Understanding Workspaces

Workspaces in zzTakeoff are the foundation for how your team organizes projects, collaborates, and manages access. A workspace acts as a shared environment where users can create projects, upload plans, perform takeoffs, and work together in real time.

Each workspace represents a company, department, or team, allowing you to keep projects organized and control who has access to what.

What is a Workspace?

A workspace is a central hub where your projects and team members live. It allows you to:

• Store and manage projects in one location
• Collaborate with team members
• Share projects with internal or external users
• Control access and permissions
• Keep takeoffs and reports organized
• Separate company work from shared or external workspaces

Think of a workspace as your company’s home base inside zzTakeoff.

Workspace vs Shared Workspace

Your Workspace

This is the workspace created for your organization.

You can:

• Create and manage projects
• Invite team members
• Upload plans and perform takeoffs
• Control sharing and permissions
• Manage project organization

This is where your primary work should be done.

Shared Workspaces

Shared workspaces are workspaces owned by other organizations that have shared projects with you.

You can:

• Access shared projects
• View plans and takeoffs
• Collaborate on shared work
• Generate reports (if permitted)

You cannot:

• Manage the workspace
• Control permissions
• Edit projects unless access is granted

Shared workspaces allow collaboration between contractors, estimators, and partners without moving files outside the platform.

Why Workspaces Matter

Workspaces help ensure:

• Projects stay organized
• Teams collaborate efficiently
• Permissions are controlled
• Data remains secure
• Everyone works from the same plans and takeoffs

This structure reduces confusion and prevents files or takeoffs from being lost or duplicated.

Best Practices

Keep Your Projects in Your Workspace

Always create new projects in your own workspace unless you are working directly with another organization.

Use Shared Workspaces for Collaboration

When working with general contractors, subcontractors, or partners, use shared workspaces to collaborate without losing control of your internal projects.

Invite the Right Team Members

Only add users who need access to maintain security and organization.

Organize Projects Clearly

Use folders and project information to keep your workspace structured and easy to navigate.