Workspaces

A workspace is the home of a team in sol2flow. It holds boards, members, labels, templates and time entries. Everything you do happens inside a workspace, and people only see the workspaces they belong to.

You can belong to several workspaces and have a different role in each: for example, you might be an admin in your own team's workspace and a guest in a client's. See Members and sharing for what each role can do.

The workspace switcher

The workspace switcher sits at the top of the sidebar. It lists every workspace you belong to, and you can search it when the list gets long.

To switch to another workspace:

1. Open the workspace switcher at the top of the sidebar.
2. Type part of the name to filter the list, if needed.
3. Select the workspace.

If you're signed in but don't belong to any workspace yet, you see an empty page. From there you can create a workspace (if you're allowed to), ask to join one (see Join requests), or ask an admin to add you.

Create a workspace

To create a workspace:

1. Open the workspace switcher and choose New workspace.
2. Enter a Workspace name.
3. Optionally switch on Private workspace (see below).
4. Choose Create workspace.

You become the new workspace's Workspace admin.

note

The instance's administrators decide who may create workspaces, and may limit how many each person can create. If you don't see New workspace, ask your administrator.

Private workspaces

A private workspace is visible only to its members. The instance's owners and admins normally can open and manage every workspace; they get no automatic access to a private one. They can only see it if someone adds them as a member.

You can make a workspace private when you create it, or later:

1. Open Settings → Workspace → General.
2. Switch Private workspace on or off.

Only workspace admins can change this. A private workspace always needs at least one admin who was added as a member explicitly, so the last such admin can't leave or be demoted.

Workspace settings

Open Settings in the sidebar. The Workspace group of the settings menu shows the settings of the workspace you're in; if you belong to several, use the switcher at the top of the group to pick another one. Settings save automatically — the page header says Saved once a change is stored.

Page	What it's for	Who sees it
General	Name, owner, private switch, working time, leave and delete	Everyone (members see it read-only; guests see only Leave workspace)
Members and invitations	People in the workspace and pending invitations	Workspace admins and members
Labels	Workspace and board labels	Workspace admins
Access & integrations	REST API, webhook and public link switches, guest comments, upload size limit, join requests	Workspace admins
Webhooks	Send events to other tools	Workspace admins
Import & export	Import boards from Trello or Kan; export the whole workspace	Workspace admins
Audit log	A record of important changes in the workspace	Workspace admins

Rename a workspace

1. Open Settings → Workspace → General.
2. Change the name under Name. It saves when you leave the field.

The name appears in the workspace switcher, in emails and to everyone who joins.

Working time

Estimates in days, weeks, months and years count working time. By default, a day is 8 working hours and a week is 5 working days. To change this:

1. Open Settings → Workspace → General.
2. Under Working time, set Working hours per day (0.5 to 24) and Working days per week (1 to 7).

Changing working time doesn't change stored estimates — only how they read. See Time tracking.

Access & integrations

Workspace admins can fine-tune what reaches the workspace from outside:

• REST API — whether personal API keys can read and change this workspace. See REST API.
• Webhooks — whether this workspace can send events to other services. See Webhooks.
• Allow public links: whether board admins can share boards read-only with anyone who has the link. Off: existing links pause (they aren't deleted) and work again when you turn it back on. See Share a board publicly.
• Guests can comment (under Guests, off by default): whether guests can comment on the boards they can view. See Guest comments.
• Max. file size (MB) — the largest file anyone can attach here. Leave it empty to use the instance's limit.
• People with these email domains can ask to join — see Join requests.

A switch that the instance's administrators turned off stays off here, with a note saying so.

Join requests

Workspace admins can let colleagues find the workspace and ask to join, instead of inviting each person.

To turn on join requests:

1. Open Settings → Workspace → Access & integrations.
2. Under People with these email domains can ask to join, enter your company's email domains, separated by commas (for example example.com). You can add up to 20 domains.

People signed in with a verified email address at one of those domains then see the workspace under Workspaces you can join — in the workspace switcher, or on the empty page if they have no workspace yet. They choose Ask to join, and the button changes to Requested. Asking grants nothing by itself; they only see the workspace's name.

To answer a request:

1. You're notified in the bell when someone asks to join.
2. Open Members (or Settings → Workspace → Members and invitations). Requests appear at the top, for example "2 people asked to join", with name, email and when they asked.
3. Choose Approve (the person joins as a Member) or Decline.

The person is notified either way. A declined request can't be sent again.

note

Only verified email addresses match: someone whose address isn't confirmed yet sees no workspaces to join until it is. Even so, a domain never grants access on its own — an admin always decides.

Leave a workspace

Anyone can leave a workspace — admins, members and guests.

To leave:

1. Open the workspace switcher and choose Leave followed by the workspace's name (under the list). Or open Settings → Workspace → General and use Leave workspace in the Danger zone.
2. Confirm in the dialog.

When you leave, you lose access to the workspace's boards, and your board roles, pinned boards, task assignments and task memberships there are removed. The workspace's admins are notified. To come back, an admin has to add you again.

Leaving is not possible, and the option says why, when:

• you're the last admin — make someone else an admin first;
• your membership is managed by your company's identity provider (single sign-on) — ask an administrator to change it.

Delete a workspace

Only workspace admins can delete a workspace.

1. Open Settings → Workspace → General.
2. In the Danger zone, choose Delete workspace.
3. Type the workspace's name to confirm. If you haven't signed in recently, you're asked to confirm it's you with your password.

The workspace becomes inaccessible for everyone right away, but it isn't gone yet: its admins can restore it for a number of days set by the instance (30 by default). After that it's purged for good, with all its boards, tasks and files. Every admin of the workspace gets a notification and an email with the purge date.

To restore a deleted workspace:

1. Open Settings → Your data.
2. Under Deleted workspaces, choose Restore next to the workspace.

If its old address was taken in the meantime, the restored workspace gets a slightly different one; the confirmation tells you.

tip

Before deleting a workspace, consider exporting it: Settings → Workspace → Import & export → Export workspace. See Imports and exports.