Workspaces & members
A workspace is your account's home: it holds your bots, knowledge, tools, team, and billing, isolated from everyone else. Here's how to manage it and the people in it.
Workspace settings
To open Workspace settings, click your name in the bottom-left corner of the dashboard and choose Workspace settings. You can also get there from the workspace name at the top of the sidebar.
From Workspace settings you can rename the workspace and see its identity. The name shows up across the dashboard; the rest of your work (bots, knowledge, conversations) lives under it. The ChatGPT tab is where you connect your own ChatGPT account, so agents can run on your ChatGPT plan. See Use your ChatGPT plan.
Members & roles
Invite teammates from the Team page. Every member has one of four roles, and the role decides what they can do here:
- Owner - full access, including billing and deleting the workspace.
- Admin - runs the workspace day to day: agents, channels, members and settings. Sees billing but doesn't change it.
- Member - builds and runs agents, knowledge and conversations. No access to billing or to the member list.
- Viewer - read-only everywhere, plus billing, for someone who needs to watch the numbers without touching anything.
In full:
| Owner | Admin | Member | Viewer | |
|---|---|---|---|---|
| Agents, tools, knowledge, memory, widgets, media, machines | Yes | Yes | Yes | View |
| Conversations, chat, agent runs, the review queue | Yes | Yes | Yes | View |
| Collections: items, comments, approvals, running rules by hand | Yes | Yes | Yes | View |
| Collections: fields, statuses, views, rules, agent and team access | Yes | Yes | View | View |
| Channels, MCP servers, teams, phone numbers | Yes | Yes | View | View |
| Outbound calls, buying numbers | Yes | Yes | No | No |
| Members | Yes | Yes | No | View |
| Workspace settings | Yes | Yes | View | View |
| Billing: balance, plan and usage | Yes | Yes | No | Yes |
| Billing: top up, change plan, manage cards | Yes | No | No | No |
| Delete the workspace | Yes | No | No | No |
| API keys | All | All | Their own | No |
You never have to work this out from memory. Anything a role can't use is hidden or switched off in the dashboard: a Member sees no Billing page at all, and an Admin sees the billing figures with the buttons greyed out and a note saying why.
A viewer can watch the review queue but not answer it, so an agent waiting on a person needs someone else to approve. One thing to know if you use credentials: when an agent asks for a tool credential a member can supply it, but a credential for a messaging channel needs an owner or an admin, because it changes the channel connection.
Inviting someone
Enter their email address, pick a role, and send the invitation. They get a link that lets them choose their own password, and that same step confirms their address, so there's no second email to wait for and no password to pass around. The link lasts seven days. If it runs out, just invite them again.
Changing a role, or removing someone
Open a member from the Team page to change their role. Two rules apply: you can only manage people at or below your own role, and a workspace always needs at least one Owner, so make someone else an Owner before you step down. Removing a member revokes their access immediately.
Require two-factor authentication
For stronger security, a workspace can require every member to use two-factor authentication. When the policy is on, anyone without 2FA is prompted to set it up before they can use the workspace. You'll need 2FA enabled on your own account before you can turn the policy on. See Security.
When a chat ends, and the workspace timezone
Two settings on the General tab of Workspace settings shape your conversations, reports and collections. Owners and admins can change them; everyone else can see them.
- End a chat after N hours without a new message. A customer chat on your website or a messaging channel ends after this long with no new message, 24 hours unless you change it (anything from 1 to 168). Its end time is its last message. If the agent has analysis switched on in its Post-call tab, the chat is then analysed for sentiment, outcome and topic, and the customer's next message starts a new conversation. A change applies straight away to chats that are already open, so lowering it ends every chat that has been quiet for longer within a minute. You're asked to confirm before that happens.
- Workspace timezone. Where each day starts and ends on the Analytics page. Collections show their dates and times in it, and their rules run on it. Leave it empty and each person sees days and times in their own browser's timezone, while collection rules run in UTC, so set it if your rules work to dates or schedules.
You can still reopen an ended chat from Conversations to carry on in the same thread.
Deleting a workspace
Deleting a workspace permanently removes it and everything in it: bots, conversations, knowledge, members, and keys. It requires your password to confirm and can't be undone, so it lives in the Danger zone of Workspace settings.