Workspaces let you build shared reporting for weekly sales reviews, management overviews, team KPI boards, and more. Access levels control who can edit, rearrange, or delete a shared workspace, and who can only view it. This guide explains the access levels available for workspaces and shows you how to assign them. By the end, you will be able to control exactly who can edit or delete your workspaces, and who can only view them.
Table of Contents
What Does This Feature Do?
Why Or When Should You Use It?
How To Manage Access To A Workspace
How Are Access Levels Set For Existing Workspaces?
Tips Or Best Practices
What Does This Feature Do?
You can share any workspace with three types of recipients:
User: a specific colleague.
Team: everyone in a team, including people who join that team later.
Organisation: everyone in your company.
Every user, team, or organisation you share with is given one of three access levels::
Owner: can view, edit the layout, add or remove reports, change the configuration, and delete the workspace.
Editor: can view and edit the layout, add or remove reports, and change the configuration, but cannot delete the workspace.
Viewer: can only view the workspace. The configuration fields are greyed out.
Once a workspace is shared with someone, it appears directly in their main workspace list. Views inside a workspace follow the same sharing rules as the workspace itself, so anyone with access to the workspace also has access to its views.
Note: Each person holds exactly one access level per workspace. When you change someone's level, they are automatically removed from their previous level and added to the new one.
Why Or When Should You Use It?
Share a workspace whenever you build something other people rely on, for example a weekly sales review or a management KPI board. Sharing with a team or the whole organisation means access stays up to date automatically: there is no need to re-share the workspace each time someone joins or leaves. Set colleagues who consume the report as Viewers so they cannot accidentally change or delete it, and set colleagues who help maintain it as Editors. Keep Owner for yourself, or whoever is ultimately responsible for the workspace.
How To Share a Workspace and Manage Access
Open the workspace you want to manage, click the 3-Dot Menu in the top right corner, and select Manage Workspace.
Navigate to the access list at the bottom of the panel. It shows the first three people with access, followed by a Show More option if there are additional people.
Choose who to share the workspace with: search for a user or a team, or select the whole organisation.
Select their access level.
Click Add to give them access to the workspace.
Select Save.
Once you add someone, they receive a notification letting them know they now have access.
Note: You can copy the link to the workspace to easily share the workspace with a coworker. Using Copy Link only copies the workspace URL. It does not grant the recipient viewer access. You still need to add them through the access list for them to view the workspace.
Tips Or Best Practices
Share with a team rather than with individual colleagues where you can. Access then follows team membership, so new team members get the workspace automatically.
When sharing with a large group who only need to consume a report, such as a team or the whole organisation, assign them as Viewer. You can always add individuals as Editor if they need to help maintain it.
If you want to make sure a colleague can see your workspace, share it through the access list rather than sending the Copy Link.
Quick Summary
You can share any workspace with a user, a team, or your whole organisation from the Manage Workspace panel. Each recipient is given one access level, Owner, Editor, or Viewer, which controls whether they can delete, edit, or only view the workspace. Shared workspaces appear directly in each recipient's workspace list, and you can change or remove access at any time.