Manage multiple workspaces

March 06, 2024 16:14

With multiple workspaces, organize templates, tests, and access to open, private, and hidden workspaces.

This article applies to: ut logo tiny.png UserTesting

On this page:

About multiple workspaces
Workspace roles and permissions
Workspace security levels
Create a workspace
Invite team members to a workspace
Assign workspace permissions
Manage Session Units by workspace

About multiple workspaces

Available only to Advanced, Ultimate, and Premium editions with unlimited workspaces enabled.
Multiple workspaces improve the organization of your templates, tests, and team members.
Assign and maintain privacy (open, private, hidden) for projects or teams.
Assign permission capabilities (collaboration-only, all permissions) at a per-workspace level.
Pro tip: Use a single workspace per team, and use folders for your projects.
Switch to a different workspace by clicking on the account/workspace switcher in the left navigation panel, then select the workspace you want.

Workspace roles and permissions

Workspace creator

This is the team member who created a workspace.
UserTesting Admins and team members with Unlimited licenses can create workspaces.
Admins also can generate multiple workspaces in a single instance.
By default, Workspace Creators are granted the highest workspace-level permission available to them, based on their license type.

Workspace owner

This is a team member assigned to a specific workspace who has permission to add and remove other members in that workspace and also assign permission levels in that workspace.

Collaboration only

This is a workspace-level permission.
Team members with this permission can view and analyze videos
They cannot create drafts or launch tests in the workspace, even if they have an Unlimited (Seat-based plan) or a Creator (Flex plan) license at the account level.

All permissions

This is a workspace-level permission.
Team members with this permission can edit and launch tests, in addition to viewing and analyzing videos.
If a team member is a Collaborator (Seat-based plan) or a Viewer (Flex plan) on the account, they cannot create or launch any tests, regardless of the permission level they have in the workspace.

Workspace security levels

General Workspace

This is the default workspace when no additional workspaces have been created.
All team members will be automatically added to this workspace.
Tests ordered before new workspaces are created will live here.

Open Workspace

Anyone can view and join an Open Workspace.
The Workspace Creator or Workspace Owner designates a workspace as "open."
Team members who join will be automatically granted the permission level of "Collaboration Only."

Private Workspace

Anyone can view a Private Workspace and who is in it.
The Workspace Creator or Workspace Owner designates a workspace as "private."
To join a Private Workspace, you must be invited.
Admins can see, join, and invite people to Private Workspaces without being invited.
Only members of a Private Workspace can view tests, clips, and highlight reels created in that workspace.

Hidden Workspace

Hidden Workspaces are hidden from the list of workspaces to any team member not in the workspace.
The Workspace Creator or Workspace Owner designates a workspace as "hidden."
To join a Hidden Workspace, you must be invited.
Admins can see, join, and invite people to Hidden Workspaces without being invited.
Only members of a Hidden Workspace can view tests, clips, and highlight reels created in that workspace.

Create a workspace

Select the workspace and account switcher in the navigation panel and choose Create workspace.
Name your workspace and make it open, private, or hidden.

If you are on the Flex plan, you can also create a workspace this way:

Go to Settings, then the Workspaces tab.
Select the Create workspace button and follow the steps.

Invite team members to workspace

If you are on the Seat-based plan, follow these steps to invite people to a workspace:

Click on the account/workspace switcher in the left navigation panel.
Select Manage workspaces at the bottom of the menu.
Click the three dots (...) menu next to the workspace.
Select Add team members.
Type in the email address of the team member.
Choose their Workspace permission and Approval flow settings (if available on your account).
Select Add members. An invitation will automatically be sent for them to join.

If you are on the Flex plan, follow these steps to invite people to a workspace:

Click on the account/workspace switcher in the left navigation panel.
Select Manage workspaces at the bottom of the menu.
Note: Alternatively, go to Settings, then the Workspaces tab.
Select the Add members button next to the workspace you want.
Type in the email address of the team member.
Choose their Workspace permission and Approval flow settings (if available on your account).
Select Add members. An invitation will automatically be sent for them to join.

Assign workspace permissions

If you are on the Seat-based plan, follow these steps to assign workspace permissions to team members:

Click on the account/workspace switcher in the left navigation panel.
Select Manage workspaces at the bottom of the menu.
Select the team members drop-down menu under the workspace name.
Choose the permission level: Collaboration only or All permissions.
Note: All new members added to a workspace are assigned Collaboration only.
If available on your account, choose the Approval flow permissions: Doesn't need review, Reviewer, and Needs review.

If you are on the Flex plan, follow these steps to assign workspace permissions to team members:

Click on the account/workspace switcher in the left navigation panel.
Select Manage workspaces at the bottom of the menu.
Note: Alternatively, go to Settings, then the Workspaces tab.
Select the workspace members menu under the workspace name.
Choose the access level assigned: Collaboration only or All permissions.
Note: All new members added to a workspace are assigned Collaboration only.
If available on your account, choose the Approval flow permissions: Doesn't need review, Reviewer, and Needs review.

Manage Session Units by workspace

An admin on the Flex plan can limit the number of Session Units(SUs) a workspace can use.
To learn more, read the "Managing Your Subscription on the Flex Plan" article.


Want to learn more? Check out these Knowledge Base articles... Workspaces: Overview Workspaces FAQ	Interested in growing your skills? Check out our University courses... Jumpstart On-Demand for Admins How to Use Workspaces

Need hands-on training? Find a live, virtual class that fits your needs. Enroll in one of our UserTesting certification programs.	Can't find your answer? Check out our CommUnity forums. Reach out to Support or our Professional Services team.