
      <TableCell>1</TableCell>
      <TableCell>Unlimited</TableCell>
    </TableRow>

    <TableRow>
      <TableCell>Members per Workspace</TableCell>
      <TableCell>Unlimited</TableCell>
      <TableCell>Unlimited</TableCell>
    </TableRow>

    <TableRow>
      <TableCell>Admin Roles</TableCell>
      <TableCell>Unlimited</TableCell>
      <TableCell>Unlimited</TableCell>
    </TableRow>
  </TableBody>
</Table>

## Switching Workspaces via URL

Power users can switch workspaces by modifying the URL:

* Current workspace ID is stored in browser localStorage
* Each workspace has a unique identifier
* Bookmarks maintain workspace context

<Tip>
  Create browser bookmarks for frequently used workspaces to switch instantly.
</Tip>

Workspaces provide the flexibility to organize BuildBetter exactly how your organization works, ensuring the right people have access to the right information at the right time.