Workspace Management

Organize your flowcharts, manage your team, and maintain control over your projects with DiagramKit.AI's workspace system. Workspaces provide a structured, scalable way to organize content and collaborate with teams.

Overview

Workspaces are the foundation of DiagramKit.AI's organizational structure. Think of them as project folders that contain flowcharts, team members, and settings. Whether you're working solo, managing a small team, or running an enterprise organization, workspaces adapt to your needs.

From freelancers organizing client work to enterprises managing departments, the workspace system provides the flexibility and control you need.

Workspace Hierarchy

Understanding the structure:

User (You)
├── Workspace 1: "HR Processes"
│   ├── Team Members (5 people)
│   │   ├── Alice (Owner)
│   │   ├── Bob (Editor)
│   │   └── Carol (Viewer)
│   └── Flows (12 flowcharts)
│       ├── Employee Onboarding
│       ├── Performance Review
│       └── Exit Process
│
├── Workspace 2: "Engineering Docs"
│   ├── Team Members (8 people)
│   └── Flows (25 flowcharts)
│
└── Workspace 3: "Client Projects"
    ├── Team Members (3 people)
    └── Flows (8 flowcharts)

Key Points:

• One user can belong to multiple workspaces
• Each workspace has independent team and flows
• Workspaces don't share content by default
• Clear separation between projects

Creating Workspaces

Your First Workspace

1. Sign up - Free account includes 1 workspace
2. Name your workspace - Descriptive, specific
3. Set privacy - Public (Free) or Private (Pro+)
4. Start creating - Add your first flowchart

Additional Workspaces

Requirements: Pro plan or higher

1. Click "New Workspace" in workspace dropdown
2. Enter workspace name - e.g., "Marketing Campaigns"
3. Choose privacy setting - Private (recommended)
4. Add description (optional) - Helps team understand purpose
5. Click "Create" - Immediately available

Naming Best Practices:

• ✅ "HR Department" - Clear purpose
• ✅ "Client: Acme Corp" - Client-specific
• ✅ "Q1 2025 Projects" - Time-based
• ❌ "Workspace 1" - Too generic
• ❌ "Misc" - Unclear purpose

Workspace Settings

General Settings

Workspace Name:

• Change anytime
• Updates everywhere instantly
• No impact on flows or team

Description:

• Optional but recommended
• Helps team understand purpose
• Visible to all members
• Supports markdown

Workspace Icon:

• Choose from preset icons
• Upload custom icon (Pro+)
• Shows in workspace dropdown
• Helps quick identification

Privacy Settings

Public Workspace (Free Plan):

• Anyone with link can view
• Good for portfolios
• Educational content
• Open source projects
• Cannot invite private team members

Private Workspace (Pro+):

• Only invited members have access
• Perfect for business use
• Confidential information
• Client projects
• Full access control

Changing Privacy:

1. Open workspace settings
2. Navigate to "Privacy" tab
3. Toggle Public/Private
4. Confirm changes
5. Takes effect immediately

Access Control

Default Permissions: Set default role for new invitations:

• Editor (recommended)
• Viewer (restrictive)

Link Sharing:

• Enable/disable workspace link sharing
• Set link expiration
• Require login to view (Pro+)
• Password protection (Enterprise)

Guest Access (Enterprise):

• Time-limited access
• Specific flow access
• No full workspace membership
• Audit trail maintained

Managing Team Members

Member Roles

Owner:

• Full control over workspace
• Manage billing and subscription
• Add/remove any members
• Change workspace settings
• Delete workspace
• Transfer ownership
• Cannot be removed (must transfer first)

Editor:

• Create, edit, delete flows
• Invite new members (Editors or Viewers only)
• View all workspace content
• Cannot change workspace settings
• Cannot remove team members
• Cannot access billing

Viewer:

• Read-only access to all flows
• View flowchart library
• Export flows (with plan restrictions)
• Cannot create or edit
• Cannot invite members
• Cannot delete content

