Workspaces: Frequently Asked Questions

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At a Glance

Workspaces within the UserTesting platform allow you to effectively organize and control access to your templates and tests across projects and teams. They also enable you to assign and maintain privacy for teams and projects, while affording you the opportunity to assign workspace-level permissions to team members so that they are allowed to create, review, and launch tests. Managing multiple workspaces is available with certain account types.

 

Finding workspaces 

How do I find what workspaces I belong to within the UserTesting platform?

In the upper right-hand corner of the Dashboard, under the platform menu (the drop-down menu under your initials), select Workspaces. Doing so takes you to the Manage Workspaces page, where you’ll see all your account’s workspaces listed.

How do I move from one workspace to another?

In the upper right corner of the Dashboard, next to your initials, is the My Workspaces workspace switcher, a drop-down menu that displays the workspaces to which you belong. Click the workspace you wish to switch to. 

 

Creating and managing a workspace

How do I create a workspace in the UserTesting platform?

Workspace Creators (UserTesting Admins and those who can create tests) can create a new workspace. To do so, select either the Go to Workspace settings from the Workspace Switcher's drop-down menu in the upper right or select the Create Workspace button from the Manage Workspaces page

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For more information on creating a workspace, refer to the “How it works” section in our “Workspaces” article.

What is the difference between a workspace “Owner” and a workspace “Creator”?

They can be one and the same person. However, multiple members can be assigned “Owner” status but only the user who created the workspace is referred to as the “Creator.” 

See the “Terminology” section in ourWorkspacesarticle for a breakdown of the different workspace roles and the permission levels linked to those roles.

Can there be more than one Owner per workspace at a time? 

Yes. Multiple workspace members can be the Owner of a workspace at the same time.

What is a “private” workspace? What is an “open” workspace?

See our "Workspaces" article for an explanation of the differences between the two types of workspaces (under the “How it works” section).

How do I change an open workspace to a private workspace?

You can switch from “private” to “open” or vice versa by going to the Manage Workspaces page, and under the ellipsis (three dots) drop-down menu across from the workspace name, select Settings.

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A dialog box appears that gives you the option of making the workspace private or open.

How do I add new members to our workspace?  

Go to the Manage Workspaces page and, under the same ellipsis drop-down menu you used to change a workspace from open to private, select Add team members.

How do people join an “open” workspace? How do they join a “private” workspace? Do people need to be invited to join?

In an open workspace, anyone can join and can do so without an invitation. In a private workspace, users must be invited to join.

How do I restrict access to the videos in a private workspace to ONLY people who are members of the workspace?

The account admin can set restrictions on the video content by going to Settings > General and switching on the Restrict All Share Links toggle, located at the bottom of the tab. 

How do I restrict an “open” workspace so that only account members can access video content within that workspace?

Have the account admin set restrictions on the video content by going to Settings > General and switching on the Restrict All Share Links toggle, located at the bottom of the tab. Turning this toggle “on” will grant access to the video to members of the account only. 

How do I assign permissions for workspace members?

Only workspace owners and admins can assign permissions for members. To set or change workspace permissions, go to the Manage Workspaces page, and select “All Permissions” from the drop-down menu next to the member’s name.

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Can I remove someone who is no longer on our team from a workspace?

For private workspaces, UserTesting Admins can remove any member.
For open workspaces, the admin needs to remove that person from the account entirely.

How do I restrict access to the videos in my workspace to ONLY people who are members of the workspace?

The account admin can set restrictions on the video content by going to Settings > General and switching on the Restrict All Share Links toggle, located at the bottom of the tab. This will enable anyone who has the video link to access the video. 

 

Working in a workspace

Who can create and launch tests within a workspace?

Workspace members with “All permissions” status can create, review, and launch tests. Contact the workspace owner or administrator to have those privileges assigned to you.

Members with “Collaboration only” status are prohibited from creating, previewing, or launching tests in the workspace. 

Note: If—at the account level—a user does not have the ability to create/launch tests on the platform, they cannot be given “All permissions” within a workspace. Even users who CAN create tests in some Workspaces can be set to “Collaboration only” in other Workspaces.

How do I share a video clip from a “private” workspace with someone who is not a member of either the workspace or the account?

This is a two-step process. 

  1. Have the account admin go to Settings > General and check to make sure the Restrict All Share Links toggle, located at the bottom of the tab, is switched off. This will enable you to share the video link with someone who is not an account or workspace member.
  2. Click the Share option for that individual clip. At the top of the Share clip dialog box that opens is a Viewable by...drop-down menu. Select the “Anyone with this link” option and insert the link along with the email address of the person with whom you wish to share the clip. That recipient—even if they are not a member of the account or workspace—can access the video without having to log in.

To see more details about this, view our training course on using workspaces.

I used to be able to upgrade the permission status of a workspace member from “Collaboration only” to “All permissions.” Now I’m unable to. What happened?

Accounts are assigned a certain number of seats that can create tests. You’ve likely exhausted all the seats allotted to you. Contact your CSM/Support to learn how to acquire more seats to allow workspace members to create, review, and launch tests.

Is it possible to save templates to specific workspaces?

If your account has multiple workspaces, you can save various templates—audience, test plan, and screener question templates—to specific workspaces. View the “Saving Templates to Workspaces” section in our “Template Access Control” article for more information.

How do I move tests between workspaces? 

Only users who have the permissions needed to create a test can move a test. Also, the person moving the tests needs to be a member of both the workspace from which the test is being moved and the workspace it is being moved to. 

For instructions on how to migrate tests between workspaces, please our “Managing Tests in Workspaces” article.

 

Archiving and deleting a workspace 

How do I archive a workspace? How do I delete a workspace?

Archiving a workspace means removing the workspace from the active workspaces list, which means users will be unable to access the workspace’s dashboard from the workspace switcher. Additionally, a workspace that’s been archived is removed as a possible destination for users who want to relocate tests. You can later restore an archived workspace to the active workspaces list.

To archive a workspace, you first must be designated as either a UserTesting Admin or as a workspace Owner. Go to the Manage Workspaces page in the UserTesting platform and select “Archive” from the ellipsis drop-down menu to the far right.

Deleting a workspace means to permanently remove the workspace from the UserTesting platform. A deleted workspace—unlike an archived workspace—can no longer be retrieved. As with archiving, only workspace Admins and Owners can delete a workspace (though note that the General workspace can never be deleted). 

You’ll need to be certain that the workspace you are trying to delete is “empty”—that there are no drafts, tests, or highlight reels in the space. See the “Deleting Workspaces” section at the bottom of our “Manage Tests in Workspaces” article for instructions.

If I archive a workspace, will I still have access to the links, tests, and highlight reels within the workspace?

While a workspace is archived, you will not be able to access that workspace’s dashboard or its tests, clips, or highlight reels. However, any links will still work and you’ll always have the option to restore the workspace later if you need to access the tests, clips, and reels.

I’m trying to delete a workspace, but am receiving a message that I need to contact Support. I’m unclear why Support is needed:

Only “empty” workspaces—no drafts, tests, or highlight reels are present—can be deleted. This “contact Support” message you received typically means there is a hidden test you haven’t accounted for. Support can move that test(s) to another workspace so that the now-empty workspace can be deleted.

Learn More

Need more information? Read these related articles.

Want to learn more about this topic? Check out our University courses.

 

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