Workspaces: add, switch, archive, delete

A workspace holds one brand's (or one client's) accounts, content, inbox, contacts, brand profile and members. Your organisation starts with one named like the organisation ("[First name]'s workspace" until you name your brand in the setup wizard). The Workspaces screen (/app/workspaces, sidebar Set up, Workspaces, or ＋ New workspace at the bottom of the workspace switcher for Owners and Admins) lists every workspace you belong to, including archived ones, in the order they were created (oldest first). Every role can open it; what you may do on each row depends on your role in that workspace.

Before you start

• Creating a workspace needs you to be an Owner or Admin of at least one existing workspace. Other roles do not see New workspace name and Create.
• Your plan sets how many active workspaces you can have; archived workspaces do not count. See /pricing. When they are all in use, the screen shows a sentence with Plan & usage in place of New workspace name and Create. It depends on what is in use: "Your (plan) plan includes (n) workspaces. To add another, archive one you no longer need, or upgrade your plan." On a plan with one workspace, archiving cannot make room (the workspace you are in cannot be archived), so it says "Your (plan) plan includes 1 workspace, and it is in use. To add another, upgrade your plan." If more workspaces are active than the plan includes (for example after a downgrade), it says "Your (plan) plan includes (n) workspaces, but (m) workspaces are active, more than the plan allows." and then how many to archive before you can add one, or only to upgrade on a plan with one workspace.

Step by step: create a workspace

1. Type a name in New workspace name at the top. Create stays greyed out until the box holds more than spaces. If a workspace in use already has that name, a note under the box says "A workspace called "(name)" already exists. You can still create another one with the same name."
2. Click Create. The workspace appears in the list, with you as its Owner (its row offers Archive at once), and "(name) is ready. Click Switch to on its row to start working in it." appears at the top.
3. To work in it, click Switch to on its row (or pick it in the header's workspace switcher).
4. In the new workspace, invite its team under Settings, Members, connect its accounts, and describe its brand.

Step by step: switch or rename a workspace

• Click the workspace switcher in the header and pick the workspace (or move to it with the arrow keys and press Enter), or on this screen click Switch to on its row. Either way the page reloads inside that workspace, and its row shows Current. Switching from the header while a single post or campaign is open takes you to that section's list (for example /app/content/... opens Content), because the open item belongs to the workspace you left. To rename a workspace (Owners and Admins of it; not on archived rows, so unarchive one first): click Rename on its row, and a box opens in place of the name with the current name selected. Type the new name (up to 120 characters) and click Save name (or press Enter): "Renamed. The workspace is now called "(name)"." appears at the top and the workspace switcher in the header shows the new name. Cancel (or Esc) keeps the old name, and an empty name shows "Give the workspace a name." under the box. If another workspace in use already has the new name, a note under the box says "Another workspace is already called "(name)". You can still save this name." The identifier under the name (/slug) does not change, so the Delete confirmation keeps using it. If the page you are on holds changes you have not saved, switching first asks "Leave this page? What you typed here has not been saved and will be lost."; Cancel keeps you on the page in the workspace you were in. When you switch in another browser tab, a tab with unsaved changes is not locked: a note at the bottom says "You switched to (workspace) in another tab" and "Your unsaved changes on this page still save to (workspace). Save them first, then reload to carry on in the workspace you picked." Reload in (workspace) reloads into it at once (asking first about the unsaved changes); Stay here until I save puts the note away so you can save - your changes go to the workspace that page was opened in - and once nothing is left unsaved the tab shows "You switched to (workspace) in another tab" with Reload.

