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Workspace Setup

Workspaces are the top-level containers for all your work in XainFlow. Every user starts with a personal workspace, and you can create or join team workspaces to collaborate with others. This guide covers how to configure both types and get your team organized.

Personal vs Team Workspaces​

XainFlow offers two workspace types designed for different use cases. The table below summarizes the key differences:

FeaturePersonal WorkspaceTeam Workspace
Created by defaultYes -- assigned on sign-upNo -- must be created manually
MembersSingle user (you)Multiple members with role-based access
RolesOwner onlyOwner, Admin, Creator
ProjectsUnlimited (within plan limits)Unlimited (within plan limits)
AssetsPrivate to youShared across the team
BillingTied to your personal accountManaged by the workspace Owner
Best forSolo work, personal experimentationAgencies, teams, client collaboration
Free Plan Limitations

On the Free plan, you can only use your personal workspace. Team workspaces require a Team, Business, or Enterprise plan. If you need to collaborate with others, consider upgrading your plan to unlock team features, RBAC roles, and shared asset libraries.

Creating a Workspace​

Personal Workspace​

Your personal workspace is created automatically when you sign up. No additional setup is required. You can find it in the workspace switcher in the top-left corner of the Dashboard.

Team Workspace​

To create a team workspace (Team, Business, or Enterprise plan required):

  1. Open the workspace switcher in the top-left corner of the Dashboard.
  2. Click Create Workspace.
  3. Enter a workspace name that your team will recognize (e.g., your company or department name).
  4. Choose a workspace icon or upload a custom logo.
  5. Confirm the creation.

You are automatically assigned the Owner role for any workspace you create.

Inviting Members​

Once your team workspace is ready, invite collaborators and assign them appropriate roles:

  1. Navigate to your team workspace using the workspace switcher.
  2. Open Settings and select the Members tab.
  3. Click Invite Member and enter the email address of the person you want to add.
  4. Assign a role based on what level of access they need:
RolePermissions
OwnerFull control -- manage billing, delete workspace, manage all members and settings.
AdminManage members, create and delete projects, manage assets. Cannot modify billing or delete the workspace.
CreatorCreate and run workflows, generate content, manage their own assets within assigned projects.
  1. Send the invitation. The invited user receives an email with a link to join the workspace.
note

Invited users who do not yet have a XainFlow account will be prompted to create one before joining your workspace.

Setting Up Projects​

Projects help you organize work within a workspace -- think of them as folders for related workflows and assets.

  1. Inside your workspace, navigate to the Projects section.
  2. Click New Project.
  3. Give the project a descriptive name (e.g., "Spring Campaign 2026" or "Client - Acme Co").
  4. Optionally, add a description to help team members understand the project scope.
  5. Start adding workflows and assets to the project.
tip

Use a consistent naming convention for projects across your team. This makes it easier to find work later, especially as the number of projects grows.