Squared supports the use of multiple workspaces to help you organize work across different contexts, such as separate companies, clients, or major initiatives. This guide explains how to effectively manage multiple workspaces and navigate between them.

Understanding Workspaces in Squared

A workspace in Squared is the highest-level organizational unit:

• Each workspace has its own members, teams, tasks, and settings
• Workspaces are completely separate from each other
• You can belong to multiple workspaces simultaneously
• Each workspace has a unique URL (e.g., company-name.squaredmade.com)

Common reasons to use multiple workspaces include:

• Separating client work
• Dividing business units
• Maintaining personal and professional tasks separately
• Creating isolated environments for specific projects

Navigating Between Workspaces

Workspace Switcher

The fastest way to switch between workspaces:

1. Click your profile picture in the top-right corner
2. Select "Switch Workspace" from the dropdown
3. Choose the workspace you want to access
4. You'll be immediately redirected to that workspace

Direct URL Access

Access workspaces directly through their unique URLs:

• Each workspace has a URL in the format: https://app.squaredmade.com/[workspace-name]
• Bookmark these URLs for quick access to specific workspaces
• Use browser profiles to stay logged into multiple workspaces simultaneously

Mobile App Switching

When using the Squared mobile app:

1. Tap the menu icon in the top-left corner
2. Select "Workspaces" from the menu
3. Choose the workspace you want to access
4. The app will switch to the selected workspace context

Creating Additional Workspaces

To set up a new workspace:

1. Click your profile picture in the top-right corner
2. Select "Create New Workspace"
3. Enter workspace details: Workspace name URL identifier Initial members (optional)
4. Choose whether to start from scratch or use a template
5. Complete the setup process
6. You'll be automatically added as an administrator

Managing Personal Settings Across Workspaces

Profile Management

Your profile is shared across workspaces, but with some customization options:

1. Access your user settings in any workspace
2. Update your global profile information: Name and email (applies everywhere) Profile picture (applies everywhere) Password and security settings (applies everywhere)
3. Configure workspace-specific settings: Display name per workspace Notification preferences per workspace Default views and filters per workspace

Notification Preferences

Manage notifications to avoid being overwhelmed:

1. Go to User Settings → Notifications
2. Configure global notification preferences
3. Set workspace-specific overrides: Select a workspace from the dropdown Customize notification settings for that workspace Save workspace-specific preferences
4. Consider muting non-critical workspaces during busy periods

Cross-Workspace Features

Global Search

Search across your workspaces (premium feature):

1. Click the global search icon in the header
2. Enter your search terms
3. Select "All Workspaces" from the scope dropdown
4. Results will be grouped by workspace
5. Click any result to navigate to that item in its workspace

Connected Accounts

Manage external integrations across workspaces:

1. Go to User Settings → Connected Accounts
2. Connect external accounts (Google, GitHub, etc.)
3. Configure which workspaces can access each connection
4. Manage permissions per workspace
5. Revoke access when needed

Best Practices for Multiple Workspaces

Clear Naming Conventions

• Use distinctive, descriptive names for each workspace
• Consider prefixes or suffixes for related workspaces
• Use consistent URL patterns for easy recall

Context Management

• Establish clear rules for what belongs in each workspace
• Avoid duplicating tasks across workspaces
• Create clear boundaries between workspace purposes
• Document cross-workspace processes when needed

Account Management

• Use a single email address for all workspaces when possible
• Configure browser profiles for easier context switching
• Set up email filters for workspace notifications
• Consider using a password manager for multiple accounts

Regular Workspace Audits

• Periodically review your workspace memberships
• Leave inactive workspaces to reduce clutter
• Archive data from temporary workspaces
• Update access permissions as your roles change

Workspace Collaboration

Adding Members to Multiple Workspaces

When adding the same people to multiple workspaces:

1. Navigate to the target workspace
2. Go to Workspace Settings → Members
3. Click "Invite Members"
4. Enter email addresses or names
5. Send invitations
6. Recipients can accept and join each workspace separately

Cross-Workspace Communication

Since workspaces are separate, to communicate across them:

• Use external communication tools (Slack, email, etc.)
• Create shared documentation in external systems
• Schedule regular sync meetings when needed
• Consider using Squared's API for custom integrations (enterprise feature)

Enterprise Workspace Management

For organizations with many workspaces, enterprise features include:

Centralized Administration

• Manage all workspaces from a central admin console
• Apply policies and settings across workspaces
• Monitor usage and activity across the organization
• Control workspace creation and deletion

Identity Management

• Implement single sign-on (SSO) across workspaces
• Enforce two-factor authentication (2FA) policies
• Synchronize user roles and permissions
• Automate user provisioning and deprovisioning
• Integrate with existing identity providers (Okta, Azure AD, etc.)

Cross-Workspace Analytics

• Generate reports across multiple workspaces
• Compare performance metrics between workspaces
• Track resource allocation across the organization
• Identify optimization opportunities
• Create executive dashboards with multi-workspace views

Data Governance

• Apply consistent data retention policies
• Enforce security standards across workspaces
• Implement data classification and protection
• Control sharing and export capabilities
• Audit access and activity comprehensively

Transitioning Between Workspaces

Moving from One Workspace to Another

When you need to transition primary work to a new workspace:

1. Export essential data from the original workspace
2. Import data into the new workspace
3. Invite necessary team members
4. Recreate critical configurations and settings
5. Archive the original workspace if no longer needed

Merging Workspaces

Currently, Squared doesn't offer automated workspace merging, but you can:

1. Create a new destination workspace
2. Export data from source workspaces
3. Import data into the destination
4. Manually resolve conflicts and duplications
5. Redirect team members to the new workspace
6. Archive or delete the source workspaces