Workspaces: Overview

Workspaces are available on the following subscriptions:

Click on the following header titles to skip to that section of the article:

• Key Features
• Terminology
• How It Works
• Inviting Team Members to Workspaces
• How to Assign Workspace Permissions
• Managing Session Units for Workspaces

Key Features

Workspaces enable you to:

• Assign and maintain privacy for projects or teams
• Assign permission capabilities at a per-workspace level
• Improve the organization of your templates, tests, and team members

Terminology

Workspace Creator: Team member who originally created a workspace. New workspaces can be created by either the UserTesting Admin or any team member who has an Unlimited license. By default, Workspace Creators are granted the highest workspace-level permission available to them, based on their license type.

Private Workspace: Designated by the Workspace Creator or Workspace Owner, a Private Workspace indicates that team members must be invited to join the workspace. Once formed, tests, clips, and highlight reels are only available to view by team members who are a part of that Private Workspace.

Open Workspace: Designated by the Workspace Creator or Workspace owner, an Open Workspace is accessible and available to join by any team member on the account. Team members who join will be automatically granted the permission level of “Collaboration Only.”

General Workspace: The default workspace when no additional workspaces have been created. All team members will be automatically added to this workspace. Tests ordered prior to new workspaces being created will live here.

Workspace Owner: A team member assigned to a specific workspace who has permissions to add and remove other members on that workspace, and also assign permission levels on that workspace.  

Collaboration Only: A workspace-level permission. Team members with this permission can view and analyze videos. They cannot create drafts or launch tests. 

All Permissions: A workspace-level permission. Team members with this permission can edit and launch tests, in addition to viewing and analyzing videos.

How It Works

UserTesting Admins on all account types (and Premium license users on the seat-based plan) can create new workspaces. Select Go to Workspace settings from the Workspace Switcher's drop-down menu or navigate to the Manage Workspaces page, then click the Create Workspace button.

Clicking either the Go to Workspace Settings or Create Workspace call-to-action opens a Create new workspace dialog box. This is where you name your workspace or make it open or private.

For more information on how to control who sees your workspace content, review our "Workspaces and Video Security" article.

Inviting Team Members to Workspaces

UserTesting Admins or Workspace Owners invite team members to workspaces. First, find the workspace to which you want to invite new team members by going to your Dashboard and selecting Workspaces from the account drop-down menu.

You’re taken to the Manage Workspaces section, which lists all the workspaces under this account.

For the workspace you (as the admin or workspace owner) wish to update, click the ellipsis (three dots) to the right. Select Add team members from the drop-down.

Type in the email address of the team member you wish to add to the workspace. Clicking Add Member automatically sends the member an invitation to join.

How to Assign Workspace Permissions

All new members are by default assigned “Collaboration only” status. This status limits the member’s capabilities so that they are not allowed to create, review, or launch tests in this workspace. The account admin or workspace owner can set permissions for that new member (or change the permissions of existing members).

To set or change workspace permissions, go to the Manage Workspaces section, click the drop-down next to the text indicating the number of members. You'll see displayed the names of all the members belonging to the workspace.

Clicking the drop-down beneath a member’s name and selecting the All permissions option will allow that member to create, review, and launch tests.

NOTE: For the All permissions option to be available at the workspace level, the user must have account-level permissions to create tests. To check what permissions level the user has, go to Settings and, from the People tab, review the account permissions for the member (account admins can change these permissions).

Keep in mind: New tests and highlight reels are automatically assigned to the current workspace.

When inviting a new team member, you have the option to specify which workspace they first see upon signing in. Team members will always be invited to the General workspace so as to ensure that they have a space to work from in the event that the other workspaces that they’re members of are archived or deleted.

If you have a Premium or Ultimate subscription, you can save audience, test plan, and screener question templates to specific workspaces. View our "Template Access Control" article for more information.

Managing Session Units for Workspaces

If you're an admin and your account is on the Flex plan, you have the ability to limit the number of Session Units (SUs) a workspace can use to better manage how your team consumes SUs across your account. To learn more, read our article on "Managing Your Subscription on the Flex Plan."

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