Workspace Management

As an organization administrator, you have oversight over all workspaces and can manage their settings, membership, and lifecycle. Workspaces support a three-level nested hierarchy: Site > Department > Area.

Workspace Hierarchy

ProBeya supports nested workspaces with a maximum depth of 3 levels:

Level	Label	Example
1	Site	"Brussels Manufacturing Site"
2	Department	"Quality Department" (child of Site)
3	Area	"QC Lab A" (child of Department)

Child workspaces inherit access from their parent. When a parent workspace is deleted, all children are cascade-deleted automatically via database foreign key constraints.

Viewing All Workspaces

Navigate to Settings > Workspaces to see all workspaces in your organization. The Tree View displays the nested hierarchy, while the Flat View shows a sortable list including:

• Workspace name, description, and hierarchy level.
• Parent workspace (if any).
• Number of members, projects, and boards.
• Storage usage and creation date.

Creating Workspaces

Organization admins can create workspaces from the settings page:

1. Click + New Workspace.
2. Enter a name (2-100 characters).
3. Enter a slug (2-50 characters, lowercase alphanumeric and hyphens only).
4. Optionally choose an icon and color.
5. Add an optional description.
6. Optionally select a parent workspace to nest under (creates a Department or Area).
7. Add initial members and set their workspace roles.
8. Click Create.

warning

Workspace creation is subject to plan limits. Free plans allow 1 workspace, Starter plans allow 3, and Pro/Enterprise plans have unlimited workspaces. Exceeding the limit returns a FORBIDDEN error.

Workspace Settings (Admin View)

As an admin, you can access any workspace's settings even if you are not a workspace member:

• General -- Name, slug, description, icon, color, parent workspace.
• Members -- Add or remove workspace members, change workspace roles.
• Projects -- View all projects within the workspace.
• Storage -- See how much storage the workspace is using.
• Archive -- Archive the workspace to hide it without deleting data.
• Delete -- Permanently remove the workspace and all its projects, boards, and child workspaces.

Reparenting Workspaces

You can move a workspace to a different parent or to the top level:

1. Open the workspace settings.
2. Change the Parent Workspace field.
3. Click Save.

The system validates that the move does not exceed the maximum depth of 3 levels. Circular references (e.g., setting a child as its own ancestor) are rejected.

Archiving Workspaces

Archiving a workspace hides it from the sidebar and regular navigation, but preserves all data:

1. Go to Settings > Workspaces.
2. Click the ... menu next to the workspace.
3. Select Archive.

Archived workspaces can be restored at any time from the Archived tab.

Transferring Workspace Ownership

If a workspace admin leaves the organization, you may need to assign a new admin:

1. Go to the workspace's member settings.
2. Assign the Workspace Admin role to another member.
3. Optionally remove the previous admin.

Workspace Fields Reference

The createWorkspaceSchema validates the following fields:

Field	Type	Validation	Description
name	String	2-100 characters, required	Display name of the workspace
slug	String	2-50 chars, [a-z0-9-] only	URL-safe identifier for the workspace
color	String	Optional	Color code for sidebar icon
icon	String	Optional	Icon identifier for sidebar display
description	String	Optional	Description visible to workspace members
parentId	String	Optional, nullable	Parent workspace ID for nesting

The workspace level is automatically computed from the parent: no parent = level 1 (Site), one parent = level 2 (Department), two ancestors = level 3 (Area).

Workspace Limits by Plan

Plan	Workspace Limit
Free	1 workspace
Starter	Up to 3 workspaces
Pro	Unlimited workspaces
Enterprise	Unlimited workspaces

Activity Logging

All workspace lifecycle operations are logged to the audit trail:

• Workspace created, updated, archived, restored, or deleted.
• Workspace members added, removed, or role changed.
• Workspace reparented (moved to a different parent).

These events include the acting user, timestamp, and metadata about what changed.

Related Features

• Organization Setup -- Top-level organization configuration.
• Roles & Permissions -- Workspace-level role overrides.
• Calendars -- Assign project or resource calendars within workspaces.
• Audit Log -- All workspace changes are recorded.