Workspaces Overview

Workspaces are the foundation of organization in Waflow. They provide isolated environments where you can manage contacts, templates, campaigns, and team members independently. This guide explains the workspace concept and helps you decide how to structure your Waflow account.

What is a Workspace?

A workspace is a self-contained environment within your Waflow account. Each workspace has its own:

• Contacts - Separate contact databases
• Templates - Independent message templates
• Campaigns - Isolated campaign history
• Team members - Dedicated access control
• WhatsApp numbers - Assigned phone numbers
• Analytics - Workspace-specific reporting
• Settings - Custom configurations

Think of workspaces as separate "accounts within your account." Data in one workspace is completely isolated from other workspaces.

Why Use Multiple Workspaces?

There are several scenarios where multiple workspaces make sense:

Managing Multiple Brands

If you operate multiple brands or businesses, each can have its own workspace:

Waflow Account
├── Workspace: "Acme Retail"
│   ├── Contacts: 50,000
│   ├── WhatsApp: +1-555-ACME
│   └── Team: 5 members
│
├── Workspace: "Acme Enterprise"
│   ├── Contacts: 10,000
│   ├── WhatsApp: +1-555-B2B
│   └── Team: 3 members
│
└── Workspace: "Acme Support"
    ├── Contacts: 100,000
    ├── WhatsApp: +1-555-HELP
    └── Team: 10 members

Each brand maintains separate contacts, templates, and messaging strategies.

Agency/Client Management

Marketing agencies can create workspaces for each client:

Agency Account
├── Workspace: "Client A - E-commerce"
├── Workspace: "Client B - SaaS"
├── Workspace: "Client C - Healthcare"
└── Workspace: "Client D - Real Estate"

Benefits for agencies:

• Client data remains isolated
• Assign specific team members to each client
• Generate client-specific reports
• Different billing allocations

Department Separation

Large organizations can separate by department:

Each department manages their own messaging without interfering with others.

Geographic Regions

For businesses operating in multiple countries:

• Workspace: India - +91 number, Hindi templates
• Workspace: USA - +1 number, English templates
• Workspace: UAE - +971 number, Arabic templates

This allows region-specific messaging strategies and compliance.

Workspace Isolation

Workspaces are completely isolated from each other:

Note: While data is isolated, billing is shared at the account level. All workspaces contribute to your overall usage.

Single vs. Multiple Workspaces

When to Use a Single Workspace

A single workspace is sufficient when:

• You have one business or brand
• Your team shares the same contact database
• You don't need to separate access by role
• Your messaging is centralized

Example: A small e-commerce business with one WhatsApp number and a marketing team that handles all messaging.

When to Use Multiple Workspaces

Multiple workspaces are beneficial when:

• You manage multiple brands or clients
• Different teams need separate contact lists
• You want role-based data isolation
• You need separate analytics per brand/client
• You operate in multiple regions with different strategies

Example: A marketing agency managing WhatsApp campaigns for multiple clients, each requiring separate data and access.

Workspace Limits

Depending on your Waflow plan:

Contact sales for custom workspace requirements.

Account Structure

Here's how Waflow's hierarchy works:

Account (Top Level)
│
├── User (You) - Can access multiple workspaces
│
├── Workspace 1
│   ├── Owner: [email protected]
│   ├── Admins: [email protected]
│   ├── Members: [email protected], [email protected]
│   ├── WhatsApp Numbers: +1-555-1234
│   ├── Contacts: [Contact Database]
│   ├── Templates: [Template Library]
│   └── Campaigns: [Campaign History]
│
├── Workspace 2
│   ├── Owner: [email protected]
│   ├── Admins: [email protected]
│   ├── Members: [email protected]
│   ├── WhatsApp Numbers: +1-555-5678
│   ├── Contacts: [Separate Database]
│   ├── Templates: [Separate Library]
│   └── Campaigns: [Separate History]
│
└── Billing (Account Level)
    ├── Subscription: Business Plan
    ├── Message Credits: 50,000
    └── Payment Method: Credit Card

Key points:

• One user can be a member of multiple workspaces
• Each workspace has one owner
• Billing is centralized at the account level
• Workspace data is completely separate

Switching Between Workspaces

To switch workspaces in Waflow:

1. Click the workspace name in the top-left corner
2. Select a different workspace from the dropdown
3. The interface updates to show that workspace's data

Or use the keyboard shortcut: Cmd/Ctrl + K and type the workspace name.

Workspace Roles

Each workspace has three roles:

See Team Management for detailed permission information.

Best Practices

Naming Conventions

Use clear, consistent names:

• Good: "Acme Retail - Marketing," "Acme Retail - Support"
• Bad: "Workspace 1," "Test," "New"

WhatsApp Number Assignment

• Assign each WhatsApp number to one workspace
• Avoid sharing numbers across workspaces (causes confusion)
• Match numbers to brand/use case (e.g., support line vs. marketing)

Contact Management

• Keep contacts in the workspace where they're most relevant
• Use tags within a workspace rather than creating separate workspaces for segments
• Export/import contacts if you need to move them between workspaces

Team Access

• Give team members access only to workspaces they need
• Use the principle of least privilege
• Regularly audit workspace membership

Common Questions

Can I move data between workspaces?

Data cannot be directly moved. You can:

1. Export contacts from Workspace A as CSV
2. Import them into Workspace B
3. Recreate templates manually

Templates and campaigns cannot be exported/imported.

Can a contact exist in multiple workspaces?

Yes. The same phone number can exist as a contact in multiple workspaces. They're treated as separate contacts with independent histories.

What happens if I delete a workspace?

Deleting a workspace permanently removes:

• All contacts
• All templates
• All campaign history
• All analytics data

This action cannot be undone. The owner must confirm deletion.

Can I merge workspaces?

Workspaces cannot be merged directly. You would need to:

1. Export contacts from both workspaces
2. Create a new workspace
3. Import combined contacts
4. Recreate templates and campaigns

Who can create workspaces?

Any user with account-level permissions can create workspaces (subject to plan limits). Workspace creation requires a paid subscription.

Next Steps

Ready to set up your workspaces?

• Create a Workspace - Step-by-step guide
• Team Management - Add team members
• Contact Management - Organize your audience