Organisations & workspaces
An organisation is your company or institution in dembrane. It holds your people, your workspaces and your plan. A workspace sits inside it, holds your projects, and has its own members.
| Your situation | Make |
|---|---|
| New work for the same group of people | a project in a workspace you have |
| Work that other people should see, and not everyone you work with now | a workspace, because it has its own members and access setting |
| Work for a client who owns the data | a workspace “For an external organisation” |
Organisations#
- You name your first organisation when you sign up without an invite. It starts on the free plan with one workspace called “Default”, and you are its owner.
- To make another, open the account menu and choose “Create organisation”.
- The organisation has three pages in the sidebar: “Overview”, “Members” and “Settings”. Settings has “General”, “Usage”, “Billing” and “MCP access”. “Tasks” and “Documents” appear when your organisation has tasks or documents from dembrane. See offers & invoices.
- “General” holds “Organisation name” and “Description”. Only organisation admins can edit them. A field saves when you leave it.
- You cannot delete an organisation yourself. The “Danger” block in “General” says “Deleting an organisation is a support-assisted operation.” and asks you to email [email protected]. All workspaces must be empty and deleted first.
Workspaces#
Only organisation admins can create a workspace. Everyone else sees “You can’t create a workspace yet”. Nobody at dembrane has to approve it.
The create screen has four steps:
- “Name”.
- “Ownership”. “For internal use” puts the workspace on your organisation’s plan. “For an external organisation” asks for “Owning organisation” and “Data owner email”, and gives the workspace its own billing. See the partner program.
- “Access”. Who in your organisation can find and join it. See visibility & discovery.
- “Review”.
On the free plan an organisation has one workspace on its own plan: “Free plan allows 1 workspace per organisation”. A workspace for an external organisation does not count towards that.
Workspace settings have three sections, and “Members” is its own entry in the sidebar:
| Section | Who sees it | What is in it |
|---|---|---|
| “General” | workspace admins change it | “Name”, “Description”, “Assistant context”, “Logo”, “Access”, the support access switch, data ownership, legal basis, assistant memory and methodologies |
| “Usage and billing” | everyone except externals and observers | usage of the month, and billing for those who may see it |
| “Danger zone” | workspace admins | “Delete this workspace” |
Other people who open “General” read: “Only workspace admins can change these settings. Ask an admin if something needs updating.”
A custom logo (“Custom workspace logo shown to participants.”) needs the Changemaker plan or above. Use a PNG, JPEG or WebP of at most 5 MB. The upload crops it to 3:1.
To delete a workspace, delete its projects first. Then type the workspace name to confirm and choose “Delete workspace”.
Two kinds of membership#
Being in an organisation and being in a workspace are separate things.
- You can be in an organisation and in none of its workspaces.
- You can be in a workspace and not in its organisation. That is what the external and observer roles are.
- Accepting a workspace invite as Member, Billing or Admin also makes you a member of the organisation.
An organisation role alone gives this much access to a workspace:
| Organisation role | Access without being a member of the workspace |
|---|---|
| owner | admin access to every workspace |
| admin | admin access to workspaces set to “Everyone in your organisation” |
| member | none |
| billing | none |
One exception: a workspace that was set before version 3 to let every organisation member in still does. The setting itself no longer exists.
If you are a member of the workspace, that role is the one that counts, even when your organisation role would give you more. Access that comes only from an organisation role takes no seat.
If an admin removes you from a workspace, your organisation role does not let you back in. This holds for owners too. You come back through a new invite.
Moving projects between workspaces#
- You need to be an admin of both workspaces.
- Both workspaces must be billed the same way: both on your organisation’s plan, or the same separately billed workspace. A project cannot move between an internal workspace and a workspace for an external organisation.
- You can move up to 500 projects in one go. If one of them is not allowed to move, none move.
- Each move is recorded on the project: from where, to where, by whom and when.
- No plan is needed.
Related#
- Roles & permissions: who can do what at each level.
- Invites & access: adding people to an organisation or a workspace.
- Visibility & discovery: who can find and join a workspace.
- Tiers & billing: plans, seats and billing accounts.
- Projects: what lives inside a workspace.
- Managing your workspace: the same, as a host.
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