Workspaces and team

A workspace is where one company or agency keeps its sites, heartbeats, status pages, notifications and team. This page covers how workspaces are organized, what each role can do, how invitations work, and how to organize and change many sites at once.

One workspace per company

Create one workspace for each company or agency that uses OctoPing, and keep all of its clients inside it. Sites, plan limits and billing belong to the workspace. They are never shared between workspaces and never pooled across the people in one.

• A person can belong to many workspaces, with a different role in each. The workspace switcher in the header changes between them and has a Create Workspace option.
• A person can own 1 workspace that has no paid plan. To create another, subscribe the first one to a plan or delete it. Being invited to other people's workspaces is unlimited at any role.
• The 14-day trial belongs to the person and starts with their first workspace. A workspace created after that starts without a trial, so it needs a plan before it can monitor.
• A workspace name can be up to 50 characters. Admins and Owners rename it under Settings.

Roles

Every member has one role in a workspace. Each role includes everything the roles below it can do. The Owner is the person accountable for the workspace and its billing, and every workspace has exactly one.

When someone without the role tries an action, the request is refused and nothing changes. The app hides most buttons a role can't use. Where it shows one, such as billing, it names the person who can.

Seats

A seat is an Owner, Admin or Member. Viewers are free and unlimited on every plan. The number of seats comes from the plan, and the pricing page lists it for each one.

• A pending invitation for an Admin or Member counts against the seats from the moment it's sent, so a workspace can't send more invitations than it has seats.
• Moving a Viewer up to Member or Admin takes a seat. Moving between seat roles, or down to Viewer, never does.
• A full workspace is refused with a message that says so. Invite as a Viewer, remove a member you no longer need, or choose a larger plan.

Invite a team member

An Admin or Owner opens Settings and chooses Invite Member, then enters an email address and picks Admin, Member or Viewer. An invitation can't grant the Owner role.

• OctoPing emails the person a link. If the address already has an OctoPing account, following the link adds the workspace to it.
• If it doesn't, the link opens a registration form. The email address on that form is fixed to the one that was invited and can't be changed, so only that address can use the invitation.
• A link works once and expires 30 days after it was sent. Resend from the pending invitation's menu issues a new link and starts the 30 days again.
• Pending Invitations lists each invitation with Resend and Revoke. A revoked invitation can no longer be used.
• Each address can have one invitation per workspace. Inviting it again replaces the earlier one.

Change a role, remove someone, transfer ownership

• Admins and Owners change a role from the member's menu with Change Role, and take someone out with Remove. Nobody can change their own role or remove themselves.
• The Owner can't be removed or given another role directly. Transfer ownership first. Choose Transfer Ownership in the Danger Zone and pick the new Owner from the members. The previous Owner becomes an Admin. This is how the workspace always keeps exactly one Owner.
• Only the Owner can delete the workspace, and nobody can delete the last workspace they belong to.

Groups

Groups organize the Websites list, and a group per client is the usual way agencies use them. Groups hold sites only, and every member can still see every group.

• Choose Manage Groups on the Websites page to create, rename or delete groups. Group names are unique within the workspace.
• Move a single site from the Move to group item in its row menu, or select several sites and choose Move to group in the bar that appears. Ungrouped takes them out of a group.
• Deleting a group doesn't delete its sites. They become ungrouped.
• The group filter at the top of the list narrows it to one group or to Ungrouped.

Bulk actions

Select sites with the checkboxes on the Websites page and a bar appears. A single request covers up to 100 sites.

• A site from another workspace is skipped and never touched. When some of the selection was skipped, the page reports it, for example that 3 of 5 websites were updated, so a partial result doesn't look like a full one.
• Enable and Disable never create a site, so they work on a workspace that's at its site limit. Check interval is checked against the plan first, and the page says so when the plan doesn't sell the interval.

What a bulk delete removes

Deleting a site removes its check history and its notifications. Status pages that showed it lose that item. Deleting is also how a workspace that's over its limit gets back under it.

Related pages

• Plans and billing covers seats, the trial and who can pay.
• Status pages explains how to give a client their own view.
• Alert rules describes who can create notifications and what they send.
• Contacts covers adding clients as alert recipients without a login.