Workspace, members and roles

How workspaces, teams and members fit together, what each role may do, and how to invite and remove people.

A workspace is your company’s home in kanman. It holds your teams, your members, your integrations and your audit log. Most companies need one workspace.

How the pieces fit

Level What it is Example
Workspace Your organisation in kanman: members, integrations, billing, audit log acme
Team One AI team, bound to one tracker project and one or more repositories, with its own policy and budget payments-team
Story One piece of work, mirrored from your tracker, with acceptance criteria PAY-142
Run kanman working on one story, with attempts, gates and an evidence pack run-7f3k

The workspace appears in every app URL, for example app.kanman.ai/acme/teams/payments-team.

There is one kanman per workspace. It works in all of your teams and appears next to your members in activity, decisions and the audit log.

Roles

Role Can do
Owner Everything an admin can do, plus deleting teams and the workspace.
Admin Create teams, change team policies, budgets and settings, connect integrations, manage members, the provider key, API tokens, webhooks, runners and billing, open and export the audit log.
Member Work in all teams: submit requirements, approve or reject drafted stories, answer decisions, stop and retry runs, pin or retire conventions. Team settings are shown read-only.
Viewer Read-only access.

Answering decisions is deliberately open to members: the person closest to the work should be able to approve a plan or answer a question. Every answer is recorded in the audit log with the member’s name.

The Audit entry in the navigation is visible to everyone but disabled for members and viewers, with the hint “Only workspace admins can open the audit log”.

Workspace settings

Workspace settings live under Settings (/<workspace>/settings/<tab>), grouped in the sidebar:

Group Tab Path What you manage
Workspace General /settings/general Workspace name; the workspace URL is shown and cannot be changed
Workspace Members /settings/members Members and their roles
Workspace Appearance /settings/appearance Workspace look and feel
AI and billing AI providers /settings/ai Your own provider key, see What model providers see
AI and billing Billing /settings/billing Plans per team, invoices, see Plans and billing
AI and billing Runners /settings/runners Where runs execute, self-hosted runners
Integrations Git /settings/git GitHub and GitLab connections
Integrations Slack /settings/slack Slack workspace and team channels
Integrations Webhooks /settings/webhooks Outgoing webhooks
Integrations API /settings/api API tokens
Security Single sign-on /settings/sso Single sign-on
Security Audit retention /settings/audit How long audit entries are kept
Advanced Danger Zone /settings/advanced Deleting the workspace

All paths start with your workspace, for example app.kanman.ai/acme/settings/members. Press Ctrl+, (Cmd+, on Mac) to search all settings by name.

Inviting members

The person you add needs a kanman account. Ask them to sign up first.

  1. Open Settings > Members.
  2. Click Invite member.
  3. Enter their Email address and choose a Role (Admin, Member or Viewer).
  4. Click Send invite.
Members tab with the list of workspace members and their roles (Desktop) Members tab with the list of workspace members and their roles (Mobile)
Invite member form with email address and role (Desktop) Invite member form with email address and role (Mobile)

The person is added to the workspace right away and can open every team in it. Members are not billed: kanman is billed per AI team.

Changing a role

  1. Open Settings > Members.
  2. Open the menu next to the member.
  3. Choose Make admin, Make member or Make viewer.

Role changes take effect immediately. The owner’s role cannot be changed here.

Removing a member

  1. Open Settings > Members.
  2. Open the menu next to the member and choose Remove from workspace.
  3. Confirm with Remove.
Confirmation dialog for removing a member (Desktop) Confirmation dialog for removing a member (Mobile)

The member loses access immediately. Their past approvals and answers stay in the audit log with their name.

Transferring ownership

Coming in a later release

Transferring ownership in the app. Until then, write to [email protected] from the owner’s email address.

Several workspaces

You can belong to more than one workspace, for example if you are an agency working for several clients. Switch workspaces from the workspace menu in the header. Each workspace has its own teams, integrations, billing and audit log; nothing is shared between them.

Deleting a workspace

Only the owner can delete a workspace:

  1. Open Settings, Danger Zone (/<workspace>/settings/advanced).
  2. Click Delete workspace.
  3. Type the workspace’s name and click Delete workspace.

The app then switches to your next workspace. Admins and members see the Danger Zone without the button.

Caution

Deleting a workspace stops all work in every team, closes open decisions, revokes all API tokens, switches off webhooks and self-hosted runners and erases the stored model provider keys. The workspace disappears for every member. It cannot be undone in the app. Your tracker issues and pull requests are not affected. See Retention and deletion.

Last updated: January 1, 0001

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