Workspaces: Enterprise Control
Workspaces are the foundational containers that organize your teams, projects, and resources in Taskade. Each workspace creates an isolated collaborative environment with dedicated members, customizable settings, and granular permission controls.
🏢 What is a Workspace?
Your Digital Headquarters
Centralized Hub: Single location for all team collaboration and project management
Isolated Environment: Secure, private space with dedicated members and content
Customizable Identity: Personalize with unique colors, icons, and branding
Scalable Structure: Grows from personal use to enterprise-level organization
Key Benefits
Organized Collaboration: Keep different teams and projects clearly separated
Secure Access Control: Manage who can see and edit what content
Unified Communication: Centralized chat, video calls, and notifications
Seamless Integration: AI agents, automations, and templates shared across workspace
🚀 Creating a Workspace
Step-by-Step Setup
Access Creation Menu
Click the workspace dropdown in the left sidebar
Select "Create New Workspace" from the options
Configure Workspace Details
Name: Choose a clear, descriptive workspace name
Description: Add purpose and scope information
Color & Icon: Select visual identity for easy recognition
Privacy Settings: Choose between private or public folders
Initial Team Setup
Add founding members via email addresses
Set initial roles and permissions
Create welcome message for new members
Workspace Structure
Plan folder organization for different teams/projects
Set up initial project templates
Configure workspace-wide settings
Workspace Types
Personal
Individual productivity
1
Basic features, unlimited projects
Team
Small team collaboration
10
Full collaboration, basic automations
Business
Department/company use
100
Advanced features, priority support
Enterprise
Large organization
Unlimited
Custom integrations, advanced security
📁 Team Folders (Teams)
Organizational Structure
Department Teams: Marketing, Sales, Engineering, HR
Project Teams: Product launches, campaigns, initiatives
Client Teams: Dedicated spaces for client collaboration
Resource Teams: Templates, assets, knowledge bases
Folder Management
Creating Team Folders
Select "Create New Team"
Name and configure folder settings
Set initial permissions and members
Folder Features
Bulk Operations: Move, copy, or delete multiple projects at once
Shared Resources: Templates and assets available to folder members
Activity Tracking: Monitor folder-level activity and changes
Folder Permissions
Viewer
✅
❌
❌
❌
Checker
✅
✅
✅
❌
Editor
✅
✅
✅
❌
Admin
✅
✅
✅
✅
Owner
✅
✅
✅
✅
👥 Member Management
Inviting Members
Email Invitations
Send personalized invitations with role assignments
Include welcome message and getting started resources
Track invitation status and follow up on pending invites
Invitation Links
Generate shareable links for easy team onboarding
Configure default roles for link-based joins
Member Roles & Permissions
Owner
Full workspace control and management
Can transfer ownership to other members
Access to billing and subscription settings
Delete workspace and all contents
Admin
Manage members and permissions
Create and configure folders/teams
Access workspace settings (except billing)
Moderate content and communications
Member
Create and edit projects within assigned folders
Participate in all collaboration features
Use AI agents and automations
Limited administrative capabilities
Checker
Only able to check off tasks
Use AI agents and automations
Limited administrative capabilities
Ideal for client management
Viewer
Read-only access to assigned content
Can comment and participate in discussions
Cannot create or edit projects
Ideal for stakeholders and clients
Advanced Member Management
Workspace Limits
Free: Up to 1 member
Pro: Up to 3 members
Team and Enterprise: Up to Unlimited members
Guest Access
Temporary access for external collaborators
Limited to specific projects or folders
No access to workspace-wide resources
🧭 Navigation & Organization
Workspace Switching
Sidebar Dropdown: Quick access to all your workspaces
Keyboard Shortcuts: Rapid switching between frequently used workspaces
Recent Workspaces: Quick access to recently visited spaces
Search & Discovery
Global Search: Find content across all workspace projects
Scoped Search: Search within specific folders or teams
Filter Options: Search by content type, author, date, or tags
Activity & Notifications
Activity Feed: Real-time updates on workspace changes
Notification Settings: Customize alerts for different event types
Digest Emails: Weekly summaries of workspace activity
Mobile Notifications: Stay updated on-the-go
🔒 Security & Privacy
Workspace Privacy Settings
Private Folders (Recommended)
Invitation-only access
Content hidden from search engines
Member list not publicly visible
Full control over who can join
Public Folders
Discoverable by other Workspace users
Open invitation links
Suitable for open-source projects
Advanced Security Features
Two-Factor Authentication
Require 2FA for all workspace members
Enhanced security for sensitive projects
Integration with authenticator apps
Audit Logs (Enterprise)
Complete activity tracking
Member action logs
Compliance reporting
Data export capabilities
⚙️ Workspace Customization
Visual Identity
Custom Colors: Choose brand colors for workspace theming
Icon Selection: Pick from hundreds of icons or upload custom
Logo Upload: Add company or team logos
Theme Settings: Light/dark mode preferences
Workspace Settings
Default Language: Set primary language for the workspace
Time Zone: Configure default time zone for scheduling
Date Format: Customize date display preferences
Notification Defaults: Set workspace-wide notification preferences
Integration Configuration
Connected Apps: Manage third-party integrations
Webhook Settings: Set up external system notifications
🔒 Enterprise Security & Compliance
Single Sign-On (SSO) Integration
Taskade supports enterprise-grade authentication through multiple identity providers:
Provider
Protocol
Features
Best For
Google Workspace
SAML 2.0
Directory sync, MFA support
Google-first organizations
Microsoft Azure AD
SAML 2.0
Conditional access, device compliance
Microsoft 365 environments
Okta
SAML 2.0
Advanced identity management
Multi-app enterprises
Generic SAML
SAML 2.0
Custom identity providers
Specialized security needs
SSO Setup Process
1. Identity Provider Configuration
Configure SAML application in your IdP
Set ACS URL:
https://www.taskade.com/auth/saml/callbackConfigure attribute mapping for email and name
Download IdP certificate and metadata
2. Taskade Configuration
Navigate to Workspace Settings → Security
Upload IdP certificate and configure metadata
Test SSO connection with test user
Enable for all workspace members
3. User Provisioning
Automatic: Users created on first SSO login
Manual: Pre-create users with email matching
SCIM: Automated user lifecycle management (Enterprise)
SCIM User Provisioning
Automate user lifecycle management with SCIM 2.0 support:
Capability
Description
Business Benefit
Auto-Provisioning
Create users automatically from IdP
Instant workspace access for new hires
De-provisioning
Remove access when users leave
Immediate security compliance
Profile Sync
Keep user information updated
Accurate directory information
Group Management
Sync team memberships
Consistent access across systems
Advanced Access Controls
Feature
Description
Use Case
Device Management
Control access by device type/status
BYOD security compliance
Session Management
Configure session timeouts and limits
Enhanced security for sensitive data
MFA Enforcement
Require multi-factor authentication
Additional security layer
Audit & Compliance
Audit Type
Information Tracked
Retention
User Activity
Login/logout, project access, data changes
1 year (configurable)
Administrative Actions
Permission changes, user management, settings
3 years (compliance)
Security Events
Failed logins, suspicious activity, policy violations
5 years (security)
Data Protection & Privacy
Encryption Standards
In Transit: TLS 1.3 for all communications
At Rest: AES-256 encryption for stored data
Key Management: Hardware security modules (HSMs)
Certificate Management: Automated renewal and rotation
Privacy Controls
Data Residency: Choose data storage regions
Data Retention: Configurable retention policies
Right to Deletion: GDPR-compliant data removal
Data Portability: Complete data export capabilities
Compliance Certifications
SOC 2 Type II: Security and availability controls
GDPR: European data protection compliance
CCPA: California privacy rights compliance
🎯 Best Practices
Organization Strategy
Clear Naming: Use descriptive, consistent naming conventions
Logical Structure: Organize folders by function, not just projects
Regular Cleanup: Archive completed projects and remove inactive members
Documentation: Maintain workspace guidelines and onboarding docs
Security Best Practices
Regular Audits: Review member permissions quarterly
Principle of Least Privilege: Grant minimum necessary access
Guest Management: Regularly review and expire guest access
Backup Strategy: Regular exports of critical workspace data
Collaboration Optimization
Onboarding Process: Standardized welcome and training for new members
Communication Guidelines: Establish norms for chat, comments, and meetings
Template Library: Maintain shared templates for common project types
Feedback Loops: Regular retrospectives and improvement sessions
📱 Mobile Workspace Management
Mobile Features
Full Workspace Access: Complete workspace functionality on mobile
Push Notifications: Real-time alerts for important workspace activity
Quick Actions: Rapid project creation and task management
Mobile-Specific Tools
Voice Commands: Create tasks and projects using voice input
Photo Integration: Capture and share photos directly to projects
Related Features:
Collaboration - Team communication and coordination
AI Agents - Workspace-wide AI assistance
Project Views - Organizing and visualizing work
Mobile Optimization - Mobile workspace management
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