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Workspaces

A workspace is a collection of people and projects in Clockbook. When you first create a Clockbook account, you automatically get a workspace. A workspace contains all the time entries, projects, people, and settings.

A workspace is a top-level segregator. All time entries, teams, clients, and projects are assigned to a specific workspace.

With a single Clockbook account, you can create or join multiple workspaces. These workspaces you belong to are their own separate entities, each with their own unique set of users, projects, and time entries.

Since each workspace is a separate entity, people who are not part of the workspace cannot see them, nor can you see workspaces others may belong to.

You can create and/or be part of multiple workspaces.

Multiple workspaces are useful when you want to have a separate account for each sub-company or a department. This way, things won't mix up and you can have different access levels.

For example, if you have two companies or departments, you can create two workspaces, and invite different people to each one. Then, you can switch between them as needed.

Or, you can be a team member in one workspace and track time for the company you work for, plus have a personal workspace where you'll keep track of personal stuff and be admin.

Everything in Clockbook is tied to a specific workspace, so time entries you made in one workspace aren't visible in another.

Only Admins of a workspace can see and edit Workspace settings. There, you can:

  • Enable Timesheet
  • Upload company logo (which will be displayed in branded reports)
  • Change workspace name
  • Set workspace billable rate and currency
  • Control who can see billable rates and amounts
  • Set if projects are billable by default
  • Choose how you want to group your projects (eg. by Client)
  • Set who can create projects, tasks, clients, and tags
  • Choose if the duration format will be displayed as hh:mm or hh:mm:ss
  • Enable project favorites
  • Manage extra features (like hiding time from users, lock timesheets, required fields, hiding pages, and time rounding)
  • Anyone can create a new workspace by clicking on the active workspace name, then on the "Manage" button, and finally on the "Create new workspace".

When you create a workspace, you are automatically that workspace's owner (which means only you can remove people from Admins group). Learn more who can do what here.

Switching between workspaces​

If you're a part of more than one workspace (either as admin or a regular member), you can switch between them anytime you want.

You can switch between workspaces by clicking on your active workspace name and selecting the workspace you want to switch to or going to "Manage Workspaces".

Changing the workspace will affect all pages and settings, except Profile settings (which is the same across workspaces).

Leaving a workspace​

You can leave a workspace by going to "Manage workspaces" page (click on your active workspace name to see it) and then clicking the leave icon next to the Settings button.

You can't leave an Active workspace. To leave, you first have to switch to another workspace.

What happens when you leave a workspace:

If you leave a workspace where you're not the owner, to return, someone who's in that workspace needs to invite you again (and you need to accept the new invite). Owners can't leave the workspace until they either transfer ownership to someone else or are the only member left in the workspace. If you're the owner of the workspace (and the only member left) and leave the workspace, the whole workspace will get deleted. All time entries and settings will disappear and this is irreversible.

Transfer workspace ownership​

If you're leaving the company or for any other reason want to transfer the Owner's role to someone else, you can do this at any time:

Go to the Team page Click the three little dots near the team member's name whom you would like to set as the new Owner Select "Transfer ownership"

When you transfer the owner's role, you'll be downgraded to an admin and no longer be in charge of the workspace.

A team member you gave the owner's role will receive a notification that you made them the new owner of the workspace.

Note: Only the current owner of the workspace can transfer ownership to another user. The only way to get back the ownership of the workspace is if the new owner transfers the role back to you.

Archiving workspace​

Although it's not possible to archive a workspace, you can limit access to it without losing the data.

Just make all users on the workspace inactive, and then, users won't be able to log in to the workspace and change things, and you'll still be able to access all the data any time you need.

Deleting workspace​

You can delete your own workspace when you leave it by going to the "Manage workspaces" page (click on your active workspace name to see it) and then clicking the X icon that's next to the Settings button.

Owners can't leave workspace until they either: a) transfer ownership to someone else, or b) are the only member left in the workspace. To delete the workspace where you are the owner, you'll first need to remove all team members and then leave the workspace, which will trigger workspace deletion (along with all its data).

Please note that you can't delete a workspace if that's the only workspace you have. To delete the workspace, you'll first need to create a new workspace and switch to it. Then, you can delete the original workspace.

When the owner of the workspace leaves it, the workspace is deleted automatically, forever. This can't be reversed. Once a workspace is deleted, it can't be undone.