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Organization, Workspaces & Projects Overview

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Understanding the Hierarchy

Organization (Account Level)
    ↓
Workspace (Company/Agency Level)
    ↓
Project (Campaign/Client Level)
    ↓
Links (Individual Tracking Links)

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The Three Levels

• Your account and billing entity
• Contains all workspaces
• Single sign-on across all workspaces
• Centralized user management

• Represents a company, agency, or department
• Contains multiple projects
• Team member management
• Shared resources and settings
• Separate billing per workspace (if applicable)

• Specific campaigns, clients, or product lines
• Contains links, templates, and parameters
• Project-specific settings and rules
• Team assignment per project

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Why This Structure?

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For Marketing Teams

Organization: Acme Corp Marketing Team
└── Workspace: Acme Corp
    ├── Project: Email Campaigns
    ├── Project: Social Media
    ├── Project: Paid Advertising
    └── Project: Content Marketing

• Clear campaign separation
• Organized by channel or campaign type
• Easy performance comparison
• Simplified reporting

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For Marketing Agencies

Organization: XYZ Marketing Agency
└── Workspace: XYZ Agency
    ├── Project: Client A - Fashion Brand
    ├── Project: Client B - Tech Startup
    ├── Project: Client C - Restaurant Chain
    └── Project: Internal Marketing

• Client isolation
• Client-specific settings
• Individual client reporting
• Team assignment by client
• Professional client dashboards

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For Enterprise Companies

Organization: Enterprise Corp
├── Workspace: Marketing Department
│   ├── Project: Product A Marketing
│   ├── Project: Product B Marketing
│   └── Project: Brand Campaigns
│
├── Workspace: Sales Department
│   ├── Project: Sales Enablement
│   └── Project: Partner Marketing
│
└── Workspace: Product Department
    ├── Project: Product Launch Q1
    └── Project: Product Launch Q2

• Department autonomy
• Separate budgets and settings
• Cross-department visibility (if needed)
• Scalable structure

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Organization Level

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What is an Organization?

• Created when you sign up
• Linked to billing
• Contains all workspaces
• Single login for all resources

• Account owner information
• Billing and subscription
• Security settings
• Single sign-on (SSO) configuration
• Global user management

• Personal account: One organization for yourself
• Company account: One organization for your company
• Agency account: One organization for your agency

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Managing Organization

1. Go to Settings → Organization
2. View organization details
3. Manage billing and subscription
4. Configure security settings

• Organization name
• Account owner
• Created date
• Subscription plan
• Number of workspaces
• Total team members

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Workspace Level

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What is a Workspace?

• Multiple workspