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Workspace Overview

Workspaces are the collaborative heart of the platform, providing organized environments where teams can manage projects, resources, and members with fine-grained access control. Each workspace acts as a self-contained unit for collaboration, billing, and resource management.

What is a Workspace?​

A Workspace is a collaborative environment within an organization where teams work together on projects, manage resources, and coordinate activities. Think of it as a virtual office space where specific teams or initiatives operate with their own set of projects, members, permissions, and billing.

Key Benefits​

  • Organized Collaboration: Keep teams, projects, and resources organized in dedicated spaces
  • Access Control: Fine-grained permissions at workspace, project, and resource levels
  • Billing Isolation: Separate billing and subscriptions per workspace
  • Multi-Product Support: Subscribe to multiple products (FluidGrids, Botlit) per workspace
  • Team Management: Invite members, assign roles, and control access
  • Resource Organization: Group projects, workflows, bots, and knowledge bases logically
  • Scalability: Create multiple workspaces for different teams, clients, or environments

Core Concepts​

Workspace Structure​

Each workspace contains:

Members & Access:

  • Workspace Members: Users who have access to the workspace
  • Roles: RBAC-based roles defining what members can do
  • Permissions: Granular access control for specific operations

Content & Resources:

  • Projects: Containers for workflows, bots, and knowledge bases
  • Teams: Groups of users working together on specific initiatives
  • Resources: RBAC-registered entities (workspaces, projects, workflows, bots)

Billing & Subscriptions:

  • Billing Accounts: Payment methods and credit management
  • Subscribed Products: Active product subscriptions (FluidGrids, Botlit)
  • Usage Tracking: Resource consumption and quota monitoring

Marketplace & Extensions:

  • Store Items: Purchased marketplace items
  • Store Orders: Purchase history and transactions

Workspace Types​

  • Workspace Type (workspace): Standard collaborative workspace (default)

    • Full team collaboration features
    • Complete billing and subscription management
    • Project and resource organization

  • User Type (user): Personal workspace for individual use

    • Simplified for single-user scenarios
    • Can invite collaborators as needed
    • Ideal for personal projects

Workspace Status​

  • Active (active): Workspace is fully operational and accessible
  • Inactive (inActive): Workspace is archived but data preserved

Resource Hierarchy​

Understanding how workspaces fit in the platform structure:

Organization
└── Workspace
    ├── Projects
    │   ├── Workflows (FluidGrids)
    │   ├── Bots (Botlit)
    │   └── Knowledge Bases
    ├── Teams
    │   └── Team Members
    ├── Workspace Members (with Roles)
    ├── Billing Accounts
    │   └── Subscribed Products
    └── Invitations (Pending Members)

How Workspaces Work​

Workspace Creation Flow​

  1. Organization Required: Workspaces always belong to an organization
  2. Automatic Setup: Creating a workspace automatically:
    • Adds you as the first workspace member
    • Creates a default project called "My Project"
    • Initializes RBAC resources and permissions
    • Generates a unique JWT secret for the workspace
  3. Ready to Use: Immediately start inviting team members and creating projects

Member Management​

Adding Members:

  • Send email invitations with role assignments
  • Members receive professional invitation emails
  • Accept invitation to join the workspace
  • Automatically assigned specified roles

Member Roles:

  • Workspace-level roles (Admin, Manager, Viewer)
  • Project-level roles (Project Admin, Developer, Viewer)
  • Team-level roles (Team Lead, Member)
  • Custom roles tailored to your needs

Access Control:

  • RBAC-based permission system
  • Resource-level access control
  • Hierarchical permission inheritance
  • Time-limited permissions support

Multi-Tenant Architecture​

Workspaces are tenant-aware:

  • Each workspace belongs to a specific tenant
  • Tenants provide infrastructure isolation
  • Product subscriptions are tenant-specific
  • Enables scalable multi-product architecture

JWT Security​

Each workspace has unique security:

  • Individual JWT secret per workspace
  • Secure token-based authentication
  • Invitation tokens with workspace context
  • Session isolation between workspaces

Common Use Cases​

For Development Teams​

Setup: Engineering workspace with multiple projects

Engineering Workspace
├── Backend API Project
├── Frontend App Project
├── Mobile App Project
├── Infrastructure Project
└── Team: Full Development Team
    - Roles: Developers, Tech Leads, QA Engineers

Benefits:

  • Centralized team collaboration
  • Project-based organization
  • Shared billing account
  • Consistent access control

For Agencies & Client Work​

Setup: Separate workspace per client

Organization: Agency XYZ
├── Client A Workspace
│   ├── Website Redesign Project
│   ├── Marketing Campaign Project
│   └── Team: Client A + Agency Team
├── Client B Workspace
│   ├── Mobile App Project
│   └── Team: Client B + Agency Team
└── Internal Workspace
    └── Agency Operations

Benefits:

  • Complete client isolation
  • Client-specific billing
  • Controlled client access
  • Professional organization

For Product Teams​

Setup: Environment-based workspaces

Organization: Product Company
├── Development Workspace
│   ├── Feature Testing Projects
│   └── Team: Full Dev Team
├── Staging Workspace
│   ├── Pre-release Projects
│   └── Team: Dev Team + QA
└── Production Workspace
    ├── Live Projects
    └── Team: Ops Team Only

Benefits:

