📍Workspaces How-to Guide

Introduction

Team workspaces in Motion make it easy to collaborate, but sometimes you’ll need to manage who has access or close out spaces that are no longer in use. Motion keeps this simple: all members have the same level of access within a workspace, and workspace owners can invite or remove members at any time. If a workspace is no longer needed, you can archive it while preserving the ability to restore it later.

At a Glance

In this guide, you’ll learn:

• How to manage your team workspace permissions by inviting or removing members.

• How to update workspace templates to keep them accurate and aligned with your team’s needs

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Manage workspace permissions

How to Manage Your Team Workspace Permissions

Goal: Control who has access to your team’s workspace.

1. Go to the left sidebar and hover over your team workspace.

2. Click the gear icon ⚙️ to open Workspace Settings.

3. In the Members section, review the list of people in the workspace.

4. To invite a new member, click on Add member and enter their name or email in the text bar, and select it from the dropdown menu.

   1. If a team member appears greyed out, this is because the user has already been added to the workspace.

5. To remove a member, click the trash icon next to their name.

👉 Note: All workspace members have the same level of access in Motion. Removing someone will revoke their access to all projects and tasks in that workspace.

Update workspace template

How to Update a Workspace Template

1. Open Workspace Settings

   1. From the left-hand sidebar, hover over your workspace name.

   2. Click the gear icon ⚙️ to open Workspace Settings.

2. Navigate to Templates

   1. In the workspace settings menu, choose the tab that corresponds to what you want to update:

      1. Project Templates for project-level structures

      2. Task Templates for reusable task formats

3. Select a Template to Edit

   1. Find the template you want to update in the list.

   2. Click to open it.

4. Make Your Changes

   1. Adjust fields like the template name, stages, statuses, tasks, or other details as needed.

   2. Add or remove items to keep the template aligned with your team’s workflow.

5. Save Your Updates

   1. Once your edits are complete, click Save.

   2. The template will now be available in its updated form whenever you or your team create a new project or task.

Add members to a Workspace

Adding team members to a workspace allows everyone to collaborate on shared projects and tasks. This guide walks you through the requirements for adding members, how to invite them, and what happens after they join. This guide walks you through inviting team members to your workspace and explains the requirements for doing so.

Requirements for adding members

Before inviting someone to a workspace, make sure the following conditions are met:

1. Your account has a multi-seat subscription. You must have a plan that supports more than one user. If you are on a single-seat plan, you’ll need to upgrade before adding anyone.

2. A user must already exist in your Motion team account to be added to a workspace. Only users who are already part of your Motion account can be added to a workspace. If someone doesn’t appear in the Add member list, it means they haven’t been invited to your account yet.

3. You have access to workspace settings. Anyone who can open workspace settings can add members. There are no special roles or restrictions for inviting someone into a workspace.

Note: If you're currently in a single-seat subscription, you'll need to upgrade your plan before adding new members.

How to add a member to your workspace

Follow these steps to invite someone into a workspace:

1. Open Motion settings. Click the ⚙️ icon in the top-left corner of Motion. This opens the main settings panel for your account and workspaces.

2. Locate your workspace. In the left sidebar, scroll until you see the section labeled with your workspace name. Click it to open workspace-specific settings.

3. Under the Overview tab. Inside workspace settings, go to the Members section. You’ll see a list of all people who currently belong to the workspace.

4. Begin adding a new member. Click Add member. A dropdown will appear showing the people who already belong to your Motion account but are not yet part of this workspace.

5. Select the person you want to add. Choose a user from the dropdown list. Once selected, they are added immediately and will appear in the members list for that workspace.

   1. If a user appears greyed out, they are already part of the workspace.

   2. If a user does not appear at all, they have not been added to your Motion account yet.

6. Confirm access. After you add them, the user now has full visibility into all projects, tasks, and documents within that workspace. No additional permissions need to be set.

What happens after adding a member

Once a user is added:

• They gain immediate access to all projects, tasks, docs, and calendars within that workspace.

• All workspace members share the same level of access; Motion does not support role differentiation within a workspace (such as viewer or editor roles).

• They can begin creating, editing, and collaborating on tasks right away.

• You can remove them at any time by selecting the trash 🗑️ icon next to their name in the Members section.

Removing a member only removes their workspace access. It does not delete the user from your Motion account or affect other workspaces they belong to.

Conclusion

Adding team members to your Motion workspace is a simple way to expand collaboration. By ensuring you have a multi-seat subscription and that team members are already part of your Motion account, you can quickly build out your team and start working together seamlessly.