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This guide walks through setting up a workspace for your team, inviting members, configuring roles, and organizing shared assistants and projects.

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Creating a Workspace

When you sign up for IllumiChat, a default workspace is created for you. To create an additional workspace:
1

Open the workspace switcher

Click your workspace name in the top-left corner of the sidebar.
2

Create a new workspace

Click Create Workspace and enter a name for your team (e.g., “Marketing Team” or “Acme Corp”).
3

Configure settings

Set the workspace name and other preferences under Settings.

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Inviting Team Members

1

Go to Members

Navigate to Settings > Members in your workspace.
2

Send invitations

Click Invite Member, enter their email address, and select a role. You can invite multiple people at once.
3

Members accept the invite

Invited users receive an email with a link to join. Once they accept, they appear in your members list.
Only workspace owners and admins can invite new members.

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Understanding Roles

Each member is assigned a role that determines what they can do in the workspace.

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Role Comparison

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Organizing Assistants

Create assistants for different team functions and control who can access each one.

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Visibility Settings

Visibility is an internal-Chat access control — available on plans with the internal Chat workspace — and has no bearing on the public widget. An assistant is reachable via the widget whenever it’s enabled on the assistant’s Embed tab, regardless of visibility.

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Suggested Team Setup

Customer Support and Sales Helper are deployed externally via the widget (Embed tab); visibility below just governs who on your team can use each assistant in the internal Chat workspace.

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Sharing Projects

Projects contain documents used for retrieval-augmented generation. Control access with visibility and member roles.

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Project Visibility

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Adding Members to Private Projects

  1. Open the project
  2. Go to Settings > Members
  3. Add team members and set their role (viewer or editor)
Use workspace visibility for shared knowledge bases that the whole team needs. Use private for department-specific or experimental document sets.

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Managing the Workspace

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Changing Member Roles

  1. Go to Settings > Members
  2. Click on a member
  3. Select a new role from the dropdown
  4. Changes take effect immediately

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Removing Members

  1. Go to Settings > Members
  2. Click the remove button next to the member
  3. Confirm removal
Removing a member immediately revokes their access. Their existing chats remain in the workspace but they can no longer access them.

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Transferring Ownership

Only the current owner can transfer ownership:
  1. Go to Settings > Members
  2. Click on the member you want to promote
  3. Select Transfer Ownership
  4. Confirm the transfer
You will be downgraded to admin after transferring ownership.

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Billing

Billing is managed at the workspace level by the owner.
  1. Go to Settings > Billing
  2. View your current plan and usage
  3. Upgrade, downgrade, or manage payment methods
Each workspace has its own subscription. Widget message quotas, member limits, and available features depend on your plan tier.

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Checklist

Use this checklist when setting up a new team workspace:
  • Workspace created and named
  • Team members invited with appropriate roles
  • Shared assistants created with correct visibility
  • Knowledge base projects created and shared
  • Widget deployed (if using external-facing assistants)
  • Billing configured