What can we help you with?

What are Workspaces?

Here at monday.com, we aim to improve the way in which entire companies collaborate in order to boost team productivity and efficiency. monday.com’s Workspaces were created to help achieve exactly that!

 

 

About workspaces

We understand the pains of having many different departments and teams using one platform -  everything can quickly become messy and confusing as teams and workloads grow. With that in mind, we've created Workspaces, which provide your account with a hierarchy of organization to help you better manage multiple departments, teams, and projects in one unified place.

With so much going on around you, you can now stay focused on what's relevant to you, while at the same time easily navigating across teams, departments, or projects. 🙌

image_3__2_.png

Note: To learn about Workspaces on the mobile app, check out this article

  

Creating Workspaces

To create a new Workspace, click to open the Workspace dropdown menu at the top left of your screen and select "Add workspace" as so:

CPT2106091636-1424x714.gif

After naming and creating Workspaces, team members can then simply move the boards to the relevant one to help keep things organized. There is no limit on the amount of Workspaces that can be created!

Note: Enterprise accounts have the option to create open or closed Workspaces. If you are part of an Enterprise account and want to learn more, head over to this section of the article.

 

Managing team members 

  • Subscribing team members to workspaces

After creating your Workspace, you can invite who you'd like to it by clicking into the "Members" tab and adding the name of the user you want to invite. Workspace members will have access to all Main boards in the workspace, as well as any Private and Shareable boards to which they're subscribed. 

captured__21_.gif

Note: If you had the previous Workspace version (where all team members were automatically subscribed to all Workspaces), you can now remove "everyone at your account" and simply invite the relevant team members.

 

  • Joining or leaving a Workspace

Joining a Workspace can be done by clicking on the name of the Workspace, then clicking on "Join workspace" on the top right corner. All team members can join, including admins and viewers, except for guests.

With closed Workspaces, on the other hand, will have the option to "Request to Join", which will prompt a request to the Workspace owner to approve this. Once you've joined the workspace, you can leave using the same button.

Screen_Shot_2021-03-09_at_15.16_1.png

Note: admins can join Closed Workspaces without requesting access.

 

  • Removing team members from workspaces

When clicking on the Workspace name, Workspace owners can see all team members who have joined the workspace in the "Members" tab. They can then remove (or add) team members accordingly, to keep the relevant people in the loop.

Screen_Shot_2021-03-09_at_15.18_1.png

 

Navigating between Workspaces

You can easily switch between Workspaces by using the Workspace dropdown menu on the top left of your screen:

Screen_Shot_2021-06-09_at_16.57_1.png

From this menu, you can search or scroll to locate the relevant Workspace in a breeze! When selecting your desired Workspace, you'll be directed to its homepage, where you can quickly navigate to recently visited boards/dashboards. Additionally, you can use this page to manage the subscribers and permissions (available on the Enterprise plan only), and more of that Workspace.

image_2__27_.png

When viewing your Inbox or My Week section, your Workspace menu and boards list will be collapsed. To open it up again, simply click on the Workspaces icon as shown below.

Screen_Shot_2021-06-09_at_17.10_1.png

The order of Workspaces

When clicking into the dropdown menu, you'll first your own Favorites section. Following this, you'll see the Workspaces that you are subscribed to listed in alphabetical order, following the main account Workspace. 

Screen_Shot_2021-06-02_at_15.55_1.png

Browse all workspaces

To browse all Workspaces on your account, including those that you are not subscribed to and do not appear in the dropdown, simply click on the "Browse all" button at the bottom of the navigation screen as so:

Screen_Shot_2021-06-02_at_17.14_1.png

Customizing your workspace

Each Workspace can be customized to make it more personal and to reflect the nature of that department, team, or project. You can add a Workspace description, customize the cover photo as well as the Workspace icon. To do this, you can access each Workspace's homepage by clicking into it through the dropdown menu.

Screen_Shot_2021-06-09_at_17.22_1.png

To customize the workspace cover photo, hover over the cover photo and click on "Add cover" on the top right corner.

captured__22_.gif

To customize the Workspace background color and icon, click on "Edit" on the Workspace avatar.

Screen_Shot_2021-03-09_at_15.22_1.png

These customized icons will appear in the dropdown menu, making it easier than ever to jump around different Workspaces and collaborate with other teams.

 

Moving boards from one Workspace to another

Boards can be moved from one Workspace to another by clicking on the three-dot-menu next to the board name, pressing "Move to" and then "Move to workspace". Only board owners and admins on the account can move boards to Workspaces that they are a part of.

Screen_Shot_2021-06-09_at_17.28_1.png

 

Deleting workspaces

Deleting a workspace can be done from the Workspace homepage. From there, click on the three-dot-menu on the top right corner of the page and from the resulting menu, you can select the option to "Delete workspace". 

Screen_Shot_2021-03-09_at_15.25_1.png

Note: Deleting a Workspace will archive all boards and delete all dashboards within it, including those that are private. You can restore individual boards from the Archives section and dashboards from the Recycle Bin within 30 days.

 

Organize further with folders

Under each separate Workspace, you can add folders to further group related boards and organize work processes better. Folders add an extra layer of detail and organization and ensure that your account is always manageable for your teams. To learn more about folders, check this out. 

Screen_Shot_2021-06-09_at_17.44_1.png

Types of Workspaces

Note: The following section is relevant only for accounts on the Enterprise plan.

 

Open workspaces

  • Any team member can join an Open workspace.
  • Any team member will have access to all Main boards in all Open workspaces and any Private/Shareable boards they have been invited to.

Closed workspaces

  • Any team members can join by invite or request to join.
  • Once joining, they have access to all Main boards within that workspace, and any Private/Shareable boards they've been invited to.
  • Any team member subscribed to a board from a closed workspace will have access to that board but will not be able to see anything else within the workspace.
  • Main boards in Closed workspaces are accessible only to team members who have joined the workspace (and board subscribers as mentioned above).
  • These workspaces will be marked with a lock symbol, indicating a Closed workspace. 

Screen_Shot_2021-03-09_at_15.27_1.png

Restrict who can create Workspaces 

By default all team members can create a workspace. However, admins of an Enterprise plan can then also who is able to create Workspaces, allowing an extra level control and ensuring your account stays orderly at all times. This can be done by clicking on your profile picture in the bottom left of your screen, then "Admin", and navigating to "Permissions"

image_2__8_.png

Note: Enterprise accounts can also set up permissions within each Workspace to restrict who can create boards, dashboards and automations within the workspace! To learn more about workspace permissions, check out this article.

 

FAQ's

Who will see Main boards on my account?

All team members can access all main boards in all Open workspaces, through Bolt Switch and Search Everything.  For workspaces they have joined, team members will see all main boards on their boards list. In Closed workspaces however, only team members who are subscribed the workspace or to a specific board, will have access to them.

 

Who will see Private/Shareable boards on my account?

Only team members subscribed to those boards can access them in both Open and Closed workspaces. Guests will have access only to the Shareable boards to which they've been invited.

 

 Can Admins access all workspaces and boards in my account?

Admins can join Closed and Open workspaces without requesting access. As with team members, they will be able to access all Main boards in Open and Closed workspaces in the account, and any Private/Shareable boards to which they've been invited.

  

If you have any questions, please reach out to our team by using our contact form. We're available 24/7 and happy to help!