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Organizations & Workspaces

What is an Organization?

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There is only one organization per account and all workspaces are gathered under this organization.
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One email account can be a member of multiple workspaces under the same organization. One email address can’t be in multiple organizations at the same time.

What is a Workspace?

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A workspace is a place to collaborate as teams inside Sessions. Workspace owners can create a safe space to share agendas, tools, files, presentations, and any other resource. It even makes it possible to collaborate on events and webinars.

Organization

There is only one organization per tier or subscription plan and it can have multiple workspaces.

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When you first add a member to your workspace, you can choose to give them the following roles for the entire organization: - Owner: They will have permission to manage the entire organization and all the workspaces under it. - Member: They will not have permission to manage the entire organization. You can give them roles in a particular workspace later on.

How to add members to your organization

  1. Go to your Sessions profile in the app (lower left corner).
  2. Click on Organization settings.
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  3. Click on Manage members.
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  4. Click on Add members.
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  5. Fill in the required fields.
  6. Choose what role you want them to have in your organization (owner or member).
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These two roles apply to the entire organization: 👉 Owner: They will have permission to manage the entire organization and all the workspaces under it. 👉 Member: They will not have permission to manage the entire organization. You can give them roles in a particular workspace later on.
  1. Choose in which workspace to add them. If you choose none or you haven’t configured a workspace yet, that person will be in the Default Workspace.
  2. Confirm.

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Only after adding people to your organization, you can disperse them across workspaces.

Suspend/Delete a member

When suspending or deleting a member from your Workspace, that person will no longer have access to Sessions. The difference between suspending and deleting a member is this:

  • Suspending somebody will block their access to Sessions, but the Admin will still be able to see their past activity. This action can be undone, and members can be unsuspended at any time.
  • Deleting a member will block their access to Sessions and delete their entire past activity on the platform. 

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If you want to eliminate members from your Workspace, go through the following steps:
  1. Go to your Profile → Manage members.
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  2. Find the participant you wish to eliminate. Click on More options button (⋮).
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  3. Select whether you want to suspend or delete the member. 

How to delete an organization/account

  1. Go to your Sessions Profile.
  2. Go to Organization settings.
  3. Go to General settings.
  4. Under Danger zone, click Delete organization.
  5. Confirm your decision by typing Confirm in the input box.
  6. Click Delete organization and account.

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⚠️ Deleting an organization and account is a permanent action and it cannot be undone. All the data, history, or resources stored in that account will be lost.

Multiple workspaces

According to the tier or subscription plan you’re using, your organization can have multiple workspaces.

How to create a workspace

  1. Go to your Sessions profile in the app (lower left corner).
  2. Click on Organization settings.
  3. Click on Workspaces.
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  4. Click on Add a workspace.
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  5. Fill in the fields required.
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Workspace Admins can add members manually or import in bulk from a CSV file. Members will receive an activation link via email.

If you have permissions to manage a workspace, here is how you can add more members:

 

  1. Go to your Sessions profile in the app (lower left corner).
  2. Click on Organization settings.
  3. Click on Manage members.
  4. Click on Add members.
  5. Fill in the required fields.
  6. Choose what role you want them to have in your organization (owner or member).
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    These two roles apply to the entire organization: 👉 Owner: They will have permission to manage the entire organization and all the workspaces under it. 👉 Member: They will not have permission to manage the entire organization. You can give them roles in a particular workspace later on.
  7. Choose in which workspace to add them. If you choose none or you haven’t configured a workspace yet, that person will be in the Default Workspace.
  8. Click Confirm. They will receive an email with the account activation link that they need to enter.
  9. Each member’s status (invite sent/not sent, active, suspended, etc) is visible here in Manage members.
  10. If you want to give them specific roles in a workspace, go to your Profile again.
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  11. Click on Workspace settings.
  12. Click Manage members.
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  13. Go to a member and under role, select a different one.
  14. Done.

How to import multiple members at a time:

  1. Go to your Sessions profile in the app (lower left corner).
  2. Click on Organization settings.
  3. Click on Manage members.
  4. Click on the three-dots button (upper right corner), next to Add members.
  5. Click on Import members.
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  6. Drag and drop a .csv file.
  7. Choose in which workspace these people should be in.
  8. Click Confirm.

How to add a custom domain to your workspace:

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Before you can add a custom domain to a workspace, you need to configure it. Follow the instructions here:
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Custom domain (CNAME)
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  1. Switch to the workspace you want to add a custom domain to (bottom left corner, above your profile).
  2. Go to your profile (bottom left corner).
  3. Click on Workspace settings → General settings.
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  4. Under Workspace domain, select which custom domain you want for that specific workspace.
  5. Repeat the steps for all your workspaces.

How to add custom branding to a workspace:

  1. Switch to the workspace you want to add a custom domain to (bottom left corner, above your profile).
  2. Go to your profile (bottom left corner).
  3. Click on Workspace settings → Custom branding.
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  4. Upload a logo and logomark.
  5. Choose a UI color theme and a navigation menu color for the left sidebar in Home.
  6. Choose a Session wallpaper. This will be displayed as the background image for the entire session (not to be confused with your video stream’s background).
  7. You can also choose a participant’s tile background color.
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  8. Click on Preview branding to see how it will look during a live session or event.
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  9. When you’re ready, click Save changes.
  10. If you want to come back to the default branding and colors, click Reset all changes.

