Shared workspaces

BalanceFlow workspaces let multiple people work with the same conversions and templates without sharing an account.

Every BalanceFlow account starts with a personal workspace. Professional users can invite other people into that workspace, while Unlimited users can also create additional workspaces - for example, one for each business, client, or project.

The workspace owner’s plan controls the workspace. Members don't need to purchase the same plan themselves to collaborate.

Your personal workspace

Every BalanceFlow account automatically includes a personal workspace.

This is where your conversions and templates live by default. If you're working alone, you don't need to create or configure anything else.

Your current workspace is shown in the navigation bar.

[SCREENSHOT: Top navigation with the workspace selector open, showing the current workspace, Workspace Settings and Create New Workspace. Crop closely around the workspace menu.]

When you belong to more than one workspace, use this menu to switch between them.

The selected workspace determines which conversions, templates and other workspace resources you're currently working with.

Invite people to your workspace

Professional and Unlimited plans allow you to share a workspace with other BalanceFlow users.

Open Workspace Settings, enter the member's email address, choose their role, and send the invitation.

[SCREENSHOT: Workspace Settings page focused on the Add Workspace Member section. Show the Email field and Administrator/Editor role options clearly.]

Once the invitation is accepted, that person can switch into your workspace from their own BalanceFlow account.

There is no need to share credentials or maintain a separate account for the team.

By default, the person you invite needs to already have a BalanceFlow account using that email address.

Choose a member role

There are two roles for invited members: Administrator and Editor.

An Administrator can create conversions and templates and manage resources created by other members of the workspace.

An Editor can also create conversions and templates, but can only modify or delete resources they created themselves.

The workspace owner retains control over the workspace itself. Only the owner can invite or remove members, change their roles, rename the workspace, or delete a non-personal workspace.

This makes the distinction relatively simple:

Administrator - can manage everyone's workspace resources.

Editor - can work with shared resources, but can only modify their own.

Neither role gives a member control over workspace membership or ownership.

The owner's plan controls the workspace

Plan features belong to the workspace owner, not to individual members working inside it.

For example, if a Free user joins a workspace owned by someone on the Professional plan, the workspace uses the Professional owner's limits and features.

The reverse is also true. An Unlimited user joining a Professional workspace doesn't turn that workspace into an Unlimited workspace.

This applies to conversion allowances, upload limits, workspace templates and other plan-specific functionality.

It also means team members don't each need a Professional or Unlimited subscription just to participate in a shared workspace.

Conversions use the owner's allowance

When a member runs a conversion, it counts against the workspace owner's conversion allowance.

For example, a Professional workspace has 50 monthly conversions. If the owner runs 20 conversions and invited members run another 15, the workspace owner's remaining allowance is 15.

BalanceFlow records who performed each conversion, so the owner can still see where the usage came from.

Open Usage from the account menu to see allowance activity.

[SCREENSHOT: Usage page showing the allowance activity table. Include the Workspace, Performed By, Details, Change and Balance columns so it is clear that activity can be attributed to individual members and workspaces.]

For owners with multiple workspaces, the allowance is shared across all workspaces they own rather than giving each workspace a separate allowance.

Create additional workspaces

Unlimited plans can create more than one workspace.

Open the workspace menu and choose Create New Workspace.

Give the workspace a name and create it.

[SCREENSHOT: Create Workspace page showing the Workspace Owner, Workspace Name field and Create button.]

The new workspace has its own resources and membership, so you can keep different workflows separated while managing them from the same BalanceFlow account.

For example, you might have:

My Company

Client A

Client B

and switch between them from the workspace menu.

Additional workspaces are particularly useful when the same people shouldn't necessarily have access to every conversion or template you manage.

Professional users can share their personal workspace, but creating additional workspaces requires Unlimited.

Templates belong to the workspace

Professional and Unlimited workspaces can save and manage workspace templates.

This means a reusable conversion workflow doesn't have to live with one individual user. Members of the workspace can use the same template when processing files.

Combined with roles, this also gives you control over who can change shared resources.

Administrators can modify templates created by other members, while Editors can modify or delete only the resources they created themselves.

For more about reusable transformation rules, see How to create a custom CSV conversion template.

Switching between workspaces

If you own or belong to several workspaces, use the workspace selector in the top navigation to change the active workspace.

You don't need separate BalanceFlow accounts for each organization or client.

When you switch, BalanceFlow changes the workspace context used for conversions, templates and other workspace resources.

This is especially useful for someone working across several independent sets of data: switch workspace, perform the conversion, then switch back.

What happens if the owner's plan changes?

Downgrading doesn't immediately delete a workspace or its data.

If an Unlimited owner downgrades to Professional, their personal workspace remains available and can still be shared, but additional workspaces become inactive.

If a Professional or Unlimited owner downgrades to Personal or Free, invited members lose access to the owner's workspace.

The existing workspace information and memberships are retained. If the owner later returns to a plan that supports those features, the workspace can become available again.

This avoids turning a subscription change into an automatic deletion of shared work.

Personal workspace or additional workspace?

For most individual users, the personal workspace is all that's needed.

If you occasionally work with another person, Professional lets you invite them into your personal workspace and share your workflows.

If you need separation - for example, different teams, businesses or clients - Unlimited lets you create additional workspaces and manage membership independently for each one.

The important distinction is that a workspace is the boundary around the work being shared. Members collaborate inside that workspace without gaining access to everything else in the owner's BalanceFlow account.