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.
• A property-scoped Property Manager role 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:

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.

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.

Sync settings between workspaces

If you run more than one workspace, Settings → Sync Settings lets an account owner copy one workspace's setup to others, so you configure it once and roll it out, instead of redoing it per workspace.

Pick a source workspace, tick the settings to copy, and choose the target workspaces. You can sync:

• Roles & permissions: your custom roles and what each can do.
• Lease settings and Finance settings (VAT, currency, fiscal year).
• Rent reminder and Notification settings.
• Property and Unit document categories.
• Expense categories and Contact tags.
• Workflow settings: your approval workflows, including step conditions, required fields, and attachments.

How it behaves, so there are no surprises:

• Syncing adds or updates settings in the target; it never deletes a target's extra roles, categories, or tags. Document categories are the exception. They're replaced to match the source exactly.
• Roles are synced before workflows, so a workflow that uses a custom role lands correctly in the target.
• It only copies settings, never your data (properties, contracts, payments), and never connection secrets. Accounting-integration mappings (Odoo) stay per workspace, since they're specific to each connection.
• Existing in-progress workflows in the target keep running on their original steps; only new ones use the synced version.

Modules: turn off what you do not use

The system covers a lot of ground: lease offers, maintenance, recurring tasks, payment discounts and rescheduling, deposits, documents, reports, court orders, team and permissions. If you do not use some of it, there is no reason for it to be on your screen. Under Settings → Configuration → Modules, a workspace admin can turn off what they do not need, and those pages disappear from the sidebar and from the mobile app too.

Nothing is deleted. Turning something off hides its screens and stops new records being added, and that is all. Your contracts, payments and requests stay exactly as they are, and turning it back on restores everything the same moment.

Work in progress still finishes. If you turn off Maintenance with 12 open requests, those requests stay in your Tasks inbox and are approved and closed as usual. Off refuses starting, never finishing. That is why the confirmation dialog tells you how much is still open before you confirm.

Workspace setup: Just me or A team. At the top of the page is one choice that sets the workspace up either way, and it changes two things together: which parts of the product are on, and whether work waits for approvals.

Picking Just me turns off Team and roles, lease offers, payment discounts, payment rescheduling, the Report Center and the document library, and makes every workflow a single step so nothing waits for a second person. Left on: maintenance, expenses, deposits, recurring tasks, to-do lists, Ejar import and court orders, because a one-person portfolio still runs on all of those. Picking A team turns everything back on and restores the multi-step approval chains.

You see exactly what will change before it happens. Choosing either one opens a dialog that names every module it will turn off or back on, with how much unfinished work each is holding, and says what the change does to your workflows. Nothing happens until you confirm.

It is a starting point rather than a permanent mode: after applying it you can turn any individual module on or off, and doing so does not change your approval style back.

A few details worth knowing:

• Only a workspace admin can turn a module off, and the same person turns it back on. So anyone who finds a page missing can always ask their workspace admin.
• Some modules are always on: properties, units, contracts, contacts, payments, receivables, tasks, dashboard, notifications, settings and billing. Settings is the page that turns the others back on, Tasks is how work in progress finishes, and Billing is how a lapsed subscription is recovered.
• Turning off Team and roles is refused while the workspace has other members or pending invitations, because the screen that manages them is the screen that would disappear. Remove them or cancel the invitations first. Choosing "Just me" in a workspace that has colleagues is not refused: it applies everything else and leaves Team and roles on, and the dialog tells you so before you confirm.
• Turning off Recurring tasks also stops new occurrences being created and their reminders being sent, including reminders for occurrences already scheduled. Anything already in your Tasks inbox stays and still finishes, and turning it back on resumes the schedule.
• A module your plan does not include shows a lock and an upgrade link instead of a switch. That is not a workspace choice, and upgrading is what opens it.
• Turning off Court orders removes the "File a court order" action from the Receivables page and its filter beside it. Cases you have already filed are untouched: the card on the contract still shows them, they still appear on the tenant's contact page, they can still be resolved, and their installments stay out of chasing until you close them. That last part is the reason nothing about a filed case is hidden, and it does not change if your plan stops including the module.
• The accounting integration (Odoo) is turned on and off from its own integration page, not from here.
• Settings gets shorter too. Turning off Team and roles removes the member-management screens, the pickers that choose who work goes to, and the settings that describe an approval chain. Turning off To-do lists removes the setting that places its icon. What stays are the settings that still do something for one person: rent reminder timing, contract expiry lead times, and the flag that marks a payment as seriously overdue in your Tasks inbox.

When you create a new account, the setup wizard asks the same question, and picking "It's just me" applies the same setup: the wizard lists the modules it will hide before you continue, so nothing is turned off without you having seen it. Creating a second workspace later asks it again, and the choice you made last time is the one it offers.

Related

• Getting started
• Plans and billing
• Roles and permissions
• Workflows and approvals