Role Permissions Matrix

| Action | Owner | Editor | Viewer | |--------|-------|--------|--------| | View flows | ✅ | ✅ | ✅ | | Create flows | ✅ | ✅ | ❌ | | Edit flows | ✅ | ✅ | ❌ | | Delete flows | ✅ | ✅ | ❌ | | Invite members | ✅ | ✅ (limited) | ❌ | | Remove members | ✅ | ❌ | ❌ | | Change settings | ✅ | ❌ | ❌ | | Access billing | ✅ | ❌ | ❌ | | Delete workspace | ✅ | ❌ | ❌ |

Adding Team Members

Invitation Process:

1. Open Team Settings

   • Click workspace name
   • Select "Team Settings"
   • Click "Invite Member"

2. Enter Details

   • Email address
   • Select role (Editor or Viewer)
   • Add personal message (optional)

3. Send Invitation

   • Copy invite link
   • Share via email/Slack/Teams
   • Link valid for 7 days

4. Member Accepts

   • Recipient clicks link
   • Signs up or logs in
   • Confirms workspace join
   • Immediate access granted

Bulk Invitations (Enterprise):

• CSV upload
• Up to 100 emails at once
• Set default role for all
• Track acceptance status

Managing Members

View Member Details:

• Full name and email
• Current role
• Join date
• Last active
• Number of flows created
• Recent activity

Change Member Role:

1. Find member in Team Settings
2. Click role dropdown
3. Select new role
4. Confirm change
5. Member notified immediately

Remove Member:

1. Find member in Team Settings
2. Click "Remove" button
3. Confirm removal
4. Access revoked immediately
5. Member receives notification
6. Flows remain unchanged

Transfer Ownership:

1. Owner-only action
2. Select new owner from members
3. Confirm transfer
4. You become Editor
5. Cannot be undone
6. New owner can re-assign if needed

Pending Invitations

Manage Invitations:

• View all pending invites
• See expiration dates
• Resend invitation links
• Revoke unused invitations
• Track acceptance rate

Invitation Status:

• 🟡 Pending - Not yet accepted
• ✅ Accepted - Member joined
• ❌ Expired - Past 7 days
• 🚫 Revoked - Cancelled by owner

Workspace Organization

Organizing Flows

Folder System (Coming Soon): Currently flat structure; folders planned for Q2 2025.

Current Organization:

• Naming conventions
• Prefix with category: "[HR] Onboarding Process"
• Use consistent naming
• Sort by name/date/creator

Search and Filter:

• Search by flow name
• Filter by creator
• Sort by date modified
• Filter by tags (coming soon)

Best Practices

For Small Teams (2-5 people):

• One workspace per project
• All members as Editors
• Simple, flat structure
• Regular cleanup of old flows

For Medium Teams (5-20 people):

• Separate workspaces by department
• Mix of Editors and Viewers
• Clear naming conventions
• Regular role reviews

For Large Organizations (20+ people):

• Multiple workspaces by department
• Strict role assignment
• Dedicated workspace admins
• Regular access audits
• Enterprise plan recommended

Naming Conventions

Workspaces:

Department: Marketing
Client: Acme Corp - Q1 2025
Project: Website Redesign
Team: Engineering - Backend

Flows:

[Category] Specific Description
[HR] Employee Onboarding v2
[ENG] API Authentication Flow
[SALES] Lead Qualification Process

Switching Between Workspaces

Workspace Dropdown:

• Top-left corner of interface
• Shows all your workspaces
• Recent workspaces at top
• Search if you have many
• Quick access to settings

Keyboard Navigation:

• Cmd/Ctrl + K - Quick switcher
• Type workspace name
• Navigate with arrows
• Enter to switch

Recent Workspaces:

• Last 5 visited shown first
• One-click access
• Cross-device sync (Pro+)

Workspace Limits

Free Plan

• 1 workspace
• Solo only (no team members)
• 3 flows per workspace
• Public only
• Basic features

Pro Plan ($12/mo)

• 5 workspaces
• 5 team members per workspace
• 50 flows per workspace
• Public or private
• All collaboration features

Enterprise Plan ($49/mo)

• Unlimited workspaces
• Unlimited team members
• Unlimited flows
• Private by default
• Advanced features
• SSO (planned)
• Audit logs (planned)

Workspace Deletion

Deleting a Workspace:

⚠️ This action is permanent and cannot be undone.

