Workspace FAQ
Answers to common setup and operating questions about Workspace.
For what the app is and how to set it up from scratch, see the
Workspace Overview.
Setup
Do I need to configure anything before people can start using Workspace?
Enable the app and grant the licence — that is the only prerequisite. Every canvas section (message board, to-dos, schedule, check-ins, Hill Charts, linked tools) is on by default. The AI agent, auto-drafted check-ins, and Hill Chart auto-proposals are also on by default. If you want to restrict who can create workspaces, change the Who can create workspaces setting; the default is managers and above.
Who can create a workspace, and how do I change that?
By default, managers, admins, and super-admins can create workspaces. Workspace app admins can always create one regardless of this setting. To change it, go to Workspace Settings and update Who can create workspaces. The options are: Everyone, App admins only, Managers (the default), or Specific people or groups.
What are the three workspace roles?
Every workspace has three roles: Owner, Member, and Viewer. The owner can edit settings, archive, delete, duplicate, export, and transfer ownership. Members can post messages, create to-dos, respond to check-ins, and move Hill Chart dots. Viewers have read-only access — they cannot post, create, or edit anything.
Permissions and access
Why can’t someone see the app or create a workspace?
If the app is invisible, the licence has not been granted — check the app marketplace. If the app is visible but the person cannot create a workspace, the Who can create workspaces setting governs that. The default is Managers, so regular employees cannot create one. Widen it to Everyone, or add the person to the Specific list.
Day-to-day
How does the Quick-Add bar work?
The Quick-Add bar is the single-line input at the top of the canvas. Prefix your text with task:, msg:, link:, or event: (slash style like /task also works). Adding @email assigns a to-do, and natural-language dates like by Friday or at 3pm set the due date or event time. Plain text with no prefix posts a short message to the board.
What does “Catch me up” do?
It generates a 3–5 bullet recap of what changed in the workspace since your last visit. The first time you use it, it covers the last 7 days. Each use updates your last-visited timestamp, so the next recap starts from where this one left off.
Can I mute notifications for a single workspace?
Yes. Each workspace offers four notification modes: Mute all (no notifications), @mentions only, Digest only (weekly digest only), or Unmute (all notifications). Announcements override every mode except Mute all, so fully muted users stay fully muted.
How do recurring check-ins work?
A workspace owner or member creates a check-in with a question (up to 500 characters) and a cadence — Daily, Weekly, or Monthly. The default cadence for new check-ins is set at the app level under Default Check-In Cadence (default: Weekly). When the AI agent is enabled and Auto-Draft Check-In Responses is on, each member gets a draft response based on their recent activity. They review and approve (or edit) it before it posts. Owners can pause and resume individual check-ins at any time.
How do Hill Charts work?
Each Hill Chart tracks a scope on a 0–100 scale: 0 is just starting, 50 is the top of the hill (problem solved, now executing), and 100 is done. When Auto-Propose Hill Chart Positions is on, the agent computes a proposed position from completed to-dos. The owner or a member accepts or dismisses the proposal — the live position never moves without a person approving it. Every position change is recorded in the chart’s history, tagged with whether a user or the agent made it.
AI agent
What can the Workspace AI Agent do, and does it act on its own?
The agent can draft check-in responses, propose Hill Chart positions, generate client digests, summarize long threads, and suggest follow-up to-dos. It never commits a write on its own — every draft or proposal waits for a person to approve, edit, or dismiss it. Approved AI writes are logged for audit. You can turn the agent off entirely with the Enable Workspace AI Agent setting.
I turned off AI features but check-ins still get drafted — why?
The agent itself and each AI feature have separate toggles. Turn off Enable Workspace AI Agent to disable the agent entirely. To stop only auto-drafted check-ins, turn off Auto-Draft Check-In Responses while leaving the agent on for other features like thread summaries. The same applies to Auto-Propose Hill Chart Positions and Enable Client Digest Generation.
When something looks wrong
“I can’t see next week’s schedule in my workspace”
The schedule section may be turned off. An admin can disable it at the app level (Enable Schedule), and a workspace owner can also hide it per workspace via the workspace’s feature toggles. Check both. If the section is on but the user is a viewer, they can see the schedule but cannot add events.
“My to-do disappeared from the Kanban board”
When a member is removed from a workspace, their open tasks are unassigned — but the tasks stay on the board. If a to-do is missing, check whether it was moved to a different column or completed. The Kanban board displays up to 50 tasks per column; if a column has more, the badge shows the true count but earlier tasks may not be visible without scrolling or filtering.
“I didn’t get notified about a new post”
Check the member’s per-workspace mute setting. If they chose Mute all or Digest only, regular posts will not notify them. Also confirm the admin-level toggle Notify on New Message is still on — it defaults to on, but turning it off suppresses message notifications for the entire business.
Client portal and external access
Can external clients access a workspace?
Yes, if the Enable Client Portal setting is on (it is by default). A workspace owner issues a magic-link invite — the client views externally-visible updates and can add comments without a MangoApps account. Posts and to-dos marked internal-only are automatically hidden. Clients cannot edit to-dos, post to the board, or create anything.
How long do client invite links last?
Each link expires in 30 days. A workspace owner can extend it by another 30 days using the Extend button, which keeps the same URL. Links can also be revoked at any time. Turning off Enable Client Portal disables all existing links immediately, not just new ones.
Templates, duplication, and archiving
What is the difference between duplicating and using a template?
Duplicating a workspace copies its structure and open to-dos, Hill Charts (reset to position 0), check-in configurations, linked tools, cover image, and layout — but not messages, completed tasks, files, events, or memberships (the duplicate starts with the creator as sole owner). A template captures the reusable skeleton — to-do lists and their tasks, Hill Chart scopes, check-in questions, and a welcome message — without any content or history.
What happens when I archive or delete a workspace?
Archiving posts an automatic “Project recap” message to the board summarizing the workspace’s entire history. The workspace stays archived and can be restored at any time. Deleting is a soft delete — the workspace moves to My Trash and can be restored within 30 days; after that it cannot be recovered. Both actions are restricted to the workspace owner or a Workspace app admin.
Licensing and limits
Does Workspace require a licence?
Yes. Workspace requires a licence and must be enabled by an admin in the app marketplace before anyone can use it.
Are there limits I should know about?
By default, the number of workspaces per business and members per workspace are both unlimited. An admin can set caps via Max Workspaces and Max Members per Workspace in settings — leaving them blank means no limit. Workspace names can be up to 200 characters. Cover images must be under 5 MB and in PNG, JPEG, WebP, or GIF format. Check-in questions can be up to 500 characters. Each Hill Chart scope label can be up to 200 characters and must be unique within its workspace. The content governance review cycle is 90 days.
More help
- Workspace Overview
- Ask AI — the assistant answers Workspace questions from these articles.