Overview #
Organizations and Workspaces form the foundation of how Workflo is structured. Understanding the relationship between these two levels will help you set up your account in a way that reflects how your business actually operates.
Organizations #
What Is an Organization? #
An Organization in Workflo represents your company, institution, or enterprise. It is the top-level container for everything in your account — your workspaces, your users, your subscription, and your billing details.
Every Workflo account belongs to an organization. When you first sign up for Workflo, you are establishing your organization.
Organization Settings #
Your organization holds several important configuration options:
- Name and description — Your organization’s display name and a brief description
- Domains — Verified email domains associated with your organization (used to manage user access)
- License — Your subscription plan (Free, Team, Business, or Enterprise), including the number of seats
- Limited Access Seats — A separate pool of seats for external contributors or restricted users
Organization Roles #
Users within an organization are assigned one of the following roles:
| Role | Description |
|---|---|
| Super Admin | Full administrative control over the organization, including billing and workspace creation |
| Admin | Can manage workspaces and users; cannot modify billing |
| Member | Standard organizational member |
| Guest | External or restricted user with limited visibility |
Only Super Admins and Admins can create new workspaces within an organization.
Non-Profit Organizations #
Workflo includes dedicated support for non-profit organizations. If your organization qualifies, contact Workflo to learn about available discounts and features.
Workspaces #
What Is a Workspace? #
A Workspace is a self-contained environment within your organization where projects, tasks, and conversations live. You can think of a workspace as a department, a division, or a major operational area of your business.
Examples of how organizations structure their workspaces:
- A marketing agency might have separate workspaces for Client Campaigns, Internal Operations, and New Business Development
- An engineering firm might have workspaces for Active Projects, Proposals, and Infrastructure
- A not-for-profit might have workspaces for Programs, Fundraising, and Volunteer Management
Creating a Workspace #
Workspaces can only be created by Organization Admins or Super Admins. When creating a workspace, you will provide:
- Title — The name of the workspace
- Description — A brief explanation of what the workspace is for
- Industry — Helps tailor the workspace experience
Each new workspace is automatically set up with a General Chat channel so your team can start communicating immediately.
Workspace Roles #
Every member of a workspace is assigned a role that determines what they can see and do within that workspace. Workspace roles inform project access, so assigning the right role at this level is important.
| Role | Description |
|---|---|
| Owner | Full control over the workspace, including deletion. Typically the person who created it |
| Admin | Can manage workspace settings, invite members, and remove users |
| Member | Can create projects and tasks; cannot modify workspace settings |
| Guest | Read-only or limited participation; cannot create projects |
| Limited Access Guest | Highly restricted access; can view and comment but cannot create content |
For a full breakdown of what each role can and cannot do, see the User Roles & Permissions page.
Workspace Storage #
Each workspace has a storage allocation determined by your organization’s subscription plan:
| Plan | Storage |
|---|---|
| Free | 100 MB |
| Team | 100 GB |
| Business | 10 GB |
| Enterprise | Unlimited |
Inviting Members to a Workspace #
Only Workspace Owners and Admins can send workspace invitations. To invite someone:
- Navigate to the workspace settings
- Select Members or Invite
- Enter the email address of the person you wish to invite
- Assign their workspace role
- Send the invitation
Invited users will receive an email with a link to join the workspace.
Removing Members #
Workspace Owners and Admins can remove members from a workspace at any time. Removed members lose access to all projects and content within that workspace immediately.
Deactivating vs. Removing Members #
A workspace member can be deactivated rather than fully removed. A deactivated member loses access to the workspace but their history, task assignments, and contributions remain intact. This is useful when an employee goes on extended leave or when access needs to be temporarily suspended.
Best Practices #
- Keep workspaces meaningful. Each workspace should represent a distinct operational area. Avoid creating too many workspaces, as this can make navigation difficult.
- Assign roles carefully. Give members the minimum level of access they need to do their work effectively.
- Use descriptive names. Clear, consistent workspace names make it easier for all members to orient themselves quickly.
