Workspaces, members and roles
What a workspace is in XBASE, how to have several, who the members are and what each role can do: Administrador, Editor, Visualizador and Operador.
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The workspace is your company's work space in XBASE. Conversations, contacts, funnels, AI agents, automations, channels and files live inside it. Each workspace has its own members, its own plan and its own wallet. Each member gets one or more roles, and the roles define what the person can do.
How it works
- Whoever creates a workspace becomes its Administrador (admin).
- Every new workspace starts on the Free plan. The plan, the AI credits and the wallet belong to each workspace: changing one workspace's plan does not change another's.
- One person can be in several workspaces, with different roles in each one.
- A member is someone who has access to the workspace. They join by invitation, with the role chosen by whoever invited them.
- A role is a set of permissions. Every workspace starts with four ready-made roles, and you can create others.
Several workspaces
The workspace menu is at the bottom of the sidebar: click the workspace name to open it. There you see the Workspaces list and switch from one to another with one click. The Default badge marks your main workspace.
- Create: in the workspace menu, click New Workspace. In the Create New Workspace window, fill in Name and, if you want, Description and Set as default.
- Choose the main one: open the workspace on the Workspaces screen (or in Settings) and click Set as main.
- Delete: in Settings (the same screen that opens when you click the workspace in Workspaces), Advanced tab, Danger Zone block, click Delete Workspace. The action cannot be undone. You cannot delete the workspace in use: switch to another one first.
The wallet's welcome credit only applies to the first workspace each person creates.
Members and invitations
Invitations are sent by email or through WhatsApp, already with the person's role. The steps are in How to invite someone to the workspace (email) and How to invite someone through WhatsApp.
By email:
- People who already have an XBASE account join right away and get the "You were added to the workspace" email, with the Access Workspace button.
- People who don't have an account yet get an email with the Accept Invitation button. They must create the account with the same email that received the invitation.
Through WhatsApp:
- You type the person's number and send the link from your WhatsApp, with Open my WhatsApp, or copy the link.
- The person opens the link, enters their name and email and confirms the code sent to the email. If it is their first access, they create a password. They go straight into the workspace, without the account's initial setup.
- People who already have an account use the same email as the account, and the invitation goes into it.
In both cases:
- The invitation is valid for 7 days and can only be used once.
- Invitations not yet accepted stay in Pending invites, where you can copy the link, resend or cancel.
- In the Members list, the trash icon removes the person from the workspace.
The ready-made roles
| Role | What it can do |
|---|---|
| Administrador | Everything. Among the ready-made roles, only it invites and removes members, manages roles and sees billing. |
| Editor | Almost everything: agents, automations, conversations, contacts, projects, integrations, keys, files and the workspace settings. It does not invite members, does not manage roles and does not see billing. |
| Visualizador | Today it starts with the same permissions as Editor. To have someone with read-only access, edit this role's permissions or create a new role. |
| Operador | Handles conversations: sends messages, changes the person responsible for conversations, views, edits and exports contacts, and views and manages projects. Sees only the conversations they are responsible for. |
The ready-made roles keep these names (Administrador is the admin, Visualizador the viewer, Operador the operator). Besides them there is @everyone (Default permissions), which applies to all workspace members. It starts with no permissions. Whatever you turn on there, everyone gets.
Each role's permissions
On the workspace screen, Roles tab, click a role to see or change its permissions. They are grouped:
| Group | Permissions |
|---|---|
| General workspace permissions | Manage workspace, Manage roles, Manage members, Manage keys, Manage integrations, View billing |
| Agents and automations | View agents, Manage agents, View workflows, Manage workflows |
| Customer service | View all conversations, Send messages, Assign conversations |
| CRM and projects | View contacts, Manage contacts, Export contacts, View projects, Manage projects |
| Storage | Manage storage |
| Advanced permissions | Administrator |
- Permissions add up. Someone with two roles gets the permissions of both, plus those of @everyone.
- Administrator grants all permissions at once.
- Without View all conversations, the person only sees the conversations they are responsible for.
- Limit conversations by tag (in the role's Visible conversations block) makes people with the role see only the conversations with the chosen tags, plus the ones they handle. It applies even if another role grants View all conversations. Administrators are not affected.
Create and organize roles
In the Roles tab, click Create role. The role has three tabs: Display (name and color), Permissions and Manage members. When you change something, click Save changes. The order of the list is the hierarchy: drag the roles to reorder them. The member uses the color of their highest role.
Rules and limits
- Inviting, removing and seeing invitations requires Manage members.
- Creating, editing, deleting and assigning roles requires Manage roles.
- Hierarchy: people without Administrator can only assign, edit or reorder roles below their highest role, and can never assign a role with Administrator.
- Removing someone who has Administrator is only possible for someone who also has Administrator.
- The workspace is never left without an Administrator: XBASE does not let you remove the last one.
- Billing only opens for people with View billing. In Usage & consumption, the amounts also only show for this permission.
- The Advanced tab in Settings (workspace settings, including deleting the workspace) requires Manage workspace. The Keys and Storage tabs require Manage keys and Manage storage.
- People per plan: the Pricing page shows how many people each plan includes.