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Custom branding applies by default to all the members of a workspace. The sessions or events a member hosts on their account will take on the workspace’s custom branding.

Workspace member roles

There are currently three default roles in a workspace: Owner, Editor, and Members. However, each of these roles can be customized when it comes to permissions.

👉 At the same time, owners can create as many custom roles with personalized permissions as they want, and then attribute them to individuals in their workspace.

  1. Default permissions for Owners:
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  • Full permissions to use all the features available
  • Share agendas and resources with the entire workspace
  • Managerial powers over the workspace:
    • add/delete workspace members
    • add/edit custom branding and Cname
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All the default roles can be customized when it comes to their permissions except for the owner role which has access to everything by default.

  1. Default permissions for Editors:
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  • Create sessions, rooms, bookings, and events
  • Share agendas with the entire workspace
  • Share resources with the entire workspace
  • They have no admin power over the workspace.
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All the default roles can be customized to fit your needs.

  1. Default permissions for Members:
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  • Create sessions, rooms, and bookings
  • They can use the agendas and resources shared with them or within the workspace
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All the default roles can be customized to fit your needs.

  1. Custom role: You can create a completely custom role for one or more of your workspace members. These are the following permissions you can choose to give or not:
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Manage and Share:

  • Manage custom branding
  • Manage custom domain
  • Manage member roles
  • Manage My Product tool
  • Manage workspace members
  • Share agenda with members
  • Share booking with members
  • Share event with members
  • Share resources with members
  • Share room with members

Create and Access:

  • Create bookings
  • Create events
  • Create rooms
  • Create sessions
  • Webhook access

Privacy:

  • View other members’ details

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All the people you add to your workspace, no matter the role, will use their accounts to run their meetings independently. They will not use your account.

How to create a custom workspace role:

  1. Go to Sessions Home.
  2. Select the workspace on which you want to make these changes (above your Profile).
  3. Go to your Profile (bottom left corner).
  4. Click on Workspace settings.
  5. Go to Workspace roles.
  6. Click on Add new role. You’ll see it listed as Untitled role.
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  7. Go to Edit permissions.
  8. Give it a name.
  9. Enable all the settings you want this role to have.
  10. Done. Now change the member’s role to the newly created role.

How to change a member’s role in your workspace:

  1. Go to your Profile in Sessions (bottom left corner).
  2. Click on Workspace settings.
  3. Click on Manage members.
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  4. Find the member whose role you want to change.
  5. Click on the role they already have (Member, Editor, Owner, custom role).
  6. Select another role from the ones you see in the drop-down menu.
  7. Done.

How to rename a workspace:

As the owner, if you want to rename your workspace, follow these steps:

  1. Go to your profile (lower left corner).
  2. Click on Organization settings.
  3. Click on Workspaces.
  4. Click on Edit workspace.
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  5. Rename your workspace.
  6. Done. Changes are automatically saved.

Agendas

How to share an agenda with your entire workspace

  1. Go to Home → Agendas.
  2. Create the agenda.
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  3. When it’s finished, click on the Share button.
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  4. Toggle on Grant access to workspace members to use this agenda.
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  5. All members will now see it in Agendas → [Your workspace name] agendas.
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You can always stop sharing an agenda:

  1. Click on the agenda you don’t want to share anymore.
  2. Click on Share.
  3. Toggle off Grant access to workspace members to use this agenda.
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👉 More about how to create

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How to share the agenda with certain workspace members

These agendas are not shared with the entire workspace, but with only the people selected by the owner of the agenda.

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If the Privacy setting to View other members’ details is turned off for a certain member role, then these people will not be able to share resources and agendas with other members.

If you want to share agendas with just a few team members but not the entire workspace, follow these steps:

  1. Click on the agenda you want to share.
  2. Click on Share.
  3. Insert the name or email addresses of the team members you want to share the agenda with.
  4. Click Enter.
  5. Done.

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The people with whom you’ve shared your agenda will see it under “Shared with me” in Agendas.

Agenda usage history

Owners of a shared agenda can see who is using it in their meetings. This means they can check whether their agendas are part of past, present, or future sessions.

  1. Open your agenda (in Agendas).
  2. Click on More options (three dots button, upper right corner).
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  3. Click on See usage history.
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  4. You can filter to see your or others’ sessions.
  5. You can also choose to view past, present, or future sessions.

Resources

How to share resources with the entire workspace

To share a resource with your workspace members as a Workspace Admin, follow these steps:

  1. Go to Home → Tools or Files.
  2. Import the resource or file as you usually would.
  3. Under Permissions, switch to Public.
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  4. The shared resource will now be accessible to all members in Tools or Files respectively.

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You can always make a resource private again. When you do that, you’ll be asked:
  • If you want to allow the people who currently use this resource in their sessions to keep using it. They will also have access to it in Memory. However, it cannot be accessed by other members of the Workspace anymore.
  • If you want to delete the resource entirely. This action will remove the resource from any current or past sessions. Members will not be able to find it in Memory either.

Resource usage history

Owners of shared resources can trace the usage of the items they’ve distributed in the Workspace. This means they can see whether their resources are part of any past, present, or future sessions. They can also check if resources are included in any agenda templates.

  1. Go to Tools/Files.
  2. Find the resource you’ve shared with the workspace.
  3. Click on More options (three dots button, upper right corner).
  4. Click on See usage history.
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  5. You can filter to see your or others’ sessions.
  6. You can also choose to view past, present, or future sessions.

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