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Workspace

Overview​

Votars' team management feature allows you to efficiently organize and manage your team members. By setting up a Workspace, team members can share files and collaborate seamlessly. When more than one member is included in a Workspace, a subscription to the Business or Enterprise version is required, and the billing is handled by the Workspace owner.

Key Features​

Workspace Structure​

  • Workspace: A top-level structure that includes multiple members. All members within a Workspace can share files and collaborate.

Adding Members​

  • In the Workspace settings, select "Add Members."
  • Enter the email address of the member you wish to invite.
  • Send the invitation. Once accepted, the member will be added to the Workspace.
  • Note: A subscription to the Business or Enterprise version is needed when including more than one member in a Workspace.

Removing Members​

  • In the Workspace member list, locate the member you want to remove.
  • Click the remove option next to the member.
  • Confirm the removal. The member will no longer have access to the Workspace's files and projects.

Permission Management​

  • Member Roles:
    • Assign roles to members (e.g., Admin, Member).
    • Admins have the ability to add/remove members and set permissions.
    • Members can access and edit shared files but cannot manage team configurations.
  • File Permissions:
    • Set file access permissions (view, edit, download, full access) for different members.
    • Permissions can be set at the file or folder level to ensure security and collaboration efficiency.

Subscription and Billing​

  • Subscription Plans:

    • A subscription to the Business or Enterprise version is required when more than one member is included in a Workspace.
    • Business Version: Designed for small to medium-sized teams, providing basic sharing and collaboration features.
    • Enterprise Version: Designed for large enterprises, offering advanced features and support.

  • Billing:

    • Billing is managed by the Workspace owner.
    • Invoices are generated at the end of each monthly billing cycle, covering the subscription fees for that month.
    • Billing and payment options can be viewed and managed in the Workspace settings.

Business Version​

  • Seat Addition/Removal Billing Rules:

    • Adding or removing members within a month won't trigger an immediate charge.
    • Next month's invoice will include fees for any seats added during the current month.
    • The additional fee is calculated as: Actual peak number of seats during the month minus the pre-paid number of seats.

Enterprise Version​

  • Postpaid:

    • Charges are based on actual usage at the end of each month.
    • For seats that were not occupied for a full month (whether added or removed), charges are calculated based on the actual number of days the account was active.

File Sharing and Collaboration​

  • Shared Files:
    • Members within the same Workspace can view and edit shared files and folders.
    • Real-time collaboration is supported, allowing team members to edit files simultaneously.
  • Comments and Discussions:
    • Files support comments and discussions, enabling team members to leave remarks or discuss with others.

How-to Guide​

  1. Create a Workspace:
    • After logging in to Votars, select "Create Workspace" from the Team Management menu.
    • Set the Workspace name and configure initial settings.
  2. Add Members:
    • Go to the Workspace settings and select "Add Members."
    • Enter the members' email addresses, send invitations, and wait for them to accept.
    • Ensure the Workspace has a Business or Enterprise subscription for additional members.
  3. Manage Members:
    • Go to the Workspace member list, assign roles, and set file permissions for members.
    • For members who need to be removed, click the remove option next to their name and confirm the removal.
  4. Manage Subscription and Billing:
    • Go to the billing and payment options in the Workspace settings.
    • View the current subscription plan and billing history, update payment details, or change the subscription plan.

These team management features simplify the management and collaboration of team members, ensuring that all team members can work efficiently within a single Workspace while sharing resources.