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Managing Workspaces

Learn how to create, configure, and manage workspaces in linkutm.

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What is a Workspace?

A workspace is the middle tier of linkutm’s organizational structure. It represents your company, agency, or department and contains all your projects, team members, and shared resources. Key Features:

• Contains multiple projects
• Team member management
• Shared templates and parameters
• Workspace-specific settings
• Centralized analytics

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Creating a Workspace

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Step 1: Access Workspace Creation

From Dashboard:

1. Click the Workspace Switcher in the top navigation
2. Click Create New Workspace or + Add Workspace

From Settings:

1. Go to Settings → Workspaces
2. Click Create Workspace button

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Step 2: Enter Workspace Details

Workspace Name (Required)

• Use your company or department name
• Keep it professional and clear
• Examples:
  • ✅ “Acme Corporation”
  • ✅ “Digital Marketing Agency”
  • ✅ “E-commerce Division”
  • ❌ “My Workspace”
  • ❌ “Test123”

Workspace Description (Optional)

• Brief description of workspace purpose
• Helps team understand workspace scope
• Example: “Main marketing workspace for all company campaigns”

Default Settings:

• Timezone: Select your primary timezone
• Date Format: Choose date format preference
• Default Link Shortener: Set workspace default (can be overridden per project)

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Step 3: Configure Initial Settings

Team Settings:

• Who can invite members?
• Default role for new members
• Require approval for new members

Link Settings:

• Default link expiration period
• Default click tracking settings
• QR code generation preferences

Analytics Settings:

• Default analytics date range
• Retention period
• Export format preferences

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Step 4: Create Initial Project

After creating workspace, you’ll be prompted to create your first project:

1. Enter project name
2. Set project description
3. Configure basic settings
4. Click Create Project

Or skip and create projects later.

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Step 5: Invite Team Members

Add team members to your workspace:

1. Click Invite Team Members
2. Enter email addresses (comma-separated for multiple)
3. Assign roles:
   • Admin
   • Manager
   • Member
   • Viewer
4. Add welcome message (optional)
5. Send invitations

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Workspace Dashboard

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Overview Section

Key Metrics Displayed:

• Total Projects: Number of projects in workspace
• Total Links: All links across all projects
• Total Clicks: Aggregate clicks across workspace
• Team Members: Number of active members
• Active Projects: Projects with recent activity

Charts and Graphs:

• Click trends over time
• Projects by performance
• Top sources and mediums
• Geographic distribution

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Quick Actions

From Workspace Dashboard:

• Create new project
• Invite team member
• View workspace analytics
• Access workspace settings
• Switch to different workspace

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Recent Activity

See latest activity across all workspace projects:

• Links created
• Projects added
• Team members joined
• Settings changed
• Milestones reached

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Workspace Settings

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General Settings

Access:

1. Select workspace
2. Go to Settings → Workspace Settings
3. Click General tab

Configurable Options: Workspace Information:

• Workspace name
• Description
• Company logo (if available)
• Industry/category

Regional Settings:

• Primary timezone
• Date format (MM/DD/YYYY or DD/MM/YYYY)
• Time format (12-hour or 24-hour)
• Language preference

Workspace Defaults:

• Default project settings
• Default UTM rules
• Default link shortener
• Default folder structure

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Team Management

Access:

1. Go to Settings → Team
2. View all workspace members

Team Overview Shows:

• Member name and email
• Profile picture
• Role in workspace
• Date joined
• Last active
• Projects assigned
• Links created

Team Actions:

• Invite new members
• Edit member roles
• Remove members
• Resend invitations
• View member activity

Bulk Actions:

• Select multiple members
• Assign to project
• Change roles
• Remove from workspace

Learn more about team management →

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Permission Settings

Workspace-Level Permissions: Admin Permissions:

• ✅ Full workspace access
• ✅ Create/delete projects
• ✅ Manage all team members
• ✅ Configure workspace settings
• ✅ View billing
• ✅ Manage integrations

Manager Permissions:

• ✅ Create projects
• ✅ Manage assigned projects
• ✅ Invite team members (limited)
• ✅ View workspace analytics
• ❌ Delete workspace
• ❌ Manage billing

Member Permissions:

• ✅ Access assigned projects
• ✅ Create links
• ✅ Use templates
• ✅ View analytics (limited)
• ❌ Create projects
• ❌ Manage team

Viewer Permissions:

