Workspaces and sharing

A workspace holds notebooks, documents and settings. You can have several, switch between them from the rail, and invite other people into one.

Members

Open your avatar menu → Workspace → Manage members. The Members table shows each person's name, when they last signed in, and their role. The Owner can change a member's role (Make Editor, Make Viewer) or Remove them.

Inviting people

Owners and Editors can Invite someone, in one of two ways:

• By email: enter their address. Send invitation emails them a link (see Email). If the email can't be sent, copy the link and send it to them yourself. Only the account with that address can accept it.
• Invite link: a link that anyone with an account here can use to join. Maximum uses limits how many people can use it; it is unlimited by default.

Either way, choose the role they get, Editor or Viewer, and when the invitation expires: In 7 days (the default), In 30 days or Never. A Note is optional.

The people you invite need an account here already, because sign-ups are closed. The invitation opens a page where they choose Sign in to accept, then Accept invitation or Not now.

Pending invitations are listed under the members, with Resend (at most once a minute) and Revoke. Expired ones are listed separately.

Roles

Every workspace has three roles, listed under Workspace settings → Team Roles. Custom roles are not available.

• Owner: everything, including members, settings and public links. The person who made the workspace is its Owner; ownership is never given through an invitation or a role change.
• Editor: adds sources, chats, makes Studio outputs and notes, adds connectors, sets up automations, changes the workspace's models, and invites Editors or Viewers. An Editor can't delete notebooks, documents, Studio outputs, automations or chat history, change roles, edit General settings or System Instructions, switch a connection off, or create public links.
• Viewer: reads the workspace's notebooks, sources, notes, Studio outputs and automations. A Viewer can't chat, add sources or make outputs.

Members share connections too. In a workspace, the assistant can use the Google Drive, Nextcloud and Email connections of every member, except the ones their owner switched off there (see Notebooks and sources).

Public links

Owners can share something read-only with anyone who has the link, without signing in:

• Share chat publicly… in the notebook menu shares a copy of the chat as it is now.
• Share publicly, in a finished Studio output's viewer, shares a copy of that output. It opens as you see it: a mind map to explore, flashcards and a quiz to study (a visitor's answers stay in their browser), a slide deck's slides, a data table's sheet, a report with its contents. Your prompt and sources, Explain and a report's recommended outputs are not shown. Sharing it again while it is unchanged gives the same link, with its current title and the expiry you pick.
• Share notebook… in the notebook menu makes a live link to the notebook. Visitors see your newest chat in it, its finished Studio outputs and its source files, as they are each time the link is opened. Notes are not shown. The notebook then shows Shared. New address replaces the link, and Stop sharing turns it off.

A link expires After 7 days (the default), After 30 days or Never. An expired link says "This link has expired".

Workspace settings → Public links lists every link (Chat, Output or Live notebook), with Copy link, Open link and Revoke. Revoking stops a link at once.

Workspace settings

Open your avatar menu → Workspace → Workspace settings. Everyone in the workspace can open every page; what they can change depends on their role.

• General: the workspace's Name and Description, and API key access for agents (see Connect your agent); only the Owner can change these. Export knowledge base downloads every document in the workspace as a ZIP of Markdown files.
• Connectors: Google Drive, Nextcloud, Email and MCP servers. See Notebooks and sources and Email.
• Automations: see Automations.
• Models: the model each job uses by default. See Chat and citations.
• Team Roles: the three roles above.
• System Instructions: see below.
• Public links: see above.

System Instructions

System Instructions shape every answer in the workspace, in chat and in Studio: tone, audience, format and length. Answers still come only from your sources, keep their citations and follow the safety rules. A line that tries to change those is ignored, and saving warns "Some instructions won't be followed". Instructions can be up to 4,000 characters, and only the Owner can change them. While they are set, the chat shows Instructions applied.

Leaving or deleting a workspace

In your avatar menu → Workspace, the Owner can Delete workspace and everyone else can Leave workspace. Deleting a workspace deletes all its documents and chats; your Google Drive, Nextcloud and Email connections stay with your account. You can't delete or leave your only workspace: create or join another one first.

Each person can own up to 400 workspaces.