Workspaces

A workspace is a self-contained portfolio inside your account. It owns its own properties, contracts, payments, expenses, and team. Workspaces never share data — switching to a different workspace is like switching to a different company.

When you need a second workspace

Most users only ever have one. You should consider a second when:

• You manage properties for multiple legal entities that need separate books (e.g. your own portfolio and a family trust). The data has to be hard-walled because of accounting + tax obligations.
• A partner needs to share a portfolio with you but shouldn't see your other holdings. Inviting them to a dedicated workspace keeps your other workspace fully private.
• You want a sandbox to experiment with workflows, roles, or rate cards without touching live data. Pro-tip: use the trial period in the sandbox to test plan-cap behavior before committing real properties.

When NOT to create a workspace

If your need is just "I want to group properties differently," don't reach for a workspace — you'll fragment your data unnecessarily. Use these instead:

• Property type field (e.g. Office vs. Residential vs. Mixed-use) for filtering on the Properties list.
• Property custodian assignment for on-site reps tied to specific buildings.
• Per-property roles to scope team access to just a few properties at a time.

A second workspace is the right tool when the underlying entities are different. It's the wrong tool when the entities are the same and you just want a different view.

The workspace switcher

The switcher lives at the top of the sidebar. Click your current workspace name to open the dropdown and pick another. The whole app reloads the new workspace's data — dashboard, properties, payments — without signing you out.

Your sign-in is account-wide; your role is workspace-specific. You can be Admin in one workspace and Accountant-only in another.

Plan caps

The number of workspaces you can use depends on your plan:

[!info] On the Free and Starter plans, the extra-workspace add-on is unavailable. To run more workspaces, upgrade to Professional. See Plans and billing for the full pricing matrix.

What creating a workspace actually does

Behind the scenes, every workspace is a separate Organization under your single Account. Same login, same subscription — but everything operational is partitioned.

When you open the workspace switcher and click Create workspace, here's what happens:

1. A new Organization is created under your Account.
2. You're added as the Admin of that workspace.
3. The default property document categories are seeded into it (the 8 built-ins — see Properties and units).
4. The unit-document category list and every other operational list (properties, contracts, contacts, payments, expenses) starts empty.
5. The switcher reloads — you land in the new empty workspace.

What does NOT carry over from your other workspaces:

• Properties, units, contracts, payments, expenses, deposits, maintenance requests, recurring tasks.
• Members. People you invited to your main workspace don't show up here automatically; you invite them again per workspace.
• Custom workflows, custom roles, custom expense or document categories.

What IS shared at the Account level (one entry per Account, applies to all your workspaces):

• Your login + password.
• Your subscription plan — billing isn't per-workspace. One subscription covers every workspace under the Account.
• Your payment methods and invoices.
• The plan's maxWorkspaces cap.

Who can create or delete a workspace

Only the Account Owner (the original sign-up email, unless ownership was transferred) can create or delete a workspace. Workspace Admins on individual workspaces can run their workspace fully but can't spawn new ones.

The Owner also can't delete the last workspace. Every Account must have at least one — if you only have one workspace and want to "reset" it, the right path is to delete properties/contracts inside it, not delete the workspace itself.

Deleting a workspace

You can delete a workspace you own from Settings → Workspace → Danger zone. This is permanent — properties, contracts, payments, and history are removed. We require you to type the workspace name to confirm.

[!warning] Before you delete, export anything you need (CSV exports from the relevant pages, PDF exports from Contracts). Once deleted, the workspace cannot be restored.

Locked workspaces

On the Free plan, if you previously had multiple workspaces (e.g. via a downgrade from Professional), all but the first one become locked. Locked workspaces are read-only — you can read history and export data, but you can't add properties, units, or payments. Upgrade to unlock them; nothing is deleted.

Related

• Getting started
• Plans and billing
• Roles and permissions