Once your workspaces are in place, you can manage access, privacy, customization, and templates to keep everything organized and secure.

Manage your workspace

You can open a workspace’s homepage by selecting a workspace from the dropdown in the left pane, or by clicking the three‑dot menu next to Workspaces and choosing Manage workspace. On the homepage, you’ll see three tabs that help you stay organized: Recents, Content, and Permissions.

The Recents tab lists the boards, docs, dashboards, and other assets you opened most recently in that workspace so you can pick up where you left off.

The Content tab gives workspace owners a structured management screen for all assets in the workspace. It displays everything in a sortable, filterable table. From this screen, you can open, archive, or delete assets directly.

Turn on Cleanup mode from the top right of the Content tab to see assets AI flags for archiving or deletion. Each entry shows a reason (for example, inactivity or low engagement) so you can decide what to keep. Archive or delete items directly from the list. Select multiple assets (boards, docs, and workflows) and act on up to 20 items per batch. Workspace owners can archive or delete even if they do not own the board.

How Cleanup mode selects candidates

The workspace permissions tab (available only on the Enterprise plan) allows workspace owners to control which team members can perform which actions within the workspace:

In the top right corner of the homepage, use the Invite tab to subscribe team members to the workspace, make them workspace owners, or remove them when they no longer need access.

Customize your workspace

From a workspace homepage, you can personalize how it looks and reads by adding a workspace description, renaming the workspace, customizing the cover photo, and editing the workspace icon.

To rename a workspace, click the name field and type the new name. To customize the cover photo, hover the cover and select Change cover, then choose a color, select a preset image, or upload your own. To customize the workspace icon’s background color and image, click Edit on the workspace icon.

Customized icons also appear in the workspace dropdown, which helps teammates quickly identify the right workspace.

Manage workspace access

Enterprise accounts can choose between Open and Closed workspace types to match different collaboration needs.

Open workspaces are discoverable and joinable by any team member. Any team member can access all Main boards in all Open workspaces, and they can also access Private and Shareable boards to which they have been invited.

Closed workspaces limit access to members. Account members can join by invitation or by requesting to join. After joining, they can access all Main boards within that workspace and any Private and Shareable boards to which they have been invited. Team members who are subscribed to a specific board in a Closed workspace can access that board, but they will not see anything else in the workspace. Main boards in Closed workspaces are visible only to workspace members (and board subscribers as described). Closed workspaces display a lock icon to indicate their restricted status:

When creating a workspace on Enterprise, you can set it to Closed during creation:

To change a workspace type, open the workspace homepage, click the three‑dot menu in the top right, choose Change workspace type, and select Open or Closed: 

Workspace visibility

Hidden workspaces add another layer of privacy to Closed workspaces. When an admin enables Hidden workspaces, team members see only the workspaces they are members of or actively collaborate on. This is useful for collaborating with third parties such as clients, suppliers, or retailers while protecting sensitive data and reducing clutter.

Admins can enable Hidden workspaces by going to Administration, Customization, and Features. The Closed workspaces visibility setting appears at the end of the page. Once enabled, all Closed workspaces across the account become Hidden. Even if someone is not a member of a Closed Hidden workspace, they can still find and access any boards to which they are subscribed within that workspace.

Control who can create workspaces 

By default, any team member can create a workspace. Admins can restrict creators at the account level by clicking the profile picture at the top right of their screen, selecting Administration, and Permissions:

Account-level restrictions take precedence over workspace settings.

Save workspace as a template

If you have a set of boards, docs, WorkForms, and dashboards you want to replicate for other teams, you can save a workspace as a template.

In the left pane, open the three‑dot menu to the right of your workspace name and select Save as template. After you convert a workspace into a template, it will disappear from your left pane and move to the Template Center:

To add an existing template to a new workspace, click the + in the left pane and select Template Center. Search for your workspace template by name or browse the Created by me category. Click Use template to apply it, and you're all set!