So you signed up at UXPressia and are wondering if there's a way to use UXPressia effectively across your team or maybe even departments. Good news - yes, there is!
And in this article, we'll see how you can set up a workspace for you and your teammates no matter how many.
But first, you need to understand the concept of workspaces.
What Are Workspaces?
At UXPressia, each user has a workspace (called Default Workspace) - an instance of the dashboard where they can create and keep projects, journey maps, and personas.
You can keep your workspace for yourself or you can invite your teammates into it to leverage teamwork and collaborate more efficiently.
Note that you can have multiple workspaces, but in most cases you don't need that as each workspace has a separate subscription and billed separately. This functionality is there for those cases when you have many teams working in parallel on a variety of complex projects and need to work in isolation with different billing cycles. In most cases this is just a level of complexity that you do not need.
Bottom line here is this - in 99 out of 100 cases, it's best to keep a single workspace for as many teammates as you need.
Accounts vs. Workspaces
So what's the difference between an account and a workspace?
- Think of accounts as separate log ins you and your team members use to enter UXPressia.
- Workspaces are the environments where you can keep projects, maps, and personas.
Each account has a Default Workspace by default and can have more. And then each workspace can be used by either a single individual or a team of individuals.
Why a Shared Workspace is Useful?
Of course, you can have your team using separate workspaces and share their projects with each other via email. That's okay. But it's not the most efficient.
Here are the reasons why having a shared workspace for your team is awesome:
- You can handle billing from a single place.
- You can transfer licenses from teammate to teammate when someone joins or leaves the team/project.
- You can easily increase/decrease the number of licenses as needed.
- You can utilize workspace sharing for projects to make sharing more seamless without having to type emails every time you share a project.
- You can create shared projects with templates accessible by anyone so the teammates can copy to their own projects.
- You can set up custom branding and integrations for the workspace which will be available to all the members.
- You can use mentions within a workspace.
Keep in mind that having a shared project DOES NOT mean that all the projects are visible to everyone. All projects you and your teammates create are private by default until you decide to share them.
Create a single workspace for your team
1. First things first, you need to decide who will be the main owner of your team workspace. Ideally this should be a permanent member of the team (maybe the team lead) and who will need to have the ability to manage team licenses.
2. The person then should upgrade their Default Workspace as shown in this instruction setting the number of users that you will need.
Keep in mind that you need to purchase only as many licenses as many contributors you want to have. A contributor is someone who can create projects, maps, and personas and also update them, share, export and do everything that a PRO user can do. If you have other people who will be either just viewing the progress or participate in sessions and make light edits to maps and personas, you can use direct sharing - you don't need a paid account for them!
It will also make more sense to rename the Default Workspace to Team Workspace to make it easier for the other folks to locate the right workspace once they join.
3. Once you upgraded the workspace, you can start inviting your teammates. Be cautious to keep the number of invitees within the range of the number of users you stated when upgrading your account. If you go over that range, you will be automatically charged for that new user.
And that's how you set up your workspace for your team! If you had unanswered questions after reading this, make sure to let us know via the live chat bellow.