Workspaces and members

A workspace is one brand with its own accounts, calendar, media, brand voice and members.

Several brands

Add a workspace from the switcher at the top left. Your plan decides how many you can have. Nothing is shared between workspaces, which is the point: a post can never reach the wrong brand.

Owners and editors of two or more workspaces find All workspaces in the workspace list: every workspace's day on one page. See All workspaces on one page.

To start a new brand with the voice, automations and emails of one you already run, copy that workspace or save it as a template. Only the setup comes along, switched off: never the accounts, contacts or media. How it works: Workspace templates and copies.

Roles

Owner manages members, connected accounts and settings. Editor plans, writes and publishes. Viewer can look but not change anything.

A viewer sees your posts, the calendar, emails, landing pages, automations and your results, numbers included. A viewer does not see the people behind them:

1. No Inbox and no Contacts. The menu leaves them out.
2. No comments, messages or email addresses.
3. No names in bookings, sales, imports or the top list of Share with a friend.

Bo follows the same rule for a viewer, and a viewer sees only the Bo chats they started. Owners and editors see everything. To let someone read your contacts and messages, make them an Editor.

A workspace can have several owners, but the person who created it holds its plan and billing. Other owners cannot remove that person or change their role. To hand a workspace to someone else, ask us at hello [at] postfjord.com.

When you remove an owner, or make them an editor or viewer, the API keys they created stop working at once. Claude, Muse or any other app that used those keys needs a new key.

Removing someone

Under Settings, Members, press Remove next to the person. Postfjord asks you to sign in again if you last did it more than 10 minutes ago. When someone leaves:

1. Their API keys, invitations nobody has opened yet and client review links stop working.
2. The calendar feed gets a new address. Copy it under Settings, Apps, Calendar feed.
3. An ad account they connected with their own login is disconnected. Ads that are running are paused first, and the ad says why. Connect the ad account again with your own login to go on.
4. Client portal links and team alerts keep working, since they are for your clients and your team. If the person was an owner, each portal link they could copy is marked under Settings, Client portal, and alerts they connected say so under Settings, Apps. Turn off what they should no longer see.

The same happens in every workspace when someone deletes their account.

When someone becomes an owner, or stops being one, Postfjord emails that person and every other owner. The email says who made the change. If nobody on your team did it, open Settings, Members, change the role back and write to hello [at] postfjord.com. These emails are always sent.

If you ask Postfjord support for help, someone from the team may join your workspace as an owner to look. Each owner gets an email when that happens. Support takes no seat on your plan, and you can remove them under Settings, Members.

Inviting people

Under Settings → Members, enter an email address, pick a role and press Send invitation. Postfjord emails the person a link to join, valid for 14 days; they sign up or sign in with it and land in the workspace. You can also copy the link and send it yourself. Resend emails a new link (the old one stops working) and Revoke cancels the invitation. A workspace can send 30 invitation emails a day, new ones and Resend together. A suspended workspace sends none.

To join, the person needs a confirmed email address, so nobody can take a seat with an address that is not theirs. Someone who signs up with Google is confirmed at once. Someone who signs up with a password gets our confirmation email first: they press Confirm my email, and the invitation takes them into the workspace.

Paused by your plan

When the workspace moves to a plan with room for fewer people, the person who owns it always keeps their place. After a transfer of ownership, the previous owner does too. Then come other owners, then everyone else in the order they joined, up to the new number. The others are paused, and their role cannot be changed until they are back. Support from Postfjord never counts.

• A paused person sees a calm page instead of the workspace, which says why and who to ask. They cannot open anything in it, their API keys and connected AI apps stop working, and they get no emails about it. Nothing of theirs is deleted, and their other workspaces work as usual.
• The calendar feed gets a new address, as when someone is removed, since a paused person may have copied the old one. Copy the new address under Settings, Apps, Calendar feed and add it to your calendar app again.
• Owners see the paused people under Settings, Members, each with a line, and a notice with what to do.
• Invitations that were sent before cannot be accepted while the workspace is full. Revoke them, or let them run out after 14 days.

Upgrade under Account, or remove someone, and the paused person who joined first is back by themselves.

Deleting

Owners can delete a workspace under Settings → General. It removes posts, media, messages and connected accounts permanently. You can also delete your whole account under Account, also after your last workspace is gone.

Suspended workspaces

Postfjord can suspend a workspace that breaks the terms, for example by sending spam, or when a platform or the law requires it. Everyone in a suspended workspace sees a red notice at the top of the app.

While a workspace is suspended, nothing leaves it:

• Nothing is published. Scheduled posts move to Posts → Drafts and keep their time. A photo or video one of them uses cannot be deleted from Media until the suspension is lifted. Publish now and Retry are refused. New posts can be written as drafts but not scheduled.
• No messages are sent. No replies from the inbox, no automations and no replies to comments. Messages and comments people send still arrive in the inbox, so nothing is lost, and someone who writes STOP is still opted out.
• No notifications go to phones about new messages or posts.
• No team alerts go to Slack or Discord, and no webhook address can be saved or tested.
• No email goes to contacts, and contacts are not synced to Mailchimp. A scheduled email whose time comes during the suspension moves back to a draft, so it never goes out late. Links in emails you already sent stop working, and your sign-up forms say they are closed.
• Review links for clients stop working until the suspension is lifted.
• The API and the MCP server answer with an error, and no new API keys can be created.
• No accounts can be connected or reconnected, and automations cannot be switched on.
• Analytics gets no new numbers from the platforms. The nightly update skips the workspace and Refresh says it is suspended. The numbers you already have stay.

Members can still sign in, read everything, edit drafts and automations, throw a proposed week plan away, export contacts, delete posts, automations and the workspace, and manage billing.

When the suspension is lifted, everything starts again. Posts that were scheduled go back into the queue at the time they had, as long as that time is still ahead. A post you edit while you wait stays a draft, and so does one whose time passed during the suspension, so nothing goes out late or all at once: find them under Posts → Drafts and schedule them again. Automation steps that were due during the suspension are skipped.

To stop sending yourself for a while, for example after bad news, an owner can use Pause everything under Settings → General.

FAQ