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Overview

Workspaces provide secure, isolated environments for different organizations, teams, or business units within Stanna. Each workspace maintains completely separate data, integrations, and settings.
Workspace dashboard showing domain management and team settings

Workspace selection and management interface

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How Workspaces Work

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Workspace Identification

Every workspace is identified by a unique workspaceId:
  • Default ID: Your email domain (e.g., company.com)
  • Custom IDs: Configurable for specific business needs
  • Domain-based: Automatic workspace assignment based on user email domains

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Data Isolation

Each workspace maintains complete separation of:
  • Client data: Companies, contacts, and interaction history
  • Integrations: OAuth tokens and sync configurations
  • User access: Team members and permission levels
  • Settings: Custom configurations and preferences
  • Billing: Separate subscription and usage tracking

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Workspace Management

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Multi-Domain Support

A single workspace can include multiple domains:
  • Primary domain: Main company domain (e.g., company.com)
  • Additional domains: Subsidiaries or alternate domains (e.g., subsidiary.com, company.co.uk)
  • Automatic mapping: Users from any configured domain join the same workspace
1

Access Workspace Settings

Navigate to Settings → Workspace in your Stanna dashboard
2

Add Additional Domains

Click Add Domain and enter additional company domains that should share the same workspace
3

Verify Domain Ownership

Follow the verification process to confirm domain ownership (for security)
4

Update Team Access

Existing users from the new domains will automatically gain workspace access

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Workspace Renaming

Change your workspace display name:
  1. Go to Settings → Workspace
  2. Update the Workspace Name field
  3. Save changes (affects UI display only, not the underlying workspaceId)

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API Integration

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Workspace-Scoped Requests

All API endpoints require workspace context: 
GET /api/clients?workspaceId=company.com
GET /api/metrics/summary?workspaceId=company.com
POST /api/clients/123/tasks?workspaceId=company.com

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Automatic Workspace Detection

Most endpoints automatically detect workspace from:
  • Authentication headers: User’s associated workspace
  • Email domain: Automatic mapping to appropriate workspace
  • Explicit parameters: Manual workspaceId specification

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Data Architecture

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Client Uniqueness

Clients are unique within each workspace by domain:
  • Composite key: {workspaceId, clientDomain}
  • Cross-workspace isolation: Same client domain can exist in different workspaces
  • Domain matching: Client identification based on email domain patterns

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Integration Isolation

Each workspace maintains separate:
  • OAuth tokens: Independent Google, HubSpot, Intercom connections
  • Sync cursors: Independent data sync progress tracking
  • Configuration: Separate integration settings and field mappings

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Feature Flags & Settings

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Workspace-Level Features

Configure features independently per workspace:
  • Feature flags: Enable/disable specific functionality
  • Integration permissions: Control which integrations are available
  • Data retention: Set custom retention policies
  • Custom thresholds: Risk scores and alert settings

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Settings Management

Access workspace settings through:
  • UI: Settings → Workspace in the dashboard
  • API: GET/PUT /api/settings endpoints
  • Admin panel: Enterprise customers can access admin controls

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Team Management

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User Assignment

Users are automatically assigned to workspaces based on:
  • Email domain: Primary assignment method
  • Manual invitation: Admin-initiated workspace access
  • Domain verification: Confirmed domain ownership for security

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Permission Levels

Different access levels within workspaces:
  • Admin: Full workspace configuration and team management
  • Member: Standard client management and feature access
  • Viewer: Read-only access to workspace data
  • Custom roles: Enterprise feature for granular permissions

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Enterprise Features

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Workspace Administration

Enterprise customers get additional workspace controls:
  • Cross-workspace reporting: Aggregate data across multiple workspaces
  • Centralized billing: Unified invoicing for multiple workspaces
  • Advanced permissions: Role-based access control
  • Audit logging: Track workspace-level changes and access

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Multi-Workspace Management

For organizations with multiple business units:
  • Workspace hierarchy: Parent-child workspace relationships
  • Shared resources: Common integrations or settings across workspaces
  • Consolidated reporting: Executive dashboards spanning workspaces

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Security & Compliance

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Data Isolation

Strict separation ensures:
  • No data leakage: Impossible to access other workspace data
  • Independent authentication: Separate OAuth tokens and API access
  • Isolated processing: Background jobs scoped to individual workspaces

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Compliance Features

  • GDPR compliance: Data processing confined to appropriate workspaces
  • Data residency: Choose geographic regions for workspace data
  • Audit trails: Complete logging of workspace data access
  • Retention policies: Configurable data retention per workspace

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Best Practices

Domain Management

Keep domain lists current to ensure new team members get appropriate workspace access

Integration Organization

Set up integrations once per workspace - they don’t need to be duplicated across domains

Settings Consistency

Establish workspace settings early and document them for team consistency

Access Reviews

Regularly review workspace members, especially after team changes or acquisitions

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Troubleshooting

Check workspace assignment:
  • Verify your email domain matches the expected workspace
  • Check if multiple workspaces exist for your organization
  • Confirm you’re accessing the correct workspace in the UI
Solutions:
  1. Switch workspaces using the workspace selector
  2. Contact admin to verify domain configuration
  3. Check if you need access to a different workspace
Common causes:
  • Email domain not added to workspace configuration
  • User needs manual invitation to workspace
  • Account exists in different workspace
Resolution steps:
  1. Verify user’s email domain is configured for the workspace
  2. Send manual workspace invitation if needed
  3. Check if user account exists in system
Domain change impacts:
  • OAuth tokens remain tied to original domain configuration
  • Some integrations may need re-authentication
  • API calls must use correct workspaceId
Fix process:
  1. Re-authenticate integrations after domain changes
  2. Update any hardcoded workspaceId references
  3. Verify integration permissions haven’t changed

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Advanced Configuration

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Custom Workspace IDs

For organizations requiring specific workspace identifiers: 
# Instead of email domain
workspaceId: "company.com"

# Custom identifier
workspaceId: "enterprise-division-1"

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API Workspace Management

Programmatic workspace operations: 
# Get workspace information
GET /api/workspace/info?workspaceId=company.com

# Update workspace settings  
PUT /api/settings
{
  "workspaceId": "company.com",
  "settings": { ... }
}

# Admin: List all workspaces
GET /api/admin/workspaces
Enterprise Setup: Need help configuring complex workspace hierarchies or cross-workspace reporting? Contact support@gostanna.com for dedicated setup assistance.