# Workspaces, teams & roles

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

> For the complete documentation index, see [llms.txt](https://docs.conviapro.com/llms.txt).

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](https://docs.conviapro.com/docs/agencies-and-managed-accounts.md).
- 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](https://docs.conviapro.com/docs/plans-and-billing.md) 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](https://docs.conviapro.com/docs/approval-and-review.md).

## 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](https://docs.conviapro.com/docs/client-portal.md).
- **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](https://docs.conviapro.com/docs/guest-portal.md).

## Related

- [Approval & review](https://docs.conviapro.com/docs/approval-and-review.md): how the approval queue works for your team.
- [Client Portal](https://docs.conviapro.com/docs/client-portal.md): give clients their own view of the workspace.
- [Agencies & managed accounts](https://docs.conviapro.com/docs/agencies-and-managed-accounts.md): run many client workspaces.
- [Plans, trials & billing](https://docs.conviapro.com/docs/plans-and-billing.md): seats, role assignment and what each plan includes.

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Source: https://docs.conviapro.com/docs/workspaces-and-teams · Section: Getting started · Last updated: 2026-10-03