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Workspaces Are Now Unlimited: A Field Guide to Using Workspaces to Keep Teams Organized

Mark NicholsLast Updated: April 5, 2015

Good news! The number of workspaces you can create in Flow is now 100% unlimited. This gives you an ideal way to keep different types of work separate or private.

But before we get into the goods, many of you may be thinking, “Why would I need more than one workspace?,” or perhaps, “What is a workspace? I have never used a workspace before. Teach me, please.” Gladly.

And we often hear those two questions from our customers: under the old guard of limited workspaces, most teams were using just one workspace. For those many people, learning about workspaces was never an important part of using Flow. So let’s start at the ground level.

What are workspaces?

Workspaces are what Flow uses to keep different types of work separate, and group people who work together. You’ve been using a workspace all along, even if you’ve never created one – it’s where all your tasks and projects live.

If you were to create more workspaces, you might use them to break up the different departments in your company (like HR, marketing, and finance). Or maybe you run a design agency, and you want to set up a workspace for each client project. Only the people invited to the workspace would have access to it.

Oh, so it’s a private place where people can go to work together.

Yep. Regardless of how you’re using them, the key thing to keep in mind is that workspaces are 100% exclusive to those who have been given access. This is why workspaces are so ideal for separating departments or clients: it keeps your conversations completely separate, without ever needing to worry about changing your privacy settings (PS: you can create private projects, or have for-your-eyes-only tasks in your inbox).

What good are workspaces for me?

Plenty good. You can have finance or HR workspaces with select people from your company, and never worry about the wrong person seeing them (this doesn’t mean you need to have a dedicated finance team to create a finance workspace; you may just want to isolate finance-related tasks/discussions from everything else). You can invite clients to a workspace (and remember, they’d only see that one workspace!), and manage the whole project right in Flow. These are just a couple of examples of the new flexibility that workspaces opens up.

How can I set up another workspace?

First, think of a team at your company who might benefit from their own separate workspace. Maybe it’s you and your bookkeeper; maybe it’s just your marketing team. Let’s say it’s your marketing team.

First, hover over your workspace’s name. You’ll see a little arrow appear. Click it.

workspace-name.png#asset:694

To create a new workspace, hit ‘new workspace’ in the workspace list:

workspace-list.png#asset:695

Next, name the workspace, and add all the people who you want to be involved. Remember, only these people will be able to see the projects and tasks in this workspace (you can invite others as needed).

workspace-invite.png#asset:696

That’s it. Then you’ll see that workspace listed along with your original ones. Note the indicator of how many people are in each workspace:

workspace-switcher.png#asset:697

Workspaces are not discoverable, so only people who are a part of the workspace will ever see that it’s there.

Now you know all about workspaces, and how you can use them to better organize all the different parts of your company, some of which may need to be private – or just separate. If you have an account, go give them a try today. If not, sign up for a free trial, and use workspaces to organize your teams right out of the gate.