What are Workspaces in Task Manager?
Workspaces in Task Manager split work into separate spaces for projects, clients or departments. With access limited to selected people and assignments to the right tasks, a designer working with three clients doesn't have to scroll through the whole company's tasks, and the accountant can't see production conversations. Each Workspace has its own tasks, chats and member list.
Who can enter a space is decided by the access type set when it is created. With "Everyone" access, every active user has access. With "Selected" access, it's available to people explicitly assigned, plus the workspace creator and global administrators. The latter cannot be removed from the list. The space's creator automatically becomes its administrator.
There's another level of access within a Workspace. An administrator can see all the tasks and chats in that space. A regular participant can only see the ones they've been assigned to by name. So access to a Workspace doesn't automatically mean access to everything in it.
How to create a space and choose who can access it
Create a new space by clicking “+” next to “Workspaces” in the left-hand column. Enter a name and save it. The name can be between 1 and 255 characters. You can also ask the AI Assistant: “Create a Workspace called X”. A form will open with the name filled in. You need permission to create spaces.
Add people in the edit window, in the “Assign users” section. Select them using the checkboxes and set their permissions: Workspace administrator, adding Tasks and adding Chats. A Workspace administrator can add Tasks and Chats regardless of the other two toggles - that permission comes with the role. Open the edit window by selecting “Edit Workspace” from the menu under the ⋮ icon at the right edge of the card. The icon lights up on hover, and is always visible on phones and tablets. You can only see it for Workspaces you manage. The menu contains “Edit Workspace” and “Delete Workspace”; close it with the Esc key.
To permanently delete a space, you must type its exact name. This also deletes its tasks, chats, messages and attached files from the drive.
What do you gain?
You don't start the day by scrolling through other people's work. Instead of one list of tasks from three projects and four clients, you have separate work contexts. You can focus on what you're working on today.
You don't have to assume that everyone in a space can see everything in it. When someone new joins the team, they don't automatically get access to all tasks and chats. A regular participant only sees the items they've been assigned to.
You don't have to check every space to see if there's anything unread waiting for you either. You can find the spaces with unread work more quickly.
An everyday example
An agency runs each client in a separate space with "Selected" access. The account manager is the administrator of their workspaces and sees all tasks and chats in them. The designer is an ordinary participant in them, so they only see tasks and chats they've been assigned to by name - those they create themselves land on their list automatically, because the creator is always assigned to them. The subcontractor has access to one space, not the others.
When the collaboration ends, the team decides whether it still needs the data in that space. Permanently deleting it requires typing the space name and also deletes its data.
Frequently asked questions
Can I see work from all Workspaces at once?
Yes. The “All” option at the top of the left-hand column shows tasks and chats from all the spaces available to you and totals their unread items.
Can one person belong to multiple Workspaces with different permissions?
Yes. Workspace administrator permissions and permissions to add tasks and chats are set separately for each space. One person can be an administrator in one space, a participant in another and have no access to a third.
What does the number next to a Workspace name mean?
It's the number of unread tasks and chats, not the total number of items in the space. When everything has been read, the number isn't shown. Hover over the card to see the total number of tasks and chats.
Do tasks in the bin affect the counters?
No. Tasks and chats aren't moved to the bin: the "Bin" item in their menu deletes them permanently, after you type in the name, with no way to restore them. Those you only want to hide, you archive, and archived ones don't count towards either unread items or the total in the bubble. The number matches what's shown in the list.
Can a global administrator see all spaces?
Yes. A global administrator has full permissions in all Workspaces and can't be removed from the member list when editing a space.