Workspaces are the foundation of your experience in Squared, providing a centralized environment for your organization's work. This overview explains what workspaces are, how they function, and how they help you organize your teams and tasks effectively.

What is a Workspace in Squared?

A workspace in Squared is the highest-level organizational container that represents your company, organization, or major initiative. Think of it as your organization's dedicated home within Squared where all your work takes place. Each workspace:

• Has a unique URL (e.g., your-company.squaredmade.com)
• Contains all your teams, members, tasks, and settings
• Provides a secure boundary for your organization's data
• Establishes the foundation for how your organization operates in Squared

Workspaces create clear separation between different organizations or contexts, ensuring that the right people have access to the right information.

Key Workspace Features

Membership Management

Workspaces control who has access to your organization's information:

• Members are invited to join your workspace
• Each member has a specific role (Admin, Member, Guest)
• Permissions are determined by workspace roles and team assignments
• Single sign-on (SSO) and authentication policies are set at the workspace level

This membership structure ensures security and appropriate access control.

Teams Organization

Workspaces contain and organize your teams:

• All teams exist within a workspace
• Team creation and management happens at the workspace level
• Cross-team collaboration occurs within the workspace
• Global views can show work across multiple teams

This hierarchical structure allows for both autonomy and alignment across different parts of your organization.

Workspace Settings

Workspaces provide global configuration options:

• Visual customization (logo, colors, theme)
• Terminology preferences
• Default workflows and processes
• Security and compliance settings
• Integration with external tools

These settings establish consistency across your organization while still allowing team-level customization.

Workspace-Level Features

Some features in Squared operate at the workspace level:

• Global search across all teams and tasks
• Cross-team reporting and analytics
• Organization-wide announcements
• Shared resources and documentation
• Billing and subscription management

These workspace-level features provide a cohesive experience across your entire organization.

Types of Workspaces

Workspaces can serve different purposes depending on your needs:

Organizational Workspaces

The most common type, representing a company or organization:

• Contains all teams within the organization
• Typically has many members across different departments
• Often includes multiple ongoing projects and initiatives
• Represents a long-term, persistent environment

Client Workspaces

For agencies or consultancies managing client work:

• Dedicated workspace for each client
• Contains teams specific to client projects
• Provides clear separation between different clients
• May include client members as guests or observers

Project Workspaces

For specific large initiatives that benefit from isolation:

• Focused on a single major project
• May be temporary in nature
• Often involves cross-functional teams
• Creates a dedicated environment for the project duration

Personal Workspaces

For individual use or small teams:

• Simpler structure with fewer teams
• Focused on personal task management
• May include close collaborators
• Offers a streamlined experience for individuals

Managing Your Workspace

Effective workspace management involves several key responsibilities:

Member Administration

• Inviting new members to join the workspace
• Assigning appropriate roles and permissions
• Managing team assignments
• Handling departures and access revocation

Workspace Configuration

• Setting up the workspace to match your organization's needs
• Customizing visual elements and terminology
• Establishing default workflows and processes
• Configuring integrations with other tools

Governance and Oversight

• Monitoring workspace usage and activity
• Ensuring compliance with security policies
• Managing the workspace structure as the organization evolves
• Overseeing cross-team initiatives and dependencies

Resource Optimization

• Tracking workspace usage metrics
• Managing subscription and billing
• Optimizing team structures for efficiency
• Ensuring appropriate resource allocation

Getting Started with Workspaces

If you're new to Squared or setting up a new workspace, follow these steps:

1. Create or Join: Either create a new workspace or accept an invitation to join an existing one.
2. Configure Settings: Set up your workspace with your organization's logo, name, and basic preferences.
3. Invite Members: Add your team members to the workspace and assign appropriate roles.
4. Create Teams: Establish the team structure that matches your organization.
5. Set Up Workflows: Configure default workflows and processes for your teams.
6. Import Existing Work: If migrating from another system, import your tasks and projects.

Multiple Workspaces

Many users belong to multiple workspaces, such as:

• Your main company workspace
• Client workspaces for external collaboration
• Professional community workspaces
• Personal workspaces for individual projects

Squared makes it easy to navigate between these different contexts while maintaining appropriate separation.

Workspace Security

Workspaces include robust security features:

• Role-based access control
• Authentication policies (password requirements, 2FA)
• Session management
• Audit logging
• Data encryption
• Compliance capabilities

These security features ensure your organization's data remains protected.

Workspace Growth and Evolution

As your organization grows and changes, your workspace can evolve:

• Teams can be added, merged, or archived
• New members can join as your organization expands
• Workflows can be refined based on experience and feedback
• Additional features can be enabled as needs mature
• Integrations can be added to connect with your tool ecosystem

This flexibility ensures that Squared can grow with your organization over time.

Next Steps

Ready to dive deeper into workspaces in Squared? Explore these detailed guides:

• Managing Multiple Workspaces: Learn how to work effectively across different workspace environments.
• Workspace Settings: All configuration options available at the workspace level.

These guides will help you make the most of workspaces in Squared, whether you're an administrator setting up a new environment or a member working across multiple contexts.