Workspaces

Learn about workspaces - the billing and team boundary in Kanman.

Workspaces are the top-level container in Kanman. They define billing boundaries and, on Teams plans, enable collaboration. Users can create and switch between multiple workspaces.

Workspace administration (Desktop) Workspace administration (Mobile)

What is a Workspace?

A workspace is:

  • The entity your subscription is attached to
  • The boundary for team collaboration (Teams plan)
  • Where quotas and limits are applied
  • A container for all your boards, projects, and tasks

Every Kanman user has at least one workspace, and can create additional workspaces as needed.

Workspace Hierarchy

Kanman organizes your work in a clear hierarchy:

WORKSPACE Billing entity, team boundary, quotas BOARDS Visual containers, layouts, backgrounds PROJECTS Grouped work, progress tracking TASKS Individual work items, subtasks

Why This Hierarchy Matters

  • Workspaces isolate billing and team access
  • Boards provide visual organization and different views
  • Projects group related tasks with progress tracking
  • Tasks are the actual work items with deadlines and assignments

Workspace Properties

Property Description
Name Display name for the workspace
Slug URL-friendly identifier
Plan personal, pro, or teams
Subscription Status active, past_due, canceled, trialing
Seat Count Number of team members (Teams only)
Renewal Date Next billing date

Plans and Workspaces

Personal & Pro Plans

  • Single-user workspace
  • Seat count is always 1
  • All boards owned by you

Teams Plan

  • Multi-user workspace
  • Minimum 3 seats
  • Shared boards and collaboration
  • Role-based permissions

Workspace Roles (Teams Only)

Role Permissions
Owner Full control, billing access, can delete workspace
Admin Manage members, manage settings (no billing)
Member Standard access to boards, projects, tasks
Viewer Read-only access (future feature)

Billable vs Non-Billable

  • Owner, Admin, Member = Billable seats
  • Viewer = Non-billable (when available)

Managing Workspaces

Creating a Workspace

You can create a new workspace directly from the board selector:

  1. Click the board dropdown in the header
  2. Click Create workspace
  3. Enter a name for your workspace
  4. Click Create
Screenshot not found: /images/workspace/create-dialog

Creating a new workspace

The new workspace will be created with your default plan, and you’ll be automatically switched to it.

Tip: Create separate workspaces for different clients, departments, or personal vs work projects.

Switching Workspaces

Switch between workspaces using the board selector:

  1. Click the board dropdown in the header
  2. Find the workspace you want in the list
  3. Click on the workspace to switch
Screenshot not found: /images/workspace/switcher

Switching between workspaces

Your workspace choice is remembered, so you’ll return to the same workspace when you reopen Kanman.

Workspace Settings

Access workspace settings to:

  • Update workspace name
  • Manage team members (Teams plan)
  • View subscription details
  • Access billing portal

Multi-Workspace Benefits

Use Cases

Freelancers & Consultants:

  • Separate workspace per client
  • Clean billing and project separation
  • Easy context switching

Agencies:

  • Workspace per department (Design, Development, Marketing)
  • Clear team boundaries
  • Dedicated resources per workspace

Personal Organization:

  • Work vs personal projects
  • Side hustles in separate workspaces
  • Different plans for different needs

Notifications Across Workspaces

When you’re a member of multiple workspaces, notifications are workspace-aware:

  • Each notification shows which workspace it came from
  • Filter notifications by workspace in the notification center
  • Never miss updates from any of your teams

Quotas and Limits

Each workspace has quotas based on the plan:

Resource Personal Pro Teams
Boards 5 15 50
Projects 25 100 500
Tasks 500 2,500 10,000

Pro features (API, webhooks, integrations) are also tied to the workspace plan.

Inviting Team Members (Teams Only)

  1. Go to Settings > Workspace > Members
  2. Click Invite Member
  3. Enter their email address
  4. Select a role
  5. Click Send Invitation
Workspace members list (Desktop) Workspace members list (Mobile)
Invite member form (Desktop) Invite member form (Mobile)

The invitee will receive an email with instructions to join.

Removing Team Members

  1. Go to Settings > Workspace > Members
  2. Find the member to remove
  3. Click the Remove button
  4. Confirm removal
Confirm member removal (Desktop) Confirm member removal (Mobile)

Note: Removing a member doesn’t delete their work. Tasks and projects they created remain in the workspace.

Transferring Ownership

To transfer workspace ownership:

  1. The new owner must already be an Admin or Member
  2. Go to Settings > Workspace > Members
  3. Click the menu next to the new owner
  4. Select Transfer Ownership
  5. Confirm the transfer

The previous owner becomes an Admin.

Deleting a Workspace

Warning: This action is irreversible and will delete all data in the workspace.

  1. Go to Settings > Workspace
  2. Scroll to Danger Zone
  3. Click Delete Workspace
  4. Type the workspace name to confirm
  5. Click Delete Permanently

Last updated: January 1, 0001

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