Workspaces and members

A workspace is where you share notes, folders, agent chats, idea boards, whiteboards and activity with others. One account can join several workspaces, and roles and plans are set separately for each workspace.

Create a workspace

Select your avatar at the bottom of the navigation rail (Account menu).
Select Add workspace.
Enter a Workspace name and select Create.

Whoever creates a workspace becomes its Owner. New workspaces start on the Free plan.

If you don’t belong to any workspace (for example, after deleting them all), the Create a workspace screen appears. Pick a name to create your first workspace.

Switch workspaces

Select a workspace in the workspace list of the Account menu to switch to it. The current workspace has a check mark.

Notes, Agent, AI Cortex, Activity, Ideas and Whiteboard switch to the selected workspace’s content.
My Mash and Inbox are account-level screens that gather content from all your workspaces.

Workspaces you joined as a guest show a Guest label in the list and have no gear for workspace settings.

Rename or delete a workspace

To open workspace settings, select the gear on the workspace’s row in the Account menu ({name} settings). See Settings for everything it contains.

Rename: Edit Workspace name (1–120 characters) in Workspace settings → General and select Save. Only owners and admins can rename; members see Only admins and above can rename.
Delete: Only the owner can delete a workspace. In Workspace settings → General, select Delete next to Delete workspace, type the workspace name exactly in the confirmation dialog, then select Delete.

Roles at a glance

Role	Summary
Owner	The person who created the workspace. Has every permission and is the only role that can delete the workspace.
Admin	Runs the workspace: invites and manages members, manages sharing settings and billing. The only thing an admin can’t do is delete the workspace.
Member	Creates and edits content with notes, ideas, the agent and more. Can’t change workspace settings.
Guest	An external collaborator who can access only notes opened to guests and agent chats shared to the workspace. Doesn’t use a seat.

See Roles for what each role can do in detail.

Invite members and guests

Owners and admins can invite members and admins on every plan. Guest invites are available only on Plus and Business.

Free has no member headcount limit.
Plus and Business allow members and admins to join up to purchased seats, including the owner.
Guests don’t use seats. Free doesn’t support new guest invitations.

See Plans and limits for plan differences.

Open the Workspace settings → Members tab.
Select Invite.
In the Invite members dialog, enter an Email and pick a Role: Member, Admin or Guest.
Select Send invitation.

An invitation email is sent, and the link in it is valid for 7 days. The recipient opens the link to accept.

Without a MashNote account, they select Sign up and accept invitation to create an account with that email and join.
With an existing account, they select Join workspace.
An invitation can be accepted only by the account with the invited email address. If they’re signed in with another account, they select Log out and sign in with another account.

If the invitation is created but the email fails to send, the app shows The invitation was created but the email failed to send. Use the "Resend" button in the pending list to retry.

Pending invitations

Owners and admins see a Pending invitations list in the Members tab. Each invitation shows the email, Expires: {date} and the role.

Resend: Sends a new invitation email. A new link is issued, so the link in the earlier email stops working.
Cancel: Cancels the invitation.

If a link has expired, send it again with Resend.

Before you invite a guest

A guest isn’t invited to a single document. When you pick Guest in the invite dialog, the app shows:

This person isn’t invited to specific documents. They become a workspace guest with access to every guest-shared resource.

For a guest to see a note, an admin sets All guests to Can edit in the note’s Share settings. Private (restricted) notes are never visible to guests. See Note sharing for details.

Seats on Plus and Business

Members and admins use one seat each, including the owner.
A seat is used when an invitee accepts and joins. Pending invitations don’t use seats.
While seats are available, you can invite more people than the remaining seat count. Seats go to whoever accepts first. If no seat is free at acceptance, joining is declined and the invitation stays pending. Once a seat is available, the invitee can accept again with a valid invitation link.
Guests don’t use seats.
Owners and admins can check usage next to the Members tab heading: Seats {used}/{limit} (incl. owner).

When all seats are taken, you can’t invite as a member or admin; you can invite only as a guest. For seat counting and adding seats, see Plans and limits.

Manage members

Every role except guests can see the member list. Guests appear separately in the Guests group below it. Owners and admins can:

Change a role: Pick Admin, Member or Guest from the role menu on a row. You can’t change the owner’s role or your own.
Remove: Select the delete icon at the end of the row (Remove member, or Revoke guest access for a guest). You can’t remove the owner or yourself.

Seats move with role changes:

On Free, promoting a guest to member or admin has no seat limit. On Plus and Business, it requires a free seat.
Changing a member or admin to a guest, or removing them from the workspace, frees their seat.

Not supported

Leaving a workspace: You can’t leave a workspace yourself. If you need to leave, ask an owner or admin to remove you.
Transferring ownership: The owner can’t be changed to someone else. The owner also can’t be removed from the workspace.