Workspaces: Creating, Configuring, Managing

What Are Workspaces?

Workspaces are shared containers that organize dashboards, reports, and analyses by team, project, or purpose. They control who can see and interact with the content inside them.

Think of workspaces as folders with permission controls. The "Marketing" workspace might contain all marketing dashboards and reports, accessible only to the marketing team and executives.

Every organization starts with a General workspace that includes all members.

Creating a Workspace

Step 1: Open the Workspace Creator

In the sidebar, find the Workspaces section and click the + button.

Step 2: Configure the Workspace

Step 3: Add Members

Search for users in your organization and add them to the workspace. For each member, assign a role:

The workspace creator is automatically assigned as Workspace Admin.

Step 4: Save

Click Create Workspace. It appears in the sidebar under Workspaces.

Adding Content to a Workspace

When Creating New Content

When you create a new dashboard or report, the creation form includes a Workspace dropdown. Select the target workspace.

Moving Existing Content

To move a dashboard or report to a different workspace:

1. Open the item.
2. Click its settings (gear icon).
3. Change the Workspace dropdown to the new workspace.
4. Click Save.

The item moves immediately. Members of the old workspace lose access (unless they are also members of the new workspace).

Bulk Moving

From the Dashboards or Reports list:

1. Select multiple items using checkboxes.
2. Click Move to Workspace in the toolbar.
3. Choose the target workspace.
4. Click Move.

Managing Workspace Members

Adding Members

Open the workspace settings (click the workspace name in the sidebar, then click the gear icon). Go to the Members tab.

Click Add Member, search for the user, select a role, and click Add.

Changing Roles

In the Members tab, click the role dropdown next to a member's name and select a new role.

Removing Members

Click the X next to a member's name. They immediately lose access to all content in the workspace.

Organization-Wide Workspaces

If the workspace visibility is set to Organization-wide, all members of your organization can see the workspace and its content. Individual member additions are not needed -- everyone has access at the Viewer level by default. You can still add specific members with higher roles (Editor, Admin).

Workspace Settings

Click the workspace name in the sidebar, then click the gear icon to access settings:

General

• Name and Description -- edit the workspace identity
• Icon -- change the visual identifier
• Visibility -- toggle between Private and Organization-wide

Notifications

Configure workspace-level notifications:

• Content created -- notify when someone adds a new dashboard or report
• Content updated -- notify when existing content is modified
• Member added -- notify when new members join the workspace

Each notification type can be toggled on or off. Notifications go to all workspace members.

Danger Zone

• Archive Workspace -- hides the workspace and its content from navigation. Content is preserved and can be restored. Useful for completed projects.
• Delete Workspace -- permanently removes the workspace. Content inside is moved to the General workspace (not deleted). This action requires confirmation and cannot be undone.

Workspace Best Practices

Organize by Team

Create workspaces matching your org chart: Marketing, Sales, Engineering, Finance, Executive. This gives each team a dedicated space for their analytics.

Organize by Project

For cross-functional projects, create a temporary workspace (e.g., "Product Launch Q1") and add members from different teams. Archive it when the project ends.

Limit Organization-Wide Workspaces

Organization-wide workspaces are visible to everyone. Use them for shared resources (company KPIs, all-hands dashboards) but not for sensitive data (financial details, HR metrics).

Use Viewer Role Generously

When in doubt, add members as Viewers. They can see everything but cannot accidentally modify or delete content. Promote to Editor when they need to create or modify.

Workspace Activity Feed

Each workspace has its own activity feed showing recent events within that workspace:

• Dashboards created, edited, or deleted
• Reports generated or scheduled
• Members added or removed
• Data sources connected to workspace content

To view the activity feed, click the workspace name in the sidebar and select the Activity tab.

The feed helps workspace members stay informed about what others are working on without cluttering the organization-wide activity feed. It is particularly useful for project-based workspaces where multiple people contribute to the same dashboards and reports.

Workspace Templates

On Professional and Enterprise plans, you can create workspace templates for repeatable project structures:

1. Set up a workspace with the dashboards, reports, and member roles you want.
2. Go to Workspace Settings > Save as Template.
3. Name the template (e.g., "Client Onboarding Workspace").
4. When you create a new workspace, choose Start from Template and select your saved template.

The template copies the workspace structure (dashboards, widget configurations) but not the data. You map data sources when applying the template, similar to dashboard templates.

Archiving vs. Deleting

It is important to understand the difference between archiving and deleting a workspace:

Best practice: Archive completed project workspaces rather than deleting them. This preserves the historical dashboards and reports for future reference.

Workspaces and RBAC

Workspace roles (Admin, Editor, Viewer) work alongside the organization-level RBAC roles (Owner, Administrator, Analyst, Member, Viewer).

The effective permission is the intersection of both:

• An organization-level Viewer with workspace Editor access can still only view (the organization role is more restrictive).
• An organization-level Analyst with workspace Viewer access can only view within that workspace, but can edit in workspaces where they have Editor access.

Organization-level Owners and Administrators can access all workspaces regardless of workspace-level membership.

For a full explanation of the RBAC system, see the Glossary entry on RBAC.

Limits by Plan

Related Articles

• Sharing Dashboards: Team, Workspace, and Public Links
• Plans and Pricing
• Navigating the clariBI Interface
• See full documentation