Workspaces are completely separate Instantly spaces and are primarily meant for agency customers who were using multiple Instantly login accounts to manage their end-customers.
You can manage your customers (while keeping their data separate) within a single login account. This guide covers creating workspaces, inviting team members, and managing permissions.
Each workspace requires its own subscription
Each workspace has its own campaigns, contacts, and analytics
Creating a New Workspace
You need to have an active Email Outreach plan to create a new workspace. Here are the steps:
Click 'My Organization' in the top-right corner
Select 'Create Workspace'
Enter the workspace name (e.g., 'Client/Brand Name')
Click 'Continue'
Access your new workspace or switch between workspaces:
Click your current workspace name in the top right corner to see all your workspaces
Select the new workspace to switch to it
Subscribe to plans you need. Each workspace requires its own subscription
Inviting Team Members
Available to the Hyper Growth or Light Speed plan. You no longer need to share the login with your team members to access the account, as they can have their own credentials.
To invite a team member to your workspace, please follow these steps:
Go to Account & Settings
Select Workspace & members tab
Click 'Invite team member'
Enter their email address
Select their role from the dropdown
Owner: Has all the privileges, assigning the team members, deleting the account, etc.
Admin: Manage team, billing, and settings, but can not delete the workspace.
Editor: Manage everything except team and billing.
View / VA Access: Reply to Unibox messages and update email account settings.
Client: This is specifically for Agency whitelabel clients.
Click 'Invite'.
The team member receives an email invitation and clicks the link in the email to join your workspace.
If they're already an Instantly user: Your workspace is added to their workspace list and they can easily switch between workspaces
If they're new to Instantly:
They're prompted to create an Instantly account
They set up their password and profile
The workspace is automatically added to their account
View pending invitations:
Check the 'Pending Invitations' section
See who hasn't accepted yet
Resend or cancel invitations as needed
Team members can switch between workspaces by selecting them from the drop-down list or by searching for the workspace by name or workspace ID.
Transferring Workspace Ownership
You can transfer ownership of a workspace to another team member.
Before transferring:
You must be the current workspace Owner
The new owner must already be a team member in the workspace
You'll need access to the current owner's email for confirmation
Transfer Process:
Ensure you're logged in with owner credentials
Go to Workspace & members tab
Scroll to Team Members section
Find the team member who should become the new owner
Change their role to "Owner"
Confirm via email:
A confirmation email is sent to the current owner's email address
Click the confirmation link in the email
The selected team member becomes the new Owner
The previous owner becomes an Admin (or you can change to another role)
Frequently Asked Questions
If I have 2 workspaces, do I need 2 separate logins?
If I have 2 workspaces, do I need 2 separate logins?
No. You won't get 2 logins if you have two workspaces. All your workspaces will have the same login, and you can easily switch the workspaces under the same account.
Can I use the same sending email accounts in multiple workspaces?
Can I use the same sending email accounts in multiple workspaces?
No. Each email account can only be connected to one workspace at a time. If you need to move an email account to a different workspace, you must disconnect it from the current workspace first, or use the account transfer API.
Can I share leads, campaigns, or statistics between workspaces?
Can I share leads, campaigns, or statistics between workspaces?
No. You cannot share leads, campaigns, or stats between workspaces since they are separated in each workspace.
Can I limit team members' access to only specific campaigns
Can I limit team members' access to only specific campaigns
Unfortunately, it's not possible to limit team members' access to only specific campaigns. Any team members added to a workspace can see all campaigns and data in the workspace.
It's recommended to create separate workspaces to keep data isolated. Each workspace requires its own paid subscription.
Do I pay separately for each workspace?
Do I pay separately for each workspace?
Yes. Each workspace requires its own subscription. If you have 3 workspaces, you'll have 3 separate subscriptions to manage, and each can be on a different plan.
How do I delete/cancel one of my workspaces?
How do I delete/cancel one of my workspaces?
To cancel a workspace, please go to the Billing section to cancel the subscriptions. The workspace will be automatically canceled if there are no active plans.
Can I rename a workspace after creating it?
Can I rename a workspace after creating it?
Yes. Go to Account & Settings → Workspace settings and update the workspace name. This doesn't affect any functionality or data.