Step by step: archive and delete

1. Archive is not offered on the workspace you are working in; its row says "To archive this workspace, switch to another one first." Click Switch to on another workspace first. When no other workspace is active (not archived), the row shows no such note: there is nothing to switch to, so create another workspace first.
2. On the workspace's row, click Archive (Owner of that workspace only). A window Archive this workspace? says what stops: "(name) stops publishing: its scheduled posts and queues do not run, and nobody can change it until it is unarchived. Its content, accounts and history are kept, and you can unarchive it at any time." Click Archive to confirm, or Cancel. The row shows Archived and "(name) is archived. Unarchive it from this list whenever you need it again." appears at the top. Nothing is deleted: an archived workspace accepts no new activity and frees its place in your plan.
3. To bring it back, click Unarchive; "(name) is active again." appears. An unarchived workspace takes a place in your plan again, so when every workspace your plan includes is in use, Unarchive is greyed out and the row says "Every workspace your plan includes is in use. Archive another one or upgrade to unarchive this one." with a Plan & usage link (on a plan with one workspace: "Every workspace your plan includes is in use. Upgrade your plan to unarchive this one."). If it is refused anyway (another tab took the place), the page says "Your (plan) plan includes (n) workspaces, and all of them are in use. Archive another workspace or upgrade your plan, then unarchive this one."
4. To delete it for good, wait 24 hours after archiving: until then Delete is greyed out and the row says "Delete available from [date and time]". Then click Delete on the archived row. A window Are you sure? says "This permanently deletes "(name)" and all its content, accounts and history. It cannot be undone." Type the workspace's identifier, which the box label shows (for example default in Type default to confirm), in Type (identifier) to confirm; Delete stays grey until it matches. Click Delete, or Cancel to keep the workspace.
5. The row then shows Being deleted and "Its data is being exported, then everything is removed. You get a notification when it is done.", and "Deleting "(name)". Its data is exported first, then everything is removed; you get a notification when it is done." appears at the top. A large workspace can take a few minutes; you can keep working meanwhile. When it is gone, the notification Workspace deleted says ""(name)" and everything in it have been deleted." and the row is no longer listed.

Fields and options

• New workspace name (required): any name of up to 120 characters, for example the brand or client. Spaces before and after it are removed. OmniBrand makes the identifier (slug) from it: lowercase letters, numbers and dashes, with a number added if it is already used.
• Each row shows the workspace name. Its identifier (slug) is not listed; the delete window shows it when you need to type it.
• Current: the workspace you are working in now. "Active" elsewhere on this screen, in its messages and in your plan means not archived.
• Switch to: work in this workspace. Rename: shown to the Owner and Admins of that workspace, on rows that are not archived; it changes the name only, never the identifier. A web address (with https://, www. or a page path such as youtube.com/shorts/...) is refused as a name with "Enter a name here, not a web address."
• Archive / Unarchive / Delete: shown only to the Owner of that workspace. Archive is not on the current workspace. Delete appears only on archived rows and works from 24 hours after archiving.

What happens next

• Deleting removes the workspace with all its content, accounts, contacts, conversations and history. OmniBrand first prepares an export of its data. This cannot be undone.
• Members of a deleted workspace lose access to it; their logins and other workspaces stay.

If something goes wrong

• "Only an owner or admin of an existing workspace can create another one": ask an Owner or Admin to create it, or to make you Admin somewhere.
• "Your (plan) plan includes (n) workspaces. To add another, archive one you no longer need, or upgrade your plan.": your plan's number of workspaces is reached. Archive one you no longer use (the form comes back at once), or click Plan & usage to upgrade; see Plans. "Your (plan) plan includes 1 workspace, and it is in use. To add another, upgrade your plan.": archiving cannot make room on this plan; click Plan & usage to upgrade. "Your (plan) plan includes (n) workspaces, but (m) workspaces are active, more than the plan allows.": the organisation has more active workspaces than its plan includes, for example after moving to a smaller plan. The sentence says how many to archive before Create comes back (archive them, and the form comes back at once), or, on a plan with one workspace, to upgrade.
• "Workspace must be archived for 24h before deletion...": wait until the time shown in "Delete available from ..." on its row.
• "This is the only workspace; create another one before deleting it": an organisation always keeps at least one workspace.
• "Confirmation mismatch...": the identifier you typed does not match. Type it exactly as shown under the name, without the slash.
• "This workspace is archived - unarchive it to make changes": you tried to change something inside an archived workspace; click Unarchive first.

Good to know

• Roles are per workspace: the same person can be an Editor in one and a Viewer in another.
• The workspace switcher in the header shows only active (not archived) workspaces.
• This screen is not where the whole organisation is deleted; that is on Your account.

Related

• Getting around the app
• Roles and inviting your team
• Plans