Documentation

Workspace owners and collaborating teammates

Create and share a private workspace

Start with a workspace for yourself, give selected teammates view or edit access, and understand what changes when you publish it to a team section.

Reviewed September 21, 2026

Before you start

  • Your access group must allow private workspace creation. Ask your admin if Private Workspaces or its add control is missing.
  • You still need access to the collections and records used by the workspace. Sharing the page does not replace data permissions.
  • Publishing to a team section requires ownership of the private workspace and permission to edit team workspaces.

Steps

  1. Create the private workspace

    Use Add workspace beside Private Workspaces and complete the workspace creation flow. Choose a useful name such as Coverage planning. A new private workspace is visible to its owner until it is shared.

  2. Build the content

    Add the content or views you need. The owner and teammates with Can edit access can add text, images, videos, and buttons to a private canvas. Creating tables and reports retains the relevant collection and feature permissions, including Data Builder where required.

  3. Choose teammates and access

    As the owner, open the workspace's Share dialog. Use Add a teammate to choose a person. New recipients start with Can view. Change a recipient to Can edit only when they should be able to edit the workspace.

  4. Save the share list

    Select Save to apply the sharing changes. To remove a person, remove them from the list and Save again. Closing or cancelling the dialog does not apply your unsaved changes.

  5. Check the recipient's experience

    Ask a teammate to open the workspace and check the content they should be able to see. Test a viewer separately from an editor. If a table is missing or empty, check its underlying data permissions as well as the share list.

  6. Publish only when team access is ready

    If you want to make it a team workspace, use Make it a team workspace in the Share dialog. Choose a section, acknowledge that the change cannot be undone, and select Publish to section. Have an admin grant the required access groups and verify teammate access afterwards.

Owner and editor are different roles

Can edit lets a teammate edit workspace content. Ownership controls sharing, renaming, deletion, and publishing. Giving edit access does not transfer ownership or let someone manage the share list.

Page access and data access are separate

A shared workspace provides access to the page. Existing collection and field permissions still govern its data. Use the smallest access needed, and test with the intended recipient rather than assuming that your own view is what they will see.

Example

Avery Chen creates Coverage planning, gives Jordan Lee Can view access, and gives Morgan Ellis Can edit access. The team reviews the layout privately. Before publishing it to a team section, Avery checks with an admin which access groups should keep access.

Check your work

  • An invited viewer can open the workspace but cannot edit its content.
  • An invited editor can make the intended content changes.
  • Underlying records respect the recipient's data permissions.
  • After publishing, the intended access groups can open the team workspace.

Troubleshooting

Why can an editor not share or rename the workspace?

Those controls belong to the owner. Can edit is permission to edit workspace content, not ownership.

Why did a teammate lose access after publishing?

Publishing removes individual shares and switches to access groups. Ask an admin to grant the teammate's access group access to the team workspace.

Why can I not publish even though I own it?

Publishing also requires permission to edit team workspaces. Ownership alone does not grant permission to add a page to a shared section.