• ✅ View workspace (read-only)
• ✅ View analytics
• ❌ Create or edit anything
• ❌ Access settings

Custom Roles: Create custom roles with specific permissions:

1. Go to Settings → Roles
2. Click Create Custom Role
3. Name the role
4. Select permissions
5. Save role

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Integrations

Available Integrations: Google Analytics 4:

• Connect GA4 account
• Select property and stream
• Automatic data sync
• View GA4 data in linkutm

Third-Party Tools:

• Zapier integration
• Slack notifications
• Webhook configuration
• API access

Configure Integration:

1. Go to Settings → Integrations
2. Find integration to configure
3. Click Connect or Configure
4. Follow authorization flow
5. Configure settings
6. Save integration

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Billing (If Applicable)

Workspace Billing:

1. Go to Settings → Billing
2. View current plan
3. See usage statistics
4. Manage subscription
5. Update payment method

Billing Information:

• Current plan details
• Monthly/annual billing
• Next billing date
• Payment method
• Invoice history

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Managing Multiple Workspaces

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Workspace Switcher

Quick Switch:

1. Click workspace name in top navigation
2. Dropdown shows all workspaces you have access to
3. Click desired workspace
4. Dashboard reloads with workspace data

Workspace List Shows:

• Workspace name
• Your role
• Project count
• Member count
• Last accessed

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Workspace Comparison

Compare Performance:

1. Go to Analytics → Workspace Comparison
2. Select workspaces to compare
3. Choose metrics
4. Select date range
5. View comparison charts

Comparable Metrics:

• Total clicks
• Total links
• Conversion rates
• Top sources
• Geographic distribution
• Team productivity

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Default Workspace

Set Default Workspace:

1. Go to Settings → Preferences
2. Find Default Workspace setting
3. Select workspace
4. Save

Benefits:

• Opens to this workspace on login
• Quick access to most-used workspace
• Saves time

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Workspace Templates & Resources

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Shared Templates

Workspace-Level Templates:

• Available to all projects in workspace
• Maintain consistency across projects
• Easier template management

Creating Shared Templates:

1. Go to Templates in workspace view
2. Click Create Template
3. Configure template
4. Toggle Share with all projects
5. Save template

Template Inheritance:

• Projects can use workspace templates
• Projects can create project-specific templates
• Project templates don’t affect other projects

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Shared Parameters

Workspace Parameter Library:

• Centralized UTM parameters
• Consistent across all projects
• Auto-complete suggestions

Managing Shared Parameters:

1. Go to Parameters in workspace view
2. Add parameters at workspace level
3. Available to all projects
4. Standardize naming conventions

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Shared Link Shorteners

Workspace-Level Shorteners:

• Configure once, use across all projects
• Branded domain for entire workspace
• Simplified management

Setup:

1. Go to Settings → Link Shortening
2. Add custom domain
3. Configure DNS
4. Set as workspace default
5. All projects can use

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Collaboration Features

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Workspace Activity Feed

View All Activity:

1. Go to Activity tab in workspace
2. See chronological activity log
3. Filter by:
   • Member
   • Project
   • Action type
   • Date range

Activity Types:

• Project created
• Link created/edited
• Team member joined
• Template created
• Settings changed

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Workspace Notes & Documentation

Shared Documentation:

• Workspace-level notes
• Best practices
• UTM naming conventions
• Template usage guidelines
• Contact information

Creating Workspace Docs:

1. Go to Settings → Documentation
2. Create new document
3. Write content (supports markdown)
4. Save and share with team

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Workspace Announcements

Communicate with Team:

1. Go to Workspace → Announcements
2. Click Create Announcement
3. Write message
4. Select visibility (all members or specific roles)
5. Post announcement

Use Cases:

• New feature rollouts
• Workspace changes
• Best practice updates
• Team events
• Policy changes

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Workspace Analytics

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Aggregate Metrics

View Workspace-Wide Performance:

1. Select workspace
2. Go to Analytics
3. View aggregate dashboard

Available Metrics:

• Total clicks (all projects)
• Unique visitors
• Conversion rates
• Top-performing projects
• Top sources and mediums
• Geographic distribution
• Device breakdown
• Time-based trends

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Project Performance Comparison

Compare Projects:

• Side-by-side comparison
• Identify best performers
• Optimize budget allocation
• Spot trends

How to Compare:

1. Go to Analytics → Projects
2. Select projects to compare
3. Choose metrics
4. View comparison charts

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Team Performance

Team Metrics:

• Links created per member
• Click performance by creator
• Template usage
• Activity levels
• Project contributions

Use For:

• Performance reviews
• Workload balancing
• Identifying training needs
• Recognizing top performers

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Workspace Maintenance

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Regular Audits

Monthly Checklist:

• ✅ Review team member access
• ✅ Archive inactive projects
• ✅ Clean up old templates
• ✅ Review UTM parameters
• ✅ Check integration status
• ✅ Review usage statistics

Quarterly Checklist:

• ✅ Comprehensive template audit
• ✅ Team permissions review
• ✅ Workspace settings optimization
• ✅ Performance analysis
• ✅ Strategic planning

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Archiving Projects

When to Archive:

• Campaign completed
• Project no longer active
• Seasonal campaigns ended
• Client work finished

How to Archive:

1. Go to project settings
2. Toggle Archive Project
3. Project moves to archived section
4. Links still work
5. Can be restored anytime

Archived Projects:

• Not shown in main project list
• Accessible via Archived Projects section
• Analytics still available
• Links remain functional

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Workspace Cleanup

Regular Cleanup Tasks: Templates:

• Remove unused templates
• Update outdated templates
• Consolidate similar templates
• Document template purposes

Parameters:

• Remove obsolete parameter values
• Standardize naming
• Merge duplicates
• Update documentation

Team:

• Remove inactive members
• Update roles as needed
• Re-verify permissions
• Update contact information

Links:

• Archive old campaign links
• Remove test links
• Update expired links
• Organize into folders

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Workspace Migration

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Exporting Workspace Data

Export Options:

1. Go to Settings → Export
2. Select data to export:
   • All links
   • Templates
   • Parameters
   • Team members
   • Analytics
3. Choose format (CSV, JSON)
4. Click Export
5. Download file

Use Cases:

• Backup workspace data
• Migrate to another platform
• Data analysis
• Compliance requirements

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Importing Data

Import to Workspace:

1. Go to Settings → Import
2. Select import type
3. Upload file (CSV or JSON)
4. Map fields
5. Preview import
6. Confirm import

Importable Data:

• Links from CSV
• Templates
• Parameters
• Team members (bulk invite)

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Transferring Workspace Ownership

Transfer to Another User:

1. Go to Settings → Workspace Settings
2. Find Ownership section
3. Click Transfer Ownership
4. Select new owner (must be workspace member)
5. Confirm transfer
6. New owner accepts transfer

What Changes:

• Billing responsibility transfers
• Full admin access for new owner
• Original owner can be removed or changed to different role

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Best Practices

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Workspace Naming

DO:

• ✅ Use official company name
• ✅ Be professional
• ✅ Make it easily identifiable
• ✅ Keep it concise

DON’T:

• ❌ Use temporary names
• ❌ Use abbreviations only
• ❌ Include dates or versions
• ❌ Use generic names

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Team Management

Best Practices:

• Add members with clear roles
• Regular permission audits
• Remove inactive members promptly
• Document team structure
• Communicate changes

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Resource Organization

Templates:

• Maintain up-to-date template library
• Clear naming conventions
• Document template purposes
• Regular audits

Parameters:

• Standardized parameter values
• Documented naming standards
• Regular cleanup
• Team training

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Security

Security Best Practices:

• Regular access reviews
• Strong password policies
• Enable 2FA (if available)
• Monitor activity logs
• Immediate access removal for departing members

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Troubleshooting

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Can’t Create Workspace

Possible Reasons:

• Organization plan limit reached
• Insufficient permissions
• Account issues

Solutions:

• Check organization plan
• Contact organization admin
• Upgrade plan if needed

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Workspace Not Showing

Check:

• Correct organization selected
• You have workspace access
• Workspace wasn’t deleted
• No filters applied

Solutions:

• Refresh page
• Clear browser cache
• Contact workspace admin
• Check with organization owner

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Team Members Can’t Access

Common Issues:

• Not invited to workspace
• Invitation not accepted
• Wrong email address
• Access revoked

Solutions:

• Resend invitation
• Verify email address
• Check member status
• Grant appropriate permissions

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Integration Not Working

Troubleshoot:

• Re-authorize integration
• Check permissions
• Verify credentials
• Test connection
• Contact support

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Related Documentation

• Organization Overview
• Managing Projects
• Team Collaboration
• Workspace Settings

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Need Help?

For questions about workspace management, contact our support team or explore our comprehensive guides.