# WorkSpace **WorkSpace** is an organisational layer above projects. Where a single FormShare project is the right unit for a single data-collection effort (one survey, one form set), a workspace is the right unit for a portfolio of related projects — a country office's research portfolio, a long-running programme with many surveys, a research consortium's joint operations. Workspaces let you grant access at the portfolio level, so adding a new analyst to "Kenya Operations" automatically gives them access to every project under that umbrella, rather than inviting them to each project one by one. ## Where to find it A **WorkSpaces** entry appears in the main navigation. Click it to open the workspaces list at `/user//workspaces`. You'll see every workspace you own or have been added to as a collaborator. > Add screenshot of the workspaces list with two or three workspaces visible. If you have no workspaces yet, the page invites you to create your first one with a **Create a new workspace** button. ## Create a workspace Click **Add workspace**. The "Add workspace" form appears with two fields: * **Workspace ID** — a short identifier (letters, digits, underscores). Must be unique across your account and cannot be changed later. * **Workspace name** — the display name. Free text. Click **Add workspace**. You are now the workspace owner. The workspace is empty — you populate it by creating projects inside. ## Add projects to a workspace Open the workspace and click **Go to projects**. This is the standard project-creation flow ("[Creating your first project](/guides/creating-your-first-project.md)"), but the new project is attached to this workspace instead of being a free-standing project on your account. From inside a workspace you can: * See the list of projects in the workspace with their codes, names, icons, and colours. * Open any project to drill into its forms, submissions, and the rest of the standard FormShare features. * Edit project metadata or delete projects. ## Invite collaborators to a workspace A workspace has its own collaborator list separate from its projects'. From the workspace, click **Edit collaborators**. > Add screenshot of the workspace collaborators page with the search field and the existing collaborator list. * Search for users by username, full name, or email. * Pick the user and click **Add collaborator**. * Assign a role — **Administrator** or **Editor** — that applies across the whole workspace. Roles inside a workspace: * **Owner** — the user who created the workspace. Owners have full control and the role cannot be transferred. * **Administrator** — can create, edit, and delete projects in the workspace; can invite and remove collaborators. * **Editor** — can create, edit, and delete projects, but cannot manage the workspace's collaborator list. Workspace collaborators automatically have the corresponding access to every project inside the workspace — no per-project invitation needed. ## Edit and delete * **Edit workspace** lets you change the workspace name. The ID is immutable. * **Delete workspace** removes the workspace and, by extension, every project inside it (and their forms, repositories, and submissions). This is irreversible — generate private [data products](/data-management/data-products.md) for anything you want to keep first. ## Permissions * Any user with workspace permissions on the FormShare instance can create workspaces. Whether you have that permission depends on how the administrator has configured your account. * Only the **owner** and **administrators** can add or remove workspace collaborators. * Workspace **editors** can manage projects inside the workspace but cannot change workspace membership. * Assistants and partners are not workspace collaborators — they operate at the project / form level, not at the workspace level. ## When to use workspaces * You manage a portfolio of related projects and want one place to see them all. * Your team handles many projects and you want collaborators to share access to a whole portfolio at once. * You want to keep operational areas separate (e.g., one workspace per country office). ## When *not* to use workspaces * You only run one or two projects total. Workspaces add overhead without benefit at small scale. * The projects you'd group together have completely different teams. Sharing a workspace means sharing access — if the teams shouldn't see each other's data, keep the projects separate. ## What's next * "[Projects](/fundamentals/projects.md)" — the unit of work inside a workspace. * "[Collaborators](/fundamentals/members.md)" — the per-project collaborator model. --- # Agent Instructions: Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter: ``` GET https://docs.formshare.app/additional-functionality/workspace.md?ask= ``` The question should be specific, self-contained, and written in natural language. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. 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