Workspaces and projects

Everything in Brainitive lives in a workspace (your team or company), and inside it in projects (one per product, client or initiative). This page shows how to set both up and who can do what.

How content is organized

Workspace  (team, members, settings)
└── Project  (members, labels, issue types, fields)
    ├── Boards, Lists, Plans
    ├── Pages (docs), Whiteboards, Folders
    └── Helpdesks, Lead forms

Bookmarks and Snippets belong to the workspace, not to a project.

Workspaces

Create a workspace

1. Open the workspace switcher at the top of the sidebar and choose Create workspace (or click New Workspace on the Workspaces page).
2. Enter a Workspace Name and, optionally, a description.
3. Click Create Workspace.

You become the workspace's owner and an admin. There's no special personal workspace: if you want a space just for yourself, create a workspace and don't invite anyone.

Switch workspaces

Click the workspace name at the top of the sidebar. The menu lists your workspaces, All Workspaces and Create workspace. You can also press ⌘K / Ctrl+K and type "Switch workspace".

Invite people

Workspace admins invite members:

1. Open your avatar → Workspace settings → Members.
2. Click Invite Members.
3. Enter the Email Address, pick a Role and click Send Invite.

What happens next depends on the person:

• They already have an account on this Brainitive: they're added right away.
• They don't have an account yet: Brainitive asks Send invitation?. Confirm with Send invitation. They get an email with a link that is valid for 30 days, and they join once they've signed up and verified their email address.

Pending invitations are listed under Pending invitations with their role and expiry date. Cancel invite makes the link stop working.

TIP

Invited people can sign up even when the installation is otherwise invite-only.

Change a role or remove a member

In Workspace settings → Members, use the role menu next to a person to change their role, or the remove button to take them out of the workspace. Removed members lose access to all of its projects and boards. The owner always stays.

Roles and permissions

Brainitive has roles on two levels: the workspace and each project.

Workspace roles

Role	What it allows
Owner	Everything an admin can do, plus deleting the workspace. One per workspace.
Admin	Change workspace settings; invite and remove members and change roles; open every project; create and delete projects; billing rates, Insights and webhooks.
Editor	Create new projects.
Member	Be part of the workspace; see the projects you're added to.
Viewer	Be part of the workspace; see the projects you're added to.

Projects are private by default

Apart from workspace admins, people only see a project once they're added to it. What they can do inside a project depends on their project role, not their workspace role.

Project roles

Add people to a project in Project settings → Members → Add workspace member, then choose their role:

	Viewer	Editor	Admin
Open the project and read everything	✓	✓	✓
Comment on issues	✓	✓	✓
Create and edit issues, boards, docs, whiteboards, lists and plans		✓	✓
Delete issues they created		✓	✓
Delete any issue, board, list or plan			✓
Project settings, members and automations			✓

Workspace admins have admin rights in every project. Whoever creates a project becomes its admin.

Unpublished draft docs are visible only to their author and admins, whatever the role. See Docs.

Projects

Create a project

1. Click New project on the workspace page or Create project in the sidebar, or press ⌘K and choose Create Project.
2. Pick a template from the gallery, or start blank. Templates are grouped by category (Software, Marketing, Agency & clients, HR & people, Sales, Operations & finance, Personal & team). Open one to see exactly what you get: workflow, issue types, fields, labels, starter issues, docs, checklists and plans.
3. Enter a name. For templates, choose a start date (due dates and plan bars move with it) and leave out parts you don't need.
4. Create the project.

You need to be a workspace admin or editor to create projects. Templates saved by your team show up under Your workspace.

The project key

Every project has a short key, for example WEB. Issues are numbered with it: WEB-1, WEB-2 … You set it when you create the project and can change it in Project settings → General.

The project page

Click a project in the sidebar to open its overview: members and quick links on top, then Pinned, Recently updated, Work (boards, lists, plans), Docs (pages and whiteboards), Customer-facing (helpdesks, lead forms) and Tools (for example Automations).

Add content to a project

Click Add content under the project in the sidebar and choose:

Type	Use it for
Board	Issues on a Kanban or Scrum board. Boards and issues
List	Simple to-do lists with due dates and reminders. Task lists
Plan	A Gantt timeline. Plans
Page	A document or wiki page. Docs
Whiteboard	Drawing and diagrams. Whiteboards
Folder	Grouping pages and whiteboards
Helpdesk	Customer support tickets
Lead form	A public form whose answers land on a board

Project settings

Project admins open the settings with the gear on the project page. Tabs:

Tab	What's there
General	Icon, Project name, Project key, Client (for billing), color, description; Save as template (workspace admins) and Export project
Labels	The labels you can put on issues
Item types	Issue types such as Task, Bug, Story, Epic, Subtask; switch default types off or add your own with an icon
Fields	Custom fields for issues: text, number, date, yes/no checkbox or a list of options
Members	Who can open the project and with which role
Integrations	Connect GitHub. GitHub integration
Danger zone	Move the project to another workspace, or delete it

Move to another workspace takes everything along: boards and issues, docs, whiteboards, plans, task lists, helpdesks, labels and issue types. You need to be an admin of both workspaces, and the other workspace must not already use the project key.

Workspace settings

Workspace admins open your avatar → Workspace settings. The tabs on the left:

Tab	What's there
General	Name, website, description, industry, company size; Regional Settings (timezone, language, currency); social links
Branding	Brand colors. Upload a logo by clicking the round workspace picture at the top.
Members	Team members, roles, invitations (see above)
AI	Connect your own AI provider for the writing helpers in docs and issues
Legal	Your organisation's legal name, privacy policy and imprint links, shown on your public pages
Webhooks	Send events to your own systems
Danger zone	Delete this workspace (owner only, can't be undone)

Customize your sidebar

Choose your avatar → Customize sidebar to hide entries you don't use, choose which groups each project shows, and pin the boards, lists and docs you open every day. Hidden entries are still reachable with ⌘K.

• Pinned items show at the top of the project, above everything else. Pinning doesn't hide the rest; turn on Show only pinned if you want just your pins.
• Reorder pins by dragging them in the sidebar's Pinned group, or with Move up / Move down in Customize sidebar. The project page uses the same order.
• Project tools: Health, Workload and Releases have their own entries in the project sidebar. Show or hide each one under Customize sidebar → Project tools.