Before Deletion:

• Export important flows to JSON
• Notify team members
• Transfer ownership if needed
• Remove sensitive information

Deletion Process:

1. Open workspace settings
2. Navigate to "Danger Zone"
3. Click "Delete Workspace"
4. Type workspace name to confirm
5. All flows permanently deleted
6. All members lose access
7. Cannot be recovered

What Gets Deleted:

• All flows in workspace
• All team member associations
• All pending invitations
• All settings and preferences
• All share links
• Cannot be recovered

What's Preserved:

• Your user account
• Other workspaces
• Team members (still in system)
• Your billing information

Workspace Migration

Moving Flows Between Workspaces:

Currently manual process:

1. Open flow in source workspace
2. Export to JSON (Cmd/Ctrl + E)
3. Switch to destination workspace
4. Import JSON file
5. Verify flow transferred correctly
6. Delete from source if needed

Bulk Migration (Enterprise):

• Select multiple flows
• Choose destination workspace
• Confirm migration
• Maintains all metadata
• Preserves creator information

Best Practices

Security

Do:

• ✅ Regular access reviews (monthly)
• ✅ Remove inactive members
• ✅ Use private workspaces for confidential data
• ✅ Enable two-factor authentication
• ✅ Use strong workspace passwords (if applicable)

Don't:

• ❌ Share workspace with everyone
• ❌ Use public for sensitive data
• ❌ Leave old invitations active
• ❌ Grant Owner role unnecessarily

Organization

Do:

• ✅ Use descriptive workspace names
• ✅ Set clear descriptions
• ✅ Maintain consistent naming
• ✅ Regular cleanup of unused flows
• ✅ Document workspace purpose

Don't:

• ❌ Create too many workspaces
• ❌ Mix unrelated projects
• ❌ Duplicate content across workspaces
• ❌ Ignore workspace organization

Collaboration

Do:

• ✅ Assign appropriate roles
• ✅ Communicate workspace purpose
• ✅ Set clear expectations
• ✅ Regular team syncs
• ✅ Encourage feedback

Don't:

• ❌ Make everyone Owner
• ❌ Change settings without notice
• ❌ Remove members without warning
• ❌ Ignore member requests

Troubleshooting

"Cannot create new workspace"

• Check your plan limits (Free: 1, Pro: 5)
• Verify billing status
• Upgrade if at limit
• Delete unused workspace to free slot

"Cannot add team members"

• Ensure you're Owner or Editor
• Check member limit (Pro: 5 per workspace)
• Verify you're on Pro plan or higher
• Check invitation hasn't been sent already

"Workspace disappeared"

• Check workspace dropdown (might be at bottom)
• Verify you weren't removed by owner
• Check if workspace was deleted
• Contact workspace owner

"Cannot switch to workspace"

• Verify you still have access
• Check internet connection
• Try refreshing page
• Clear browser cache
• Contact support if persistent

Keyboard Shortcuts

| Shortcut | Action | |----------|--------| | Cmd/Ctrl + K | Quick workspace switcher | | Cmd/Ctrl + Shift + W | Workspace settings | | Cmd/Ctrl + Shift + T | Team settings | | Cmd/Ctrl + Shift + N | New workspace (Pro+) |

Related Features

• Team Collaboration - Work together in workspaces
• Export & Sharing - Share workspace content
• AI Prompt Bar - Create flows in any workspace

Next Steps

• Learn Team Organization Patterns