Workspaces

In Pulse, a “workspace” is the container that holds your notes, spaces, folders and meeting records. You can have a workspace you use on your own, join your employer's workspace and use it as a team, or use both and keep work and personal records apart. This article covers everything from creating a workspace to deleting one, and what to settle before rolling it out across an organisation.

#Personal versus team

Pulse has no distinction between “personal” and “business” account types. The only difference is whether a workspace has one member or several. The same account can belong both to a workspace of one and to a team workspace.

Charges arise per workspace. You can keep a personal workspace on the free plan while your employer's workspace is on the Team plan, or the other way round — your employer's workspace on the free plan and only your own workspace paid for. For how billing works, see Plans and payment.

#A workspace you use on your own

For keeping your records to yourself. You can do the following.

• Notes are private by default. Until you share one, nobody else can see it.
• Chat lets you ask questions across your own notes and transcripts.
• Create folders inside a space, and set up templates and recipes to suit how you work.
• You are the administrator, so every setting is yours to decide.

You can create a team workspace, or join an existing one, later on.

#A workspace you use as a team

For sharing with colleagues while deciding for yourself what they see.

• Notes are private by default. Simply belonging to a team workspace does not make your notes visible to colleagues.
• Shared notes and shared folders let you gather notes by recurring meeting, retrospective, client and so on.
• Templates and recipes can be shared with colleagues so that the format of minutes and the shape of post-meeting follow-ups are consistent.
• Chat lets you ask questions across the notes shared with you.

#Who can see your notes

This is the thing most worth checking when deciding how to set your workspaces up. Joining a workspace does not, on its own, make your notes visible to other members. There are three levels of sharing, and a new note starts out private.

Beyond that, putting a note in a shared folder lets members with access to that folder view it, and you can invite people individually by email address. Changing the sharing level is covered in Sharing notes, and the settings that cap what an organisation permits are in Controlling sharing.

Notes and transcripts contain participants' names, what they said, and details of clients' staff. Decide whether to split workspaces against your internal rules on handling information. How to think about telling participants is covered in How far you can go with AI minutes (a guide for teams).

#Creating a workspace

You create a workspace, with a name and a picture, when you first set Pulse up. You can add more later.

1. Click your workspace name at the bottom left of the desktop app.
2. Choose Add workspace from the menu.
3. Enter a workspace name.
4. Set “let colleagues on the same email domain join automatically” as you wish.

FigureScreenshot: the workspace creation screen, with the name field and the checkbox allowing automatic joining on the same domain

(image to be replaced)

#Joining an existing workspace

Where your employer already has a workspace, you can join it from the list. For a private workspace, you send a request to join to an administrator. If nothing in the list fits, you can create a new one.

Joining a workspace is treated as agreeing to the terms of service.

Accepting an invitation or joining a new workspace switches you to that workspace. Your existing notes remain in the original workspace and are neither moved nor deleted. To see them, choose the original workspace from your workspace name at the bottom left.

#Switching workspace

Clicking your workspace name at the bottom left lists the workspaces you belong to. Choose the one you want.

FigureScreenshot: the workspace switcher menu, listing several workspaces you belong to

(image to be replaced)

#Inviting colleagues

When creating a workspace you can invite people by entering email addresses, or by choosing from a list of people you meet with often. That list is built from people on the same company email domain you have had meetings with using Pulse.

You can also distribute an invitation link. To add invitations after creating the workspace, or to change the automatic joining setting, open Settings > Workspace > Members.

FigureScreenshot: the workspace member management screen, showing the list of members with their roles and the invitation controls

(image to be replaced)

On a paid plan, a seat is charged for each person who joins. Anyone joining partway through a term is pro-rated and reflected in the next invoice.

#What administrators can do that members cannot

From the member management screen, an administrator can do the following.

• Review and manage members — see who belongs, whether their role is administrator or member, and remove them where necessary.
• Change roles — promote a member to administrator, or return an administrator to member.
• Copy the invitation link — share the link for people to join with. The per-domain automatic joining setting applies.
• Invite new colleagues — enter an email address, or choose from the list of people you have had meetings with. On a paid plan this adds a seat, pro-rated into the next invoice.

Where an administrator has left or is on extended leave and cannot be reached, and a role needs changing, contact tharada@the-unchain.com.

#Adding and removing members

When you add someone — they can start using the workspace. On a paid plan they count as a seat from the day they join. Adding them does not let them see other members' private notes. What they can see is notes in folders they have access to, and notes shared with them individually.

When you remove someone — an administrator finds them in the All members list on the member management screen in settings and chooses Remove from the menu beside their name.

FigureScreenshot: the member list, with Remove being chosen from a particular member's action menu

(image to be replaced)

Removal from a workspace affects access to that workspace only. Their Pulse account itself remains valid: they can still sign in, use other workspaces, and will still receive email from Pulse. To stop the email, use the unsubscribe link in the message, or delete the account itself following Deleting your account.

Where someone who has been removed needs to retrieve notes they left behind, ask a workspace administrator to add them back temporarily. Once they are a member again, running Move notes to another workspace lets them take the notes with them before leaving.

#Leaving a workspace

1. Settings > Workspace > General — open it.
2. Scroll to the Danger zone section at the foot of the page.
3. Leave workspace — click it.
4. To confirm, type “leave [workspace name]” as instructed on screen.

#Workspace settings

From Settings > Workspace > General, an administrator can set the following.

