Understanding Shared Workspaces & Managing Shared Access

Shared workspaces in zzTakeoff allow teams to collaborate efficiently by giving multiple users access to the same projects, files, and tools in one centralized environment. This ensures everyone stays aligned, reduces duplicate work, and improves communication across teams.

This article explains how shared workspaces work and how to manage access for team members.

What is a Shared Workspace?

A shared workspace is a collaborative environment where multiple users can access and work on the same projects.

Within a shared workspace, team members can:

• Access shared projects
• Collaborate on takeoffs
• View project updates
• Manage files and folders
• Work together in real time
• Maintain consistent project data

Shared workspaces are commonly used by:

• Estimating teams
• Project managers
• Contractors and subcontractors
• Internal departments
• External collaborators

Benefits of Shared Workspaces

Using shared workspaces helps teams:

• Improve collaboration across departments
• Keep project data organized in one location
• Reduce communication gaps
• Maintain version control
• Control access to sensitive information
• Ensure team members work with the latest project data

How Shared Access Works

Workspace owners and administrators control who can access the workspace and what they can do inside it.

Access is managed through roles and permissions, which determine:

• Who can view projects
• Who can edit takeoffs
• Who can create or delete projects
• Who can invite new users
• Who can manage workspace settings

This helps keep projects secure while still allowing collaboration.

Managing Shared Access

Workspace owners and administrators can manage access by inviting users and assigning roles.

Steps to Manage Shared Access

1. Go to Workspace Settings
2. Select Members
3. Click Invite Member
4. Enter the user's email address
5. Assign a role
6. Click Send Invitation

The invited user will receive access to the shared workspace once they accept the invitation.

Changing User Permissions

Permissions can be updated at any time.

To change a user's role:

1. Open Workspace Settings
2. Go to Members
3. Find the user
4. Select a new role from the dropdown
5. Save changes

The new permissions take effect immediately.

Removing Shared Access

If a user no longer needs access, they can be removed from the workspace.

To remove a user:

1. Go to Workspace Settings
2. Select Members
3. Find the user
4. Click Remove
5. Confirm removal

The user will immediately lose access to all workspace projects and files.

Best Practices for Managing Shared Workspaces

• Assign roles carefully to protect project data
• Give admin access only to trusted users
• Remove inactive users regularly
• Use shared workspaces for team collaboration
• Keep private projects in personal workspaces
• Review workspace members periodically