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?
Every workspace has 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.
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?
Use access levels whenever you build a workspace that other people rely on, for example a weekly sales review or a management KPI board. Set colleagues who consume the report as Viewers so they cannot accidentally change or delete it. Set colleagues who help maintain it as Editors. Keep Owner for yourself, or whoever is ultimately responsible for the workspace.
How To Manage Access To A Workspace
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.
Enter the name or email address of the person you want to add.
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.
How Are Access Levels Set For Existing Workspaces?
The ability to manage access levels for workspaces is launched since July 30, 2026. Access levels for shared workspaces created before this date are set as follows:
The original creator of the workspace is set as its Owner.
Anyone the workspace was previously shared with is set as an Editor.
Everyone keeps access to the workspaces they could already see. You can review and adjust these access levels at any time using the steps above.
Tips Or Best Practices
Did you already have shared workspaces in place before July 30, 2026? Review these workspaces to update and adjust colleagues from Editor down to Viewer if they only need to consume the report rather than edit it.
If you want to make sure a colleague can see your workspace, add them through the access list rather than sharing the Copy Link. The link alone does not grant them Viewer access.
When adding a large group of colleagues who only need to consume a report, assign them as Viewer by default. You can always upgrade individuals to Editor later if they need to help maintain it.
Quick Summary
Workspaces have three access levels: Owner, Editor, and Viewer, which control who can only view, edit or delete a shared workspace. For existing shared workspaces, creators are set as Owners and anyone the workspace was previously shared with is set as Editor. You can add colleagues and assign or change their access level at any time from the specific Workspace > 3-dot Menu > Manage workspace.