FigureScreenshot: the workspace general settings screen, with name, logo, automatic joining and data security items listed

(image to be replaced)

• Workspace name — rewrite the “Workspace name” field and click outside it to save.
• Workspace logo — click the logo on the settings screen to change it.
• Allow colleagues to join automatically — lets users on the same email domain join without requesting it.
• Data export permissions — Data security — a separate page beneath it, where an administrator decides how far users may take data outside the workspace. There are three settings.
  • Allow data export — whether bulk export to CSV is allowed. The steps are in Exporting notes in bulk.
  • Allow notes to be moved to another workspace — the steps are in Moving notes between workspaces.
  • Allow notes to be moved to another account — cannot be changed unless the setting above it is enabled. The steps are in Moving notes from another account.
• Make the workspace discoverable — controls whether this workspace appears in the list when a user on the same email domain is choosing one to join.
• Internal terminology — register company names, product names, team names and other words used internally to improve transcription accuracy. An administrator edits them from the Language settings. How to register them is covered in Customising transcriptionMoving notes between workspaces

#Moving notes between workspaces

You can move notes between workspaces you belong to.

To move an individual note, hover over it and choose Move to workspace from the three-dot menu that appears, then pick the destination.

To move all your notes at once, use Settings > Workspace > General → Danger zone → Move notes to another workspace. Your notes, and folders you are the only member of, move. A preview of what will move and how is shown before it runs. The full steps and limits are in Moving notes between workspaces.

An administrator can disable the feature entirely. Even where it is enabled, whether your internal rules permit moving a note is the user's responsibility. Check your internal rules before moving notes containing client information into a personal workspace.

#Deleting a workspace

An administrator can delete a workspace that is no longer needed once a migration is finished. Deletion cannot be undone, and all the data in that workspace is lost.

1. 1

   Move the notes you want to keep

   Settings > Workspace > General > Danger zone > Move notes to another workspace — move the notes you want to keep to another workspace. After deletion, notes that were in that workspace cannot be restored.

2. 2

   Remove every other member

   Every other member has to have left or been removed. Only a workspace where you are the last remaining member can be deleted.

3. 3

   Cancel the paid plan

   Where a subscription is still in place, cancel it first from Settings > Billing. For the steps, see About cancellation.

4. 4

   Delete the workspace

   Settings > Workspace > General > Danger zone — click Delete workspace and type the workspace name to confirm.

#Where you alone want a paid plan

Upgrading is per workspace, not per company. Where you belong to a workspace on the free plan and want the Team plan features for yourself alone (unlimited note history, integrations with external services, the higher model in chat), do this.

1. Create a new workspace — choose Add workspace from your workspace name at the bottom left and give it a name. Untick automatic joining.
2. Move your notes — from your current workspace to the new one, either all at once with Move notes to another workspace or note by note with Move to workspace.
3. Subscribe on the new workspace — switch to the new workspace and take out the Team plan from Settings > Billing > Manage subscription. You are the only member, so that is one seat.
4. Tidy up the original workspace if need be — where you were an administrator of the original workspace, promote another member to administrator before leaving.

The original workspace stays on the free plan and only the new one is paid for.

#What to settle before rolling it out in a Japanese organisation

Changing how workspaces are arranged later means everybody moving their notes. Settling these three things at the outset saves rework.

#Whether to have a workspace per team

It comes down to whether you want to search across everything. Search and chat do not cross workspaces, so splitting means teams can no longer look back at each other's past meetings.

In most cases, one company-wide workspace with visibility controlled through the design of shared folders is easier to manage. Notes are private by default, so belonging to the same workspace does not by itself expose anything. For designing folders and spaces see Spaces and folders, and for granting permissions by group see User groups.

#Members who leave or move team

What causes most trouble when someone leaves or moves team is what happens to private notes only they can see. We recommend agreeing a procedure internally in advance.

1. Have them put notes to be handed over in a shared folder — before their last day, have them moved to a folder their successor can access. Left private, the content becomes unretrievable the moment the account is deleted.
2. Export the notes you need — for anything that has to be kept as a record, export it to CSV following Exporting notes in bulk.
3. Remove them from the workspace — after their last day, an administrator removes them from the member management screen. The seat count drops and is reflected in the next invoice.
4. Decide what happens to the account — closing their company email account does not remove their Pulse account, which remains theirs. Settle how that is handled in your internal rules.

Administrator rights do not let you open other members' private notes. Unless “move notes to be handed over into a shared folder” is on your leaver checklist, there is no way to retrieve the contents after they have gone. Deleting the account itself is something the individual does; a company cannot do it on their behalf. How it works is covered in Deleting your account.

#Central management by an IT department

Where an organisation wants control, these are the points to cover.

• Distribution and updates — distribution to devices and version updates can be done in bulk from MDM or a distribution tool. For the steps, see Bulk installation and updates by an administrator.
• Controlling who joins — combining the automatic joining and discoverability settings makes it easier to gather users into the intended workspace. There is no setting that technically prevents an individual creating their own workspace, so pair it with a position in your internal rules.
• Controlling what leaves — data export permissions let you stop export, moving to another account, and moving to another workspace independently. Set these where you want to prevent information being taken out when someone leaves.
• Controlling sharing — whether sharing outside the organisation is allowed is set in Controlling sharing.
• Transcript retention — there is a setting that deletes meeting transcripts automatically after a period. Set it to match your document retention rules in Automatic transcript deletion.
• Controlling authentication — single sign-on (SSO) and multi-factor authentication are configured on the identity platform. See Signing in and connecting your calendar.

#If something is not working

#Related articles