Working together
A workspace is a shared library. What you publish into it belongs to the team rather than to you, which is the point and also the thing to understand before you move something.
Personal and shared, side by side
Your own library does not go anywhere. The switcher at the top of the library moves between yours and each workspace you are in, and a site lives in exactly one of them.
Storage is pooled across the workspace rather than counted per person, so one site nobody expected to be large does not stop somebody else publishing.
Who can do what
Four roles. The names are what each can do in the workspace's sites, and nothing more is implied by them.
- Owner — whoever made the workspace. Everything an admin can do, and the only one who can delete the workspace. There is one owner, and only they can hand it on.
- Admin — manages people, the plan and the settings, and publishes.
- Publisher — makes, edits and publishes the workspace's sites. Most people who put things out are this.
- Viewer — opens the workspace's sites and comments on them, for free. For the reviewer, the client and the manager who reads.
A role covers every site in the workspace. One site can still be shared with somebody outside it, from that site's own sharing settings, without making them a member.
What a seat is
A seat is a publisher, not a person with a login. The owner, admins and publishers each take one; a viewer never does, on any plan. The People list says which is which: “Paid seat” or “Free”.
Seats are counted by role, when somebody is invited or given a role that publishes, not when they first publish. When there is no seat left, Admin and Publisher are greyed out in the role menus with the reason, and People offers the two ways out: a bigger plan, or making them a viewer.
That is deliberate: the alternative is a team where inviting a reviewer costs money, and a review process nobody uses because it costs money is worse than none.
The workspace's plan
A plan belongs to where it was bought. A workspace has a plan of its own, and one that has bought nothing is on Free, whatever its owner pays for their personal library. Free and Pro have one publisher, the owner, so anybody else joins as a viewer; Team has 3 seats to start with, and more can be added.
The workspace's plan is bought from its own settings, under Plan and billing, by its owner or an admin. Pricing has what each plan includes.
Comments on the page
Viewers comment for free, in the Comments panel beside the site or pinned to a spot on it. How that works, and who can comment on a site outside a workspace, is in Comments.
Defaults
A workspace sets what new sites start as — who can open them, and whether a version needs approving before it goes live. Both are defaults rather than rules: a site can be changed afterwards by anyone who could publish it.
The approval default is the one worth setting deliberately. With it on, publishing becomes a request, and the link keeps serving what it served until somebody agrees.
Who is in it
The People section lists everyone, their role, and whether they take a seat. An admin can change a role or remove somebody.
Removing somebody takes away their access and nothing else. What they published belongs to the workspace, so it keeps serving on the same links; their account and their personal library are untouched. And a workspace always keeps at least one admin — the last one cannot step down or be removed until somebody else is made an admin, because a workspace nobody can administer is one only we can fix.
Inviting somebody
Switch to the workspace in the switcher at the top of the sidebar, open its settings from the same menu, then People. You type an address, they get an email, and they join by opening the link and signing in with that address — a link that lands in somebody else's inbox does not admit them.
An admin can list the domains a workspace admits — acme.com, say — and then only addresses at those domains can be invited or accept. The rule is checked again at the moment somebody joins, so an invitation sent before the rule existed is not a way around it.