  • Environment isolation
  • Progressive access levels
  • Staged deployment workflow
  • Production safety

For Educational Institutions​

Setup: Course-based workspaces

Organization: University CS Department
├── CS101 Fall 2024 Workspace
│   ├── Student Projects
│   └── Team: Students + TAs + Professor
├── CS102 Fall 2024 Workspace
│   └── Advanced Projects
└── Faculty Research Workspace
    └── Research Projects

Benefits:

  • Course isolation
  • Semester-specific organization
  • Student access management
  • Academic integrity

Workspace Lifecycle​

1. Creation​

  • User creates workspace in their organization
  • System generates workspace ID and JWT secret
  • Default project created automatically
  • Creator becomes first member and owner
  • RBAC resources initialized

2. Growth​

  • Invite team members via email
  • Create additional projects
  • Subscribe to products (FluidGrids, Botlit)
  • Set up billing accounts
  • Configure teams and roles

3. Active Use​

  • Members collaborate on projects
  • Create workflows, bots, knowledge bases
  • Track usage and quotas
  • Manage permissions and access
  • Monitor activity and analytics

4. Archival​

  • Set status to inactive (soft delete)
  • Preserve all data
  • Members lose access
  • Can be reactivated anytime

5. Deletion​

  • Permanent removal from system
  • Cascades to tenant products
  • All data permanently deleted
  • Cannot be undone

Workspace Features​

Invitation System​

Professional Email Invitations:

  • HTML formatted emails via AWS SES
  • Clear invitation links with JWT tokens
  • Role information included
  • 7-day validity (recommended)
  • Plain text fallback

Invitation Management:

  • View pending invitations
  • Resend invitation emails
  • Cancel pending invitations
  • Track invitation status (invited, accepted, rejected)

New User Support:

  • Users can register during invitation acceptance
  • Automatic account creation
  • Immediate workspace access
  • Role assignment on acceptance

Member Management​

Operations:

  • Add members via invitation
  • Update member roles
  • Remove members from workspace
  • View member list with roles
  • Search members

Member Information:

  • User details (name, email)
  • Assigned roles
  • Workspace permissions
  • Join date
  • Activity status

Project Management​

Features:

  • Create unlimited projects
  • Organize resources by project
  • Project-specific permissions
  • Project member management
  • Archive/restore projects

Default Project:

  • Every workspace starts with "My Project"
  • Creator automatically added as project member
  • Can be renamed or deleted
  • Serves as initial workspace organization

Product Subscriptions​

Multi-Product Support:

  • Subscribe to FluidGrids (workflow automation)
  • Subscribe to Botlit (AI bots)
  • Subscribe to Knowledge Bases
  • Multiple product subscriptions per workspace

Endpoint Management:

  • Tenant-specific product endpoints
  • Dynamic routing to product services
  • Product endpoint queries
  • Cross-product operations

Activity Tracking​

Comprehensive Logging:

  • All workspace operations tracked
  • Member activity monitoring
  • Permission changes logged
  • Resource creation/modification tracked
  • Audit trail for compliance

Notification System:

  • In-app notifications
  • Email notifications
  • Activity summaries
  • Critical alerts

Getting Started​

Ready to work with workspaces? Here's your journey:

  1. Get Started with Workspaces: Create your first workspace and understand the basics
  2. Manage Workspaces: Update settings, manage resources, handle workspace operations
  3. Member Management: Add, remove, and manage workspace members
  4. Invitations: Master the invitation system for onboarding team members

Best Practices​

Workspace Organization​

Do:

  • Create workspaces with clear, descriptive names
  • Use workspaces to isolate different teams or clients
  • Plan workspace structure before inviting members
  • Document workspace purposes and ownership

Don't:

  • Create unnecessary workspaces (start with fewer, add as needed)
  • Mix unrelated teams in the same workspace
  • Leave workspace names generic ("Test", "My Workspace")
  • Ignore archived workspaces (delete or reactivate)

Member Management​

Do:

  • Assign appropriate roles during invitation
  • Review member list regularly
  • Remove members who no longer need access
  • Use time-limited permissions for contractors
  • Document role assignments

Don't:

  • Grant excessive permissions unnecessarily
  • Forget to remove departed team members
  • Use shared accounts across multiple people
  • Assign admin roles without justification

Security & Access​

Do:

  • Use strong authentication
  • Regularly audit permissions
  • Implement least privilege principle
  • Monitor invitation acceptance
  • Track workspace activity

Don't:

  • Share invitation links publicly
  • Allow expired invitations to accumulate
  • Ignore unusual activity patterns
  • Grant blanket permissions

Billing & Resources​

Do:

  • Set up billing accounts early
  • Monitor usage and quotas
  • Plan subscription needs
  • Track resource consumption
  • Set budget alerts

Don't:

  • Ignore quota warnings
  • Over-provision resources unnecessarily
  • Mix billing across workspaces inappropriately
  • Neglect cost monitoring

Need Help?​

  • Can't create a workspace? Verify you have create:workspace permission in your organization
  • Invitation not working? Check invitation status and ensure valid email
  • Can't see workspace? Verify you're a workspace member
  • Permission errors? Contact workspace administrator
  • Billing questions? Review Billing & Subscriptions

Next Steps: Learn how to get started with workspaces and create your first collaborative workspace.