Spaces

#What is a space?

When one workspace carries a whole company, sales, social media and development pile up in the same board, collection and file lists. Spaces fix that. The workspace is split into spaces, and every board, collection, file, flow and channel lives in one of them.

• Genel is the company's shared space. Everyone sees it and every agent reads it. Each workspace has exactly one; it cannot be deleted and it never leaves your menu.

• An open space is like a shared folder. Everyone in the workspace is a member, sees it and works there with their own role. Someone who joins the workspace later is added to every open space on their own. Your menu, though, shows only the spaces you added.

• A closed space is a vault. In the app only its members see it; a workspace admin who is not a member does not see its content either. It is for work not everyone should see, like HR, finance or legal (Closed space).

Your own chat belongs to no space and only you see it. When you ask for something new in chat, Orbi asks you which space it belongs to.

#The menu

The first column of the sidebar holds Overview, Chat, Inbox and Calendar. Below it, the Spaces heading lists Genel and the spaces you added to your menu. Clicking a space opens the second column with that space's boards, collections, files, flows and channels.

Every space that is not in your menu, open or closed, waits in one Other spaces list; a closed one carries a lock on its icon. Add to my menu there moves a space into your menu. The button that appears when you hover a space in your menu takes it out of your menu. Taking a space out of your menu does not remove your access; it only takes the space out of your way. When the menu is collapsed, the list is in the menu that opens as you hover the strip; the strip's three-dot icon opens it too.

Overview, the Today list in the Inbox and the morning digest show the spaces in your menu, so another team's work does not fill your view. The calendar and search cover every space you can access: open spaces and the closed spaces you belong to, even when they are not in your menu. The Space selector there narrows to one space. You also reach a space outside your menu in two ways:

• Type a card number (like #42); search finds that card wherever it is.
• Open the space from the Other spaces list.

#Opening a space

A workspace admin opens a space with the + next to the Spaces heading. You give it a name and, if you like, a description and a color, and choose whether it is open or closed. The space opens with one board, and the person who opens it becomes its manager.

Write the description with care: agents read it as context for work in that space. You can change the name, description and visibility later in Space settings, behind the space's gear icon (Changing visibility).

#Space roles

In an open space everyone works with their workspace role: an Admin is a manager there, a Member is a member and a Viewer is a viewer. To give someone a different role in one space only, add them under Space settings → Roles in this space. Add people lets you pick several people and add them with the same role (the default role is Member); Remove role on a row returns the person to their workspace role. The same person can be a manager in one space and a viewer in another.

Space role	What they can do
Manager	Changes the space's name, description and roles; opens, deletes and moves boards and channels; deletes the space
Member	Creates, edits and moves cards, collections, files and flows to another space
Viewer	Reads, cannot write

Someone who is a Viewer in the workspace can be at most a viewer in a space. Genel takes no separate roles; everyone works there with their workspace role. Nobody is removed from an open space; if someone should not see a space, you turn it closed.

#A person's space access

A workspace admin sees one person's place in every space on one screen: in Settings → Team, the lock icon on the person's row opens the Space access window. Each space is a row. In an open space you change the person's role; in a closed space No access removes them and picking a role adds them. Genel is open to everyone and does not change.

For example, for an intern who joins the workspace to see only one space, every other space must be closed. You add the intern to that space and leave the other closed spaces at No access. The intern still sees Genel, so content not everyone should see belongs in closed spaces, not in Genel.

The window follows the same rules as the space's Roles in this space section. A change you make in a closed space you do not manage is written to the Audit tab and the space's managers are told.

#Spaces and agents

An agent working on a card or a flow reads the card's (or the flow's) space and Genel, and writes to both. If you name a record in another open space, it can read it but does not write there. When a write is refused for that reason, the run's steps show why.

Your own chat is different. The chat is yours, so the agent reads every space you can access. When it is about to create a new file, collection, calendar event or flow, you need to say which space it goes to. If you did not, the agent asks you. In a chat inside a card, new content goes to the card's space. Writing to an existing collection or file is not new content; that record stays in its own space.

A connection you add to the workspace (a connector or MCP server) is used in Genel and every open space by default. If you pick Only the chosen spaces in the connection's settings, only the runs, channels and flow triggers of those spaces use it (Tools and integrations).

#Closed space

Only the people listed under Space settings → Roles in this space see a closed space. The space's manager or a workspace admin adds them, and takes them out with Remove on their row. Anyone not on the list does not see the space in the menu, in search, in the calendar, in notifications or in live updates. A card linked to a card in a closed space shows it to them as an "inaccessible card", without its name.

A workspace admin sees the closed spaces they are not a member of in the Other spaces list in the first column of the menu, without their content. From there they can manage the members. To see the content they add themselves with Join. The step is written to the Audit page and the space's managers are told. The managers are also told when a workspace admin adds someone to the space or removes someone from it.

Export. The full archive a workspace admin downloads from Settings › Data carries the whole workspace, closed spaces included. Every export is written to the Audit tab for each closed space it covers.

