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Workspace management
Create and manage your Coda workspace
Create and manage your Coda workspace

Learn how to create and delete workspace, tailor your workspace settings, and more!

Updated over a week ago

So what’s a workspace? A workspace is your home base for all things Coda. It will store your docs in an organized way, and you'll invite members into the workspace to help you get the job done. Workspaces contain folders, which contain docs, which contain pages, which contain - well, all kinds of things! A workspace can be free or paid (depending on your plan), and will have slightly different features accordingly. In this article, you’ll find info on the basics of creating and customizing workspaces, including an intro to workspace settings.

💰 Looking for info on managing your billing account and payment for your workspace? Head on over to this article.

Within this article you’ll find...


View your workspaces

When you go to coda.io/docs, you'll see all of your workspaces in the left panel. Click on any workspace name to expand that workspace. You'll then be able to access Templates, Packs, Members, and Workspace settings (if you’re a workspace admin) for that workspace. For instance, in the gif below, “Brand New Workspace!!” and “getcoda.io” - on the left hand side of the screen - are separate workspaces.

Add a new workspace

You can add a new workspace by clicking on the three dots on the bottom left hand corner of your home page, next to "More options." Then select “New workspace”. A free workspace will be created, you can then upgrade your workspace from there.

Customize workspace settings

With workspace settings, you can tailor the setup of each workspace to meet your needs. Note that only workspace admins have the ability to view and adjust workspace settings.

If you’re an admin, you’ll see Workspace settings can be found below the workspace name in the left panel. Once you open these settings, there are a few different tabs:

  • About - Here you'll name and describe your workspace.

  • Members - This tab shows a full list of all the members in the workspace. You can view and change roles, copy member emails, and more. Learn more about this setting here. A quick note that you won’t see this tab if you’re in a free workspace.

  • Billing - You'll see the details of your plan here. If you ever need to upgrade your workspace or see a past bill, you can do so here. Learn more about managing your billing account here.

  • Packs - Here you can adjust workspace-level Pack access. You can see (and change) which Packs your workspace is subscribed to. And you can even choose whether to allow Pack makers in your workspace to sell their own Packs.

  • Access - This important tab allows you to edit two things: your Doc Maker approval setting (read more here), and your auto-join email domains (more on this in the section below).

  • Activity - Here you can see a high-level log of important activity in your workspace, including when people change roles or are removed from your workspace.

Auto-join email domains

The auto-join email domains feature ensures that members of your team are seamlessly added to the correct Coda workspace. When anyone with an email address from one of your auto-join domains joins Coda, they will automatically be added to your workspace (as an Editor).

To add a new auto-join domain, simply follow these steps:

  1. Navigate to your Workspace settings

  2. Click into the Access tab

  3. Click on the + Add domain button

  4. Choose which domain you want to add from the dropdown

  5. Click the Add button to confirm

Note that you will only see domains that are currently represented by the admins in your workspace. To add another domain, promote someone from that domain to be a workspace admin and ask them to complete the above process. Or, if your workspace has a parent organization, an org admin will need to register the domain to the organization first.

To remove an auto-join domain, simply hover next to the domain and click on the trash icon that appears to the right of the domain name.

Delete a workspace

Workspaces need to be empty of docs and custom templates before you can delete them. This means that you'll need to first delete all docs and templates you own in the workspace, or move them to another workspace. If other collaborators used this workspace and still own docs there, they'll need to delete or move those docs respectively.

Also, if your workspace is on a paid plan, you will need to downgrade it to the free plan in order to delete.

Once the above steps are complete, you can then delete the workspace by navigating to coda.io/docs, clicking on the workspace name on the left, selecting Workspace settings, then clicking the Delete workspace button (under the About tab).

💡 Tip: If the Delete workspace button is greyed out, this means there are some steps that still need to be taken before you can proceed. Hover over the greyed out button to reveal a message with more info about next steps.

As an Admin, you may encounter the error message shown below even if you've already deleted all docs in your workspace's shared folders. However if you still encounter the error message below, this is an indicator that some Doc Owners in your workspace may still have docs in their My Docs folder or a private folder that you're not a member of. Be sure to coordinate with your other members in your workspace to get these docs deleted. The same applies to custom templates.

FAQs

How do I invite new members to my Coda workspace?

Great question! We’ve got an entire articlxe dedicated to this - check it out here.

How do I see the other members of my workspace?

Go to coda.io/docs, then click on your workspace name in the left panel. Then click into the Members tab. Here you’ll see a list of all workspace members and their roles. You can even use the search tool to find specific people.

How do I find my workspace ID?

To find your workspace ID, just follow these steps:

  1. Click on your workspace name in the left-hand panel

  2. Then check out your URL bar. You should see coda.io/workspaces/ followed by a string that starts with ws. This string is your workspace ID.

    1. For instance, if the URL reads coda.io/workspaces/ws-GuH5e-CCAC/docs, your workspace ID is ws-GuH5e-CCAC.

  3. You can copy this portion from your URL and use as needed.

What if my company already has a Coda workspace? How do I sign up?

You will simply start at coda.io and sign up for Coda. The admin of your company workspace can help users by identifying a list of domains (the part of your email address after the @ symbol) that can join their workspace automatically. If you are on one of these domains, you will automatically be added to the workspace as an Editor. From there you can join any folders that make sense for you.

What are some best practices for organizing my workspace?

Check out this guide for some great tips on how to keep your workspace organized and easy to use.

When should I create a new workspace?

While you have the ability to create multiple workspaces in Coda, we recommend keeping the number of workspaces to a minimum (ideally one). Instead of creating many workspaces, you can use folders to organize your docs. You can read more about when you might want to create additional workspaces here.

How do I upgrade a workspace?

How do I manage Doc Makers in my workspace?

Managing Doc Makers is an important part of workspace management. You can read all about the options and controls for this here.

Can I move docs across workspaces?

Are workspace settings the same as organization settings?

No - these are separate settings. Workspace settings exist for all workspaces, including free and paid. Organization settings, on the other hand, only exist for Enterprise workspaces. Since many Enterprise accounts have multiple Coda workspaces, organization settings allow you to adjust and apply settings across all your workspaces in one place. You can read more about organization settings here.

How do I organize and share docs within a workspace?

You can use folders to organize (and share) docs within your workspace. You can also share individual docs via the Share tool - read more here!

Why don’t I see “Workspace settings” under my workspace name?

If you’re not seeing Workspace settings, this may be because you aren’t a workspace admin for that particular workspace. These settings are only accessible by admins.


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