Team Workspaces for QR Codes

How workspaces are organised

Every account starts with a personal workspace, created at sign-up, and the workspace switcher moves the session between the workspaces where the account is a member. Once you own a workspace, creating another one requires that you own a workspace on the Team plan. Each page only shows the codes, scans, rules, tags and domains of the workspace you have selected, and a code from another workspace answers as not found.

A workspace has two roles. An owner adds and removes members, verifies domains, creates and revokes API keys and webhooks, and changes the plan. A member works with the codes, tags and scans of the workspace and can view the key and webhook lists, but cannot change them. The last owner cannot leave, so a workspace is never left without someone who can administer it.

Members join by email address. You type the address of an account that already exists, and the person is added at once. The app sends no invitation email, so a colleague has to sign up first. Each workspace also has its own subscription, which means a new workspace starts on the free plan until it is subscribed to Team.

How to set up a team workspace

1. 01

   Create the workspace

   Open the new workspace page and give the workspace a name of up to sixty characters. Then subscribe it to the Team plan from the billing page, because members, domains, API keys and webhooks all depend on the plan of the workspace where they are used.

2. 02

   Add members by email

   As an owner, open the members page and type the email address of an account that already exists. The app adds that person as a member straight away. If no account uses the address, the page says so and nothing is sent. Members can leave at any time, and owners can remove anyone else.

3. 03

   Organise with tags and search

   Give each code up to ten comma-separated tags of thirty characters each. The search on the codes list matches names, content and slugs, and tags are reused inside the workspace, so promo and summer always mean the same thing. The CSV export honours the same search and tag filter, which makes it easy to hand a client only their codes.

Where team workspaces fit

• Agencies with several clients

  Create one workspace per client, each with its own domain and member list. A designer working for one client sees only that client's codes, scans and tags, and codes from the other workspaces do not appear.

• Chains with regional managers

  Head office keeps the brand workspace, while each region keeps its own codes and members. Tags such as the region name keep each list easy to search, and the regional owner handles the local domain.

• Event companies running several events

  Give each event its own workspace, its own domain and a short list of members. When the event is over, its codes stay in place and the scans remain available for the report.

• Print studios with many customers

  A print studio that makes cards for many customers can keep the jobs apart. Tags for the job number and the print batch make it quick to find the codes that need printing again.

• Companies selling two brands

  One account can run two brands. Each brand gets a workspace, and the people who work on one brand are added as members only there, so they never see the other brand's material.

Tips for running several workspaces

Plan the split before the first code

A code belongs to one workspace, and a domain can be chosen only by codes of its own workspace. Decide the split by brand or client first, because moving a code to another workspace is not a feature of the app.

Name a second owner

Every workspace needs at least one owner, and the last owner cannot leave. Before the only owner of a client workspace steps away, add a second owner, so that someone can still change the members and the domains.

Mind the member limit on lower plans

Plans without members accept one person only. Adding a second member to a free or Pro workspace is refused with a message that names the plan needed. A downgrade never removes existing members, but you cannot add more until the plan allows it.

Expect a manual invitation step

The app adds people by the email of an existing account, so agree with the new member that they should sign up first. If the owner typed an address before the account existed, the owner has to add it again once the account is there.

Questions about team workspaces