> ## Documentation Index
> Fetch the complete documentation index at: https://docs.illumichat.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Setting Up a Team Workspace

> Invite members, assign roles, and collaborate with your team

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

## Creating a Workspace

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

<Steps>
  <Step title="Open the workspace switcher">
    Click your workspace name in the top-left corner of the sidebar.
  </Step>

  <Step title="Create a new workspace">
    Click **Create Workspace** and enter a name for your team (e.g., "Marketing Team" or "Acme Corp").
  </Step>

  <Step title="Configure settings">
    Set the workspace name and other preferences under **Settings**.
  </Step>
</Steps>

## Inviting Team Members

<Steps>
  <Step title="Go to Members">
    Navigate to **Settings > Members** in your workspace.
  </Step>

  <Step title="Send invitations">
    Click **Invite Member**, enter their email address, and select a role. You can invite multiple people at once.
  </Step>

  <Step title="Members accept the invite">
    Invited users receive an email with a link to join. Once they accept, they appear in your members list.
  </Step>
</Steps>

<Note>
  Only workspace **owners** and **admins** can invite new members.
</Note>

## Understanding Roles

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

| Role       | What They Can Do                                                                                  |
| ---------- | ------------------------------------------------------------------------------------------------- |
| **Owner**  | Everything — billing, workspace deletion, member management, all assistant and project operations |
| **Admin**  | Manage members, create and configure assistants, manage projects and settings                     |
| **Member** | Use assistants, create and view chats, access shared projects                                     |
| **Guest**  | Limited read-only access to specific resources                                                    |

### Role Comparison

| Action               | Owner | Admin | Member |  Guest  |
| -------------------- | :---: | :---: | :----: | :-----: |
| Use assistants       |  Yes  |  Yes  |   Yes  | Limited |
| Create chats         |  Yes  |  Yes  |   Yes  |    No   |
| Create assistants    |  Yes  |  Yes  |   No   |    No   |
| Configure assistants |  Yes  |  Yes  |   No   |    No   |
| Manage projects      |  Yes  |  Yes  |   No   |    No   |
| Invite members       |  Yes  |  Yes  |   No   |    No   |
| Remove members       |  Yes  |  Yes  |   No   |    No   |
| Change roles         |  Yes  |  Yes  |   No   |    No   |
| Manage billing       |  Yes  |   No  |   No   |    No   |
| Delete workspace     |  Yes  |   No  |   No   |    No   |

## Organizing Assistants

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

### 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.

| Visibility  | Who Can Access                                | Best For                             |
| ----------- | --------------------------------------------- | ------------------------------------ |
| `workspace` | Active workspace members                      | Team-specific assistants             |
| `private`   | Creator, admins, and explicitly granted users | Sensitive or experimental assistants |

### 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.

| Assistant        | Purpose                             | Visibility |
| ---------------- | ----------------------------------- | ---------- |
| Customer Support | External support queries            | Workspace  |
| Sales Helper     | Lead qualification and product info | Workspace  |
| Internal KB      | Internal team Q\&A                  | Workspace  |
| HR Assistant     | Employee policy questions           | Private    |

## Sharing Projects

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

### Project Visibility

| Visibility  | Access                                               |
| ----------- | ---------------------------------------------------- |
| `workspace` | All workspace members can view and use (editor role) |
| `private`   | Only the owner and explicitly added members          |

### 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)

<Tip>
  Use **workspace** visibility for shared knowledge bases that the whole team needs. Use **private** for department-specific or experimental document sets.
</Tip>

## Managing the Workspace

### 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

### Removing Members

1. Go to **Settings > Members**
2. Click the remove button next to the member
3. Confirm removal

<Warning>
  Removing a member immediately revokes their access. Their existing chats remain in the workspace but they can no longer access them.
</Warning>

### 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.

## 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.

## 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