Removing someone. A person whose role you take back leaves the space. Making them a viewer also stops them writing there. In both cases:

• the cards they queued are taken out of the queue,
• the flows they set up or last edited stop,
• the space is dropped from their agent tokens,
• the external share links they opened in the space are suspended,
• the space's managers get a notification listing the cards still assigned to them or running on their device,
• the removed person (or a manager demoted to member) also gets a notification themselves.

Cards assigned to them stay assigned; a card is never handed to someone else on its own. The managers' notification counts these cards, and you reassign them.

The last manager of a closed space cannot leave before giving the manager role to another member. If the last manager leaves the workspace, the workspace admins become the managers. The same ties are cut when someone leaves the workspace or becomes a workspace viewer.

Agents in a closed space. An agent working on a card or flow in a closed space writes only to that space, not even to Genel. It knows Genel's pinned rules but reads Genel's other notes only when it asks for them. On the web it opens only addresses it saw on the card, in a comment or in a tool result, so the space's data cannot leave hidden in a web address. Agents in other spaces cannot read the closed space. Orbi's morning briefing and nudges never include it.

Connections and tokens. A closed space uses a workspace connection only when its manager turns it on under Space settings → Connections. The token of an agent that connects from outside, and a token you use as yourself, sees a closed space only when it is chosen with Choose closed spaces on the token's row; the person behind the token chooses, among the spaces they are a member of. A card in a closed space never goes to a device whose owner cannot see that space.

Sharing. In a closed space only the space's manager opens external share links. When you move a file or collection into a closed space, links other people opened for it are suspended. They are not deleted: the list shows them as "Suspended" and the move report says how many there are. An outside person opening a suspended link sees a page saying the link is suspended. Moving the content back to an open space does not reopen the link; the report also counts the links that stay suspended.

#Changing visibility

The space's manager changes visibility in both directions under Space settings → Visibility.

From open to closed. Nobody loses access when you close a space: everyone who sees it at that moment stays in as a member. You remove the people who should not see it afterwards under Roles in this space, and each removal cuts that person's ties as in Closed space. The confirmation says what changes outside the space:

• flows, columns, notes and instructions in other spaces can no longer find this space's content,
• external share links opened by people who do not manage the space are suspended,
• external tool tokens and outgoing webhooks stop seeing the space (choose it in their settings if one should).

Workspace connections keep serving the space's flows; closing adds the space to their list.

From closed to open. The confirmation says how many more people will see it. Opening adds every workspace member to the space.

Both directions are written to the Audit tab.

#Moving content to another space

Boards, cards, collections, folders, files, channels and flows move with Move to another space; for boards the command sits in the row menu that appears when you hover the board in the menu, and in the board edit window. The target list shows only spaces you can write into; when a closed space is missing from the list, you ask its manager for access, and the window says so in a note. Before the move a report opens. It first says what moves where and how many more people will see it, or will no longer see it, after the move. Then it is grouped by consequence:

• This move cannot be made yet: what stops the move (permission, a file with the same name, work running on a card, the space's last board). The Move button stays off until these are solved.
• People who will lose their cards: people assigned to moved cards who are not members of the target space, with how many cards each has. You can add them to the target space or assign the cards to someone else.
• Settings that use this content: flows, webhooks, relation columns, instructions and memory notes tied to the moved content. Each group says what happens after the move: it keeps working, it stops (for example a flow cannot open cards on a board in another space, a webhook does not send a closed space's events), or it becomes read-only. Next to what stops, it says what to do.
• After the move: how many cards leave the queue, which flows run in the target, which attachments stay behind and which share links are suspended.

Lists stay short; "+N more" opens the rest of a long list. A moved card keeps its number, history and comments. A flow moves as a copy in the target space, and the original stops. The agent's computer of a card or channel that leaves a closed space (moved alone or with its board) starts its next run with an empty folder, so files that came into it in the closed space do not reach the new space's readers. A card or channel moved out of General or an open space keeps its folder as it is.

The source space keeps a trace, so "where did this board go" is answered in the activity feed. When a move takes a card out of its assignee's reach, the assignee gets a notification. Someone who opens the old address of a moved board (or whose tab was open at the moment of the move) sees a "This board moved" explanation. When the assignee of a card in a closed space cannot access the space, the card drawer shows a warning under the assignee.

#Deleting a space

The space's manager or a workspace admin deletes it in Space settings → Delete the space. There are two ways:

• Move the content, then delete. Everything moves to Genel or another space you pick, then the space is deleted.
• Delete the content too. Everything is deleted one by one. Cards go with their boards, files go to the trash and can be restored from Genel's trash for 30 days. You confirm by typing the space's name.

Genel cannot be deleted. More on deleting in Deleting things.

#The Audit tab

A workspace admin sees who changed what on the Audit tab of the Inbox; the tab shows only for admins: spaces opened, renamed and deleted, space roles, workspace roles, members removed, moves between spaces, join requests and external sharing. For closed spaces it also records an admin adding themselves to a closed space, changing a space's visibility, the manager role passing on, suspended links, exports that include a closed space, and a closed space being opened to a webhook, a connection or a token. Picking a space in the selector at the top leaves only the records about that space.

#Plan limit

The number of spaces depends on the plan, and Genel is not counted. The Free plan has only Genel, Starter allows three spaces besides Genel, and Team and Enterprise have no limit. Boards and channels are not counted. Details on Plans and security.