Workspaces

Overview

Workspaces let teams organize projects and manage access in one place. Instead of sharing individual projects one by one, you create a workspace, invite your team, and every project inside the workspace is automatically accessible to all members.

Key characteristics of workspaces:

• Centralized access — all projects in a workspace are visible to all workspace members. No per-project sharing configuration is needed.
• Role-based permissions — each member is assigned a role (Owner, Admin, or Member) that determines what they can do.
• Seat-based billing — workspaces require a Team plan at $12/seat/month. Each member occupies one seat.

Workspaces are ideal for engineering teams, agencies, or any group that needs shared access to multiple database diagrams without managing permissions on every project individually.

Creating a Workspace

To create a new workspace:

1. Click the workspace switcher in the header (it shows "Personal" by default)
2. Click + New Workspace
3. Enter a name for your workspace and click Create

You automatically become the Owner of the workspace. There can only be one Owner per workspace.

TIP

Creating a workspace requires a Team plan. If you're on the Free or Pro plan, you'll be prompted to purchase seats before the workspace is created. You can start with as few seats as you need and add more later.

Roles & Permissions

Every workspace member is assigned one of three roles. The following table shows what each role can do:

Action	Owner	Admin	Member
View all workspace projects	Yes	Yes	Yes
Edit all workspace projects	Yes	Yes	Yes
Create new projects	Yes	Yes	Yes
Delete projects	Yes	Yes	No
Invite & remove members	Yes	Yes	No
Change member roles	Yes	Yes	No
Manage billing & seats	Yes	No	No
Transfer ownership	Yes	No	No
Delete workspace	Yes	No	No

Owner

The Owner has full control over the workspace, including billing management, ownership transfer, and the ability to delete the workspace entirely. Every workspace has exactly one Owner. If you need to change who the Owner is, the current Owner must explicitly transfer ownership.

Admin

Admins can manage the day-to-day operations of a workspace: inviting and removing members, changing roles, and managing projects (including deleting them). Admins cannot access billing settings or delete the workspace. This role is suitable for team leads or senior engineers who need to manage the team without having billing responsibilities.

Member

Members can view and edit all projects within the workspace but cannot manage members, delete projects, or access any workspace settings. This is the default role for most team members who just need to work on diagrams.

Inviting Members

To invite someone to your workspace:

1. Open Workspace Settings (click the gear icon next to the workspace name, or go to Settings from the workspace switcher)
2. Navigate to the Members tab
3. Enter the email address of the person you want to invite
4. Select a role: Admin or Member
5. Click Invite

The invited user receives an email with a link to join your workspace. When they click the link:

• If they already have an ERDHub account, they are added to the workspace immediately
• If they don't have an account, they are prompted to create one first, then automatically join the workspace

Important details about invitations

• Pending invites do NOT count as seats. You are only charged for a seat once the invited user accepts and joins the workspace.
• All seats occupied? If all your purchased seats are in use, you'll be prompted to purchase an additional seat before you can send the invitation.
• Only Owner and Admin can invite new members.
• Duplicate invites — if you invite an email address that already has a pending invitation, the existing invite is resent rather than creating a duplicate.

WARNING

Invitations expire after 7 days. If the recipient doesn't accept in time, you'll need to send a new invitation.

Managing Members

Once members have joined your workspace, you can manage them from Workspace Settings > Members:

Viewing members

The members list shows each person's name, email, role, and when they joined. Pending invitations appear in a separate section.

Changing roles

Owner and Admin can change any member's role. To change a role:

1. Find the member in the list
2. Click the role dropdown next to their name
3. Select the new role

Role changes take effect immediately. If you demote an Admin to Member, they lose the ability to manage members and delete projects right away.

Removing members

Owner and Admin can remove members from the workspace:

1. Find the member in the list
2. Click the Remove button
3. Confirm the removal

When a member is removed:

• They immediately lose access to all workspace projects
• Their seat is freed up and can be used for a new member
• Any edits they previously made to projects are preserved

Transferring ownership

Only the current Owner can transfer ownership:

1. Go to Workspace Settings > Members
2. Find the member you want to make the new Owner
3. Click Transfer Ownership
4. Confirm the transfer

After transfer, you are demoted to Admin. This action cannot be undone — only the new Owner can transfer it back.

Switching Workspaces

Use the workspace switcher in the header to move between contexts:

• Personal — shows your personal projects (the ones you own individually)
• Workspace names — each workspace you belong to appears as a separate option

When you select a workspace, the project list filters to show only that workspace's projects. The active context is displayed in the header so you always know which workspace you're working in.

Paid workspaces display a Team badge next to their name in the switcher, making it easy to distinguish them from your Personal context.

TIP

You can belong to multiple workspaces simultaneously. Use the switcher to jump between them without losing your place — each workspace remembers its own project list and settings independently.

Workspace Projects vs Personal Projects

Understanding the difference between these two types of projects is important:

	Workspace Projects	Personal Projects
Access control	Workspace membership (all members see all projects)	Share links + collaborator invites
Share links	Not available	Public, Password, or Private
Collaborator invites	Not available (use workspace membership)	Invite by email with Editor/Viewer role
Billing	Included with Team plan seats	Free plan or Pro plan
Ownership	Owned by the workspace	Owned by you personally
Deletion	Owner and Admin can delete	Only you (the owner) can delete

Key differences

• Workspace projects are designed for team collaboration. Everyone in the workspace has access, and you manage permissions at the workspace level, not per project.
• Personal projects are designed for individual use or selective sharing. You control exactly who can see or edit each project through share links and collaborator invitations.
• There is no way to share a workspace project with someone outside the workspace using a share link. If someone needs access, they must be invited as a workspace member.

TIP

If you need to share a workspace project externally (for example, with a client who shouldn't have access to your other workspace projects), consider duplicating it as a personal project. You can then configure share links and collaborators on the personal copy.

Deleting a Workspace

Only the Owner can delete a workspace. To delete:

1. Go to Workspace Settings > General
2. Scroll to the Danger Zone section
3. Click Delete Workspace
4. Type the workspace name to confirm
5. Click Delete permanently

When a workspace is deleted:

• All projects within the workspace are permanently deleted
• All member access is immediately revoked
• The Team plan subscription is cancelled
• This action cannot be undone — there is no recovery or grace period

WARNING

Deleting a workspace permanently removes all projects and data within it. Make sure to export any important diagrams (as SQL, PNG, or SVG) before deleting. This action cannot be reversed.