Working in a workspace someone shared with you

When you're done, you know where to find a workspace someone shared with you and what your role lets you do there.

Who this is for: workspace admins, editors and viewers on someone else's team. The owner's plan decides what works there, not yours.

Find the workspace

When you're in a shared workspace, the Workspace box at the top of the menu (1) says "Shared by" and the owner's name. Click it to switch: workspaces shared with you are under Shared with you, your own under Your workspaces. Your choice is remembered in this browser.

The menu (2) shows only what your role allows. Dashboard, Templates, Import and Billing aren't there, and Academy shows only if the owner's plan has it.

Pages name the workspace, for example "Chirps in Harbor Dental." A Chirp you open says "Editing for" and the owner's name (viewers see "Viewing for").

What your role lets you do

	Viewer	Editor	Workspace admin
Open Chirps, Collections, Analytics and the Academy	yes (look only)	yes	yes
Create and edit Chirps, knowledge files, Actions and Collections; duplicate; folders	no	yes	yes
Publish, unpublish and archive	no	if the owner allows it	yes
Delete Chirps and Collections	no	no	yes
Leads page	look and Download CSV	no	yes, and delete or send again
Lead forms, and who can open a Chirp	no	no	yes
Public branding, Email services, and the people in the workspace	no	no	yes
Add your own OpenRouter key to the workspace	yes	yes	yes

Editors who can't publish see "Your role doesn't include publishing. Ask the account owner to publish it, or to let you publish." Viewers see "You can view this workspace but not change it."

For every role, these stay with the owner: billing, their OpenRouter key, custom domains and main addresses, workspaces themselves (creating, renaming, deleting, handing over), event webhooks, All workspaces analytics, Export, Move to workspace, Templates and Import. Your AI app works only with your own Chirps, not with shared ones. Adding an Action's API key needs a workspace admin: see Add the API key an Action needs.

Settings in a shared workspace

Settings shows your profile, then a note such as "You're a viewer in "Harbor Dental", shared by Priya Shah. Switch to one of your own workspaces to see your own settings."

• Workspace admins also read "This workspace's settings are below; billing, domains and the account key stay with the owner.", and get Public branding, Email services and People in … (see Invite people to your workspaces).
• Everyone gets AI billing for this workspace, to pay for its AI with your own OpenRouter key: see A separate OpenRouter key for a client's workspace.

Analytics and storage

• Analytics shows the workspace's report on the owner's plan, including OpenRouter cost. Viewers see the cost too. See Analytics for your Chirps.
• Knowledge storage shows the owner's storage: files you add count toward their account.

When the workspace is paused

If the workspace isn't included in the owner's plan, it's marked Paused, and the Chirps page says "This workspace is paused, because it isn't included in the account owner's plan right now. Its Chirps don't answer visitors, and new Chirps and Collections can't be added. Ask … about it."

Leave a team

1. Switch to one of your own workspaces (under Your workspaces in the Workspace box).
2. Open Settings and find Team. Under Teams you're in, click Leave next to the team.
3. Confirm "Leave …'s team? You'll lose access to their workspaces." You see "You left the team".

Any OpenRouter key you added to their workspaces is deleted.

Good to know

• If the owner's plan stops including your seat or role, their shared workspaces leave your menu, with no message. Ask the owner.

• Your own account doesn't change. With a plan of your own, your own workspaces and Chirps work as usual; switch to them under Your workspaces.

• Changes apply straight away. When the owner changes your role or workspaces, or removes you, you aren't emailed.

• You only see your own access. The rest of the team and the owner's other workspaces aren't shown.

If it doesn't work

• "The account owner's OpenRouter key isn't working anymore. Ask the account owner to replace it." or "The account owner's OpenRouter key has no credit left to use: their account may be out of credit, or the key's own credit limit may be used up. Ask the account owner to check it."

• "Not found" You no longer have access to that workspace or Chirp. Ask the owner.

• "Only the account owner or a workspace admin can do this." or "Only the account owner can do this."

• "Your role doesn't include publishing. Ask the account owner to publish it, or to let you publish."

• "The account owner's OpenRouter key isn't connected, so this Chirp can't answer. Ask the account owner to connect it in their Settings."

• The workspace is gone from your Workspace menu. If the account owner's plan ends, their plan no longer includes your role or has no builder seat left for you, or their access is paused, the workspaces they shared with you disappear until that's sorted out. Ask the account owner.

• "This Chirp's workspace isn't included in the account owner's plan right now, so it can't answer. Ask the account owner about it."

• "This workspace is paused, because it isn't included in the account owner's plan right now. Ask the account owner about it."