Workspaces

What a workspace is #

A workspace holds services, a wallet and the people who may use them. Every
account starts with one Personal workspace, which is the default and cannot be
deleted. You can add a Business or an Education workspace when the services
belong to a company or a school rather than to you as a person.

Keeping them apart matters for three reasons:

• Money: each workspace has its own credit balance. A top-up in one does not
  fund the other.
• Documents: invoices and receipts carry the buyer details of the workspace
  that paid, so a company invoice does not end up under a private purchase.
• Legal regime: a business workspace accepts the Data Processing Agreement;
  a personal one does not.

The workspace you are working in is shown in the top bar, and at the top of the
sidebar on wide screens; on a phone, open the sidebar to reach it. Everything that
follows depends on it: the services list, the wallet, the invoices and the members.

Switching workspaces #

Select the workspace name, then choose another one from the list. The panel
reloads its data for that workspace. Your choice is remembered on this device, and
a membership the owner removes takes effect immediately.

Creating a workspace #

Open the workspace switcher and select Manage workspaces, then New
workspace. Pick the type, give it a name and confirm with Create workspace.
A new workspace starts with an empty wallet, no services and you as its owner.

A Business or Education workspace starts locked: company or student
verification has to be completed before the workspace opens, and the panel links
straight to it. An education workspace is always named Education, so a
workspace cannot pass itself off as a particular school; the institution is part of
the verification, not of the name.

Members and roles #

A business workspace you own can be shared. Open the workspace, go to Members
and select Invite member. The invitation needs an address that already has a
VoxiHost account, and the row appears immediately with an Invited pill until it
is accepted. Education workspaces are personal to one student and do not accept
invites.

Each member has a role and, on top of it, a set of capabilities. The role is a
starting point; the owner decides what the person can actually do.

Role	Baseline
Viewer	View support tickets
Member	View, open and reply to tickets
Billing	Wallet and invoices, plus support
Admin	Services, billing, members and settings, but not deleting the workspace
Owner	Everything, including deleting the workspace

Capabilities you can grant or withhold per member:

Capability	What it allows
Create services	Deploy new services in this workspace
Power	Start, stop and restart services
Destroy	Permanently delete services
View billing	See the wallet, payments and invoices
Add funds	Top up the workspace wallet
Request invoices	Ask for a VAT invoice
Request refunds	Ask for a service refund
Manage members	Invite, change roles and remove members
Edit settings	Rename, legal details and notification email
Delete workspace	Permanently remove the workspace
View tickets	Read support tickets in this workspace
Open tickets	Start a new support request
Reply and close	Answer, close and reopen tickets

The owner keeps every capability. A role never grants something the owner has
withheld, and withdrawing a capability takes effect for that person at once.

The workspace wallet #

Credits belong to the workspace, not to the person who added them. The
Billing page shows the balance of the active workspace; top-ups, bonus credits
and refunds land there. When you switch workspaces the balance changes with it.

Automatic renewals are charged to the wallet of the workspace that owns the
service, so a service never renews from another workspace's funds.

Company details #

A business workspace has a Company tab with the legal identity, the invoicing
address and the notification e-mail used for invoices and notices. The legal name,
the tax ID and the address are stored encrypted; workspace members who open the
tab see them, and our team sees them only as far as servicing your account
requires.

Keep them current: an invoice request copies the details stored at that moment,
and correcting them afterwards does not rewrite a document that was already
issued.

Rewards #

An education workspace has a Rewards tab with its bonus balance, the amount
earned this year, the monthly base and the date of the nearest expiry. Business
and personal workspaces have no Rewards tab; their bonus credits are listed in
Billing instead.

Bonus credits are separate from paid credits and can expire. When a charge is made
they are used before the paid ones, so a bonus does not sit unused until it lapses.

Danger zone #

The Danger zone tab removes the workspace. It refuses while the workspace
still has services (expired ones included), another member, an open invoice or
refund request, or a balance above zero. Deleting a workspace is permanent: its
members lose access, and its tickets and documents stay with the people who need
them for accounting and legal reasons.

The owner can also hand that permission to an admin. The Personal workspace never
appears in this tab.

Limits #

Every account holds one Personal workspace and up to five additional business or
education workspaces in total. Once you reach the limit, New workspace is no
longer offered and the panel tells you why.