Workspaces
A workspace is a separate space for a company, a client or a project — with its own lists, members, roles, teams and calendar.
Personal and workspaces
The switcher in the sidebar lets you move between Personal — always there, only yours — and the workspaces you created or joined. The lists, list analytics and Workspace Calendar shown are those of the selected space. Habits, the focus timer and your global Calendar stay personal.
Creating a workspace
- 1
Open the switcher
Click the workspace switcher in the sidebar and choose to create a workspace.
- 2
Name it
Give it a name, an icon and a colour. You can invite people right away or later.
- 3
You are the owner
The workspace is selected and you can start creating lists and inviting members.
Plans
Plus includes 3 workspaces with up to 3 members each; Pro is unlimited. Your Personal space never counts.
Members and invitations
Open Members under the workspace in the sidebar. Owners and admins invite people by the email of their Flowline account and choose their role.
| Option | Description |
|---|---|
| Pending invitations | Listed under the members, with who invited them and when. Owners and admins can cancel one. Accepted invitations turn into members; declined or expired ones disappear. |
| Joining | The invited person accepts or declines from their notifications. |
| Nickname | Each member can set the name shown inside this workspace; the owner can edit anyone’s. |
| Role & removal | Owners and admins change roles and remove members (admins can’t touch the owner). |
Roles
| Option | Description |
|---|---|
| Owner | Everything, including deleting the workspace. |
| Admin | Everything except deleting the workspace or changing the owner. |
| Editor | Creates and edits lists, tasks and calendar content. Cannot manage members, settings or teams, permanently delete tasks, or delete calendar categories. |
| Viewer | Read-only everywhere in the workspace. |
Custom roles
The Roles card on the Members page lists the four default roles — open one to see what it allows — and the workspace's custom roles. Owners and admins can create custom roles there, then give them to members. Each custom role picks its permissions:
| Option | Description |
|---|---|
| Manage workspace settings | Rename it, change its icon or colour. |
| Manage members | Invite and remove members, change their role. |
| Manage lists | Create lists directly in the workspace. |
| Manage calendar | Create events and categories in the workspace. |
| Manage teams | Create teams. |
| Permanently delete tasks | Empty the trash for good. |
| Delete calendar categories | Delete a category and its events. |
Lists in a workspace
| Option | Description |
|---|---|
| Private until shared | A list you create is only visible to you — even to the owner — until you add members to it. |
| Shared lists | Visible to their members. The workspace owner and admins can manage every shared list. |
| Adding members | Add workspace members directly — no invitation. They start as editors (readers for viewers). |
| Editor or reader | Switch a member between editor and reader from the members panel. Viewers always stay readers; owner and admins always have full access. |
| Team lists | Lists created in a team are visible to that team’s members — see Teams. |
Calendar and teams
Each workspace has its Workspace Calendar — your agenda there, team calendars and the meeting scheduler. You can also organize members into teams — 3 in total on Plus, unlimited on Pro.
Settings, deletion and leaving
Rename a workspace from the switcher — the owner, admins, or a custom role allowed to manage the workspace can do it. Only the owner can delete it: this removes it with its content — lists, tasks, comments, calendar events and categories — for every member, and cannot be undone.
Any other member can leave the workspace from the switcher's menu. They lose access to it, along with their place in its lists and teams; to come back, someone has to invite them again. The owner can't leave their own workspace.
After a downgrade
If you move to a plan with fewer workspaces or members, Flowline asks which ones to keep. The others are archived — not deleted — and come back when you have room again.
Plans & billing — downgrades