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Create workspaces, invite members and set roles

A workspace is a self-contained container for campaigns, contacts, mailboxes, domains, sending schedules and integrations. Use one workspace per company, or, if you are an agency, one per client, s…

Draft — written from product facts + domain knowledge; UI labels to be verified before publishing.

A workspace is a self-contained container for campaigns, contacts, mailboxes, domains, sending schedules and integrations. Use one workspace per company, or, if you are an agency, one per client, so that lead lists, mailboxes and reporting never mix. Members are invited per workspace and get a role that controls what they can see and change.

Roles

**Role****Can do**
**Owner**Everything, including billing, deleting the workspace and transferring ownership. One Owner per workspace.
**Admin**Manage campaigns, contacts, mailboxes, domains, integrations, API keys and members. Cannot access billing or delete the workspace.
**Member**Create and edit campaigns, upload contacts, reply to leads, connect their own mailboxes. Cannot invite members, create API keys or change workspace settings.
**Client viewer**Read-only access to campaign stats, replies and lead statuses. Cannot see mailboxes, domains, settings or other clients' workspaces. Intended for agency clients.

Steps: create a workspace

  1. Click the OutreachFox icon / arrow at the top-left of the screen to open the workspace dropdown.
  2. Click Create workspace.
  3. Enter a Workspace name (for example the client's company name) and choose the Time zone. The time zone is the default for new sending schedules.
  4. Click Create. You are switched into the new, empty workspace.

Switch between workspaces at any time from the same top-left dropdown. The workspace you are in is shown next to the icon.

Steps: invite a member

  1. Click Settings in the bottom-left corner and open Team.
  2. Click Invite member.
  3. Enter the person's Email.
  4. Choose a Role (Owner cannot be assigned here; see "Transfer workspace ownership").
  5. Optionally tick Also invite to other workspaces you administer, choosing a role per workspace.
  6. Click Send invite. The person receives an email with a link that is valid for 7 days.

The invitee appears in the Team list with the status Pending until they accept. Click Resend if the link expires, or the three dots → Cancel invite to withdraw it.

Steps: change a role or remove a member

  1. In Settings → Team, find the member.
  2. Click the Role dropdown and pick the new role. The change applies immediately, including to their open sessions.
  3. To remove, click the three dots → Remove from workspace. Campaigns they created remain in the workspace; mailboxes they connected stay connected unless you delete them.

Tips

  • Keep the number of Admins small. Admins can revoke API keys and delete mailboxes.
  • Give freelancers and contractors Member, not Admin, and remove them the day the engagement ends.
  • Use Client viewer rather than screenshots or exports for client reporting; combine with white-label so they see your branding.
  • Name workspaces consistently (Acme — Outbound, Acme — Partnerships) so the dropdown stays readable at 20+ workspaces.
  • Sending schedules, reply categories and warm-up profiles are per workspace. Recreate them in each new workspace, or duplicate a workspace's settings from Settings → General → Copy settings from.

Troubleshooting

  • Invite email not received: check spam, then verify the address. Invites come from no-reply@outreachfox.com.
  • "Seat limit reached": your plan includes a fixed number of members. Upgrade in Settings → Billing or remove an inactive member.
  • Member cannot see a workspace: they were invited to a different workspace. Invite them again from inside the correct one.
  • Cannot change someone to Owner: ownership is transferred, not assigned. See "Transfer workspace ownership and move mailboxes between workspaces".

Related articles

  • Client access and white-label for agencies
  • Transfer workspace ownership and move mailboxes between workspaces
  • Security: two-factor authentication, sessions and audit logs
  • API keys and authentication
  • Upgrade or downgrade your plan

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Client access and white-label for agencies→Transfer workspace ownership and move mailboxes between workspaces→Security: two-factor authentication, sessions and audit logs→