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Workspaces, teams & roles

Keep shows, brands and clients in separate workspaces, switch between them, invite teammates and choose what each role can do.

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A workspace holds one show, brand or client in Convia Pro, with its own Brand Brain, content, social channels, settings and team. This page explains how workspaces work, how to switch between them, how to invite teammates, and what each role can do.

How workspaces work

  • Each workspace has its own brand settings, content, connected social accounts, settings and members. Content doesn't mix between workspaces.
  • You get your first workspace when you sign up, and guided setup runs the first time an owner or manager opens it.
  • You can't create another workspace yourself. If you need one for another show, the workspace switcher says Need another show? Contact your workspace admin. Agencies that run several client workspaces should read Agencies & managed accounts.
  • A guest on someone else's show can create their own workspace from the Guest Portal. It goes through the same guided setup and plan choice as any other signup.

Switch between workspaces

  1. Click your show's name at the top of the page. It has a down arrow when you belong to more than one workspace.
  2. Pick a workspace from the list, which is sorted alphabetically.
  3. Convia opens that workspace's Dashboard, with its own content and settings.

Each browser tab keeps its own workspace. Refreshing a tab keeps it on the workspace it was showing, and a new tab opens on the workspace you picked most recently. So you can work in two workspaces side by side in two tabs, and anything you save stays in the workspace it belongs to. The launcher button at the bottom left shows the current workspace and the email you're signed in with.

Roles at a glance

Every member of a workspace has one of four roles:

Role In short
Owner Full control over the workspace
Manager Everything an owner can do day to day: settings, members, approvals and publishing
Contributor Creates and edits content, and submits it for approval when the workspace requires it
Viewer Sees everything in the workspace and changes nothing

Contributor was previously called Member, and clients hold Contributor too. If you see "Member" anywhere, it means Contributor.

What each role can do

Action Owner Manager Contributor Viewer
See episodes, posts, campaigns and analytics Yes Yes Yes Yes
Create and edit content, and use AI features Yes Yes Yes No
Use Tags & Hashtags and Text Snippets Yes Yes Yes View only
Approve or return posts in the approval queue Yes Yes No No
Schedule or publish when approval is required Yes Yes Submits for approval No
Open workspace settings, Voice & Tone, AI Prompts and Social Channels Yes Yes No No
Connect social accounts and integrations Yes Yes No No
Invite members and change roles Yes Yes No No
Open Billing and buy add-ons or credits Yes Yes No No
Run guided setup, Content Automations and bulk clip scheduling Yes Yes No No
Edit host profiles and email guests on the show's behalf Yes Yes No No

A few more details:

  • Receipts, trial reminders and payment failure notices go to every workspace owner.
  • The Owner role can't be given from the Members page or the invite form.
  • Anyone without write access sees a notice at the top of the app: View-only access. You can browse everything in this workspace, including episodes, posts and analytics. Making changes needs a contributor or manager role, which a workspace manager can grant.
  • Controls a role can't use are hidden rather than shown and refused, so a viewer doesn't see the New button, and contributors don't see settings pages in the menu.

Invite a teammate

  1. Open Settings → Members. The page shows your plan's seat limit.
  2. Click Invite Member.
  3. Enter the Email Address, choose the Workspace and pick a Workspace Role. A short description of the role appears below the picker.
  4. Click Send Invitation.

You should see Invitation Sent. The invitation appears under Pending Invitations with its status and expiry date. If it expires, or the person can't find the email, use Resend Invitation.

When the person opens the link, Convia shows a sign-in form if their email already has an account, or a sign-up form if it doesn't. New users agree to the Terms of Service as they sign up. Once they're in, the workspace appears in their workspace switcher straight away.

Seat limits and role choices on your plan

  • When you reach your plan's seat limit, the Invite Member button is disabled with the message You've reached the maximum number of members of this workspace. Upgrade your plan to add more seats.
  • On plans that don't include role assignment, the role picker is locked and the invite form says Your plan adds new members as Workspace Managers. Upgrade to the Professional plan or higher to assign roles. Existing members show their role as a locked badge.

See Plans, trials & billing for what each plan includes.

Change a role or remove someone

  1. Open Settings → Members.
  2. To change a role, pick Manager, Contributor or Viewer from the member's role menu. The change takes effect everywhere at once, across publishing, guest emails and workspace settings.
  3. To remove someone, click the trash icon on their row, then click Remove in the Remove Member dialog.

Owners can't be changed or removed from this list.

Roles and approvals

When a manager turns on Require approval for social posts in Settings → Publishing, social posts must be approved before they schedule or publish. Contributors submit posts, and owners and managers approve, return or flag them in the Approval Queue. Anyone on the team can flag a post for review. Articles go through review too, but approval never blocks them from publishing. See Approval & review.

Clients and guests

  • Clients you invite to the Client Portal hold the Contributor role. Their portal access follows their client record, so you can give a client normal workspace access without losing their portal. See Client Portal.
  • Guests on your show aren't workspace members. They use the Guest Portal to see their appearances, download media and update their profile. See Guest Portal.