# Workspaces

A workspace is a shared place inside your company’s Korium account. A memory starts in its owner’s notebook and reaches a workspace only when its owner shares it there. This page covers making a workspace, putting people in it and what each person can do there.

## Notebook, workspace and Everyone

Every memory lives in one or more places. There are three kinds.

- **My Notebook.** Everything you save, and everything your AI tools save for you, lands here first. Only you read it until you share it.
- **A workspace.** The people in it find what is shared into it, in search and through their AI tools. A memory shared into a workspace also stays in its owner’s notebook.
- **Everyone.** Every person in the account reads it. A memory reaches Everyone only through a workspace, and only after someone says yes. The screen puts it this way: “Share it into a workspace first. Everyone is reached only through a workspace.” See [promoting to Everyone](promoting-to-everyone.html).

Your plan decides how much of this you get. A one-person plan has a notebook and no workspaces; its Workspaces page says “Workspaces come with a team”. Team has one workspace for the whole team, and every memory is already shared with it. Small Business and Enterprise add as many workspaces as the plan allows, and people share into them by hand.

## The Workspaces page

Open Workspaces from the menu. It lists every workspace in the account with its name, how many members it has and your place in it. The column named You says “Can read”, “Can read and share” or “Workspace admin”, adds “Your default” on your default workspace, and says “You are not in it” when you have not joined.

[![The Workspaces page for a sample account called Thornbury Outfitters. A table lists three workspaces, Engineering, Marketing and Sales, with the number of members, what each lets you do and whether you are in it. Each row ends in a menu button, and a Make a workspace button sits at the top right.](images/workspaces.png)](images/workspaces.png)

The Workspaces page for a test account with three workspaces.

The **Find a workspace** box looks through names, what each workspace is for, and the people in it. A new account with no workspaces says “No workspaces yet”, then “Everyone saves to their own notebook until an account admin makes the first one.”

Each row has a “...” menu. [Row menus](row-menus.html) lists every item.

## Make a workspace

Only an account admin makes a workspace. Everyone else sees “Only an account admin makes a workspace.” in place of the button.

1. Choose **Make a workspace**.
2. Give it a **Name**, for example “Finance EMEA”. A workspace needs one: without it you see “Give it a name.”
3. Say **What it is for**, in one line people read when they look for it.
4. Under **Who runs it**, type a name or a new person’s email. They become the workspace’s admin and add people. Someone new gets an email invitation.
5. Choose **Make it**.

The screen confirms with “{name} is ready, and {person} runs it. They add people under Members.” An account admin can name themself as the one who runs it, unless the account keeps account admins from running a workspace. In that case the screen says so: “Name who runs it. {account} keeps account admins from running a workspace.” That choice is a setting under Account admins and workspaces in Settings.

You can also make a workspace from the Add people form: type a name in **Which workspaces** and choose “Make workspace {name}”.

## The four roles

Everyone in a workspace has one of four roles there. An admin picks the role when adding someone and can change it later from the Members tab.

| Role | What the screen says it does |
| --- | --- |
| Can read | “Finds what is shared here, in search and through their AI tools. Cannot share into it.” |
| Can read and share | “Also shares their own memories into it, and asks to promote memories from it to Everyone.” |
| Promoter | “Can read and share, and also says yes or no when someone asks to promote a memory out of this workspace.” |
| Workspace admin | “Can read and share, and also adds and removes people, changes their roles and the workspace’s settings, and can remove a memory from the workspace.” |

[People and roles](people-and-roles.html) explains the account-wide roles too: account admin and billing person.

## Add people and set a default

A workspace admin or an account admin opens the workspace, goes to the **Members** tab and chooses **Add people**. The form asks for who, their role there, and whether this is their default workspace.

Type a name and press Enter. A person who is not in the account yet needs a full email address, and only an account admin can invite someone new: everyone else sees “Only an account admin invites someone new by email.” Nobody adds themselves to a workspace.

Everyone who can read and share in a workspace has exactly one default, the workspace Korium opens for them first. A workspace where someone can only read is never their default. Moving someone out of their default, or making them read only there, asks you to pick a new default on the same screen. Someone who can read and share in no workspace has no default and works in their notebook.

## Ask to join, and leave

You can ask to join a workspace you are not in. The quick way is the “...” menu on its row: choose **Ask to join**. The menu says “To read. Its admins answer.”, and that is what it sends, a request to read. To ask to read and share, open the workspace instead. Its panel says “You are not in {workspace}.” and offers “To read” or “To read and share” with an **Ask to join** button. After you ask, it says “You asked to join. Its admins will answer, and your Inbox tells you.” One of the workspace’s admins, or any account admin, answers in their [Inbox](the-inbox.html), and no one answers their own join. If they say no, you are told and can ask again.

To go the other way, choose **Leave** from the same menu. It asks first: “You stop finding what is shared in {workspace}. What you shared there stays. To come back, you ask to join.” An admin who removes someone sees the matching words: “{name} stops finding what is shared in {workspace}. What they shared there stays.”

A workspace always keeps an admin. If you try to step down or remove the only one, the screen says “{name} is {workspace}’s only admin. Make someone else its admin first.”

## Rename or delete a workspace

On a workspace’s **Settings** tab, the **Name and purpose** card changes its name and what it is for. Change the text, then choose **Save**. Workspace admins and account admins can change it. Everyone else sees the name and what it is for as plain text, with no form to change it.

Only an account admin can delete a workspace, from the **Delete this workspace** card. Deleting never deletes memories: “Memories shared here stay in their owners’ notebooks.” A memory that belongs to the workspace itself, because it has no owner here, keeps the workspace from being deleted. Korium asks you to confirm first.

## Who can do what

| What | Who can | What everyone else sees |
| --- | --- | --- |
| Make a workspace | An account admin | “Only an account admin makes a workspace.” |
| Add people | A workspace admin of it, or an account admin | No Add people item in the menu |
| Invite someone new by email | An account admin | “Only an account admin invites someone new by email.” |
| Change a role or remove someone | A workspace admin of it, or an account admin | The Role column is text, not a menu |
| Rename | A workspace admin of it, or an account admin | The Settings tab shows the text with no form |
| Delete | An account admin | No Delete item in the menu |
| Read what is in it | Its members, and no one else | An account admin who has not joined sees “As an account admin you can manage it, but you read nothing in it unless you join.” |

[All Korium guides](index.html) [Next: Share a memory](sharing-memories.html)

Use the [setup checklist](release-status.html) before changing an automated workflow. Check your installed client’s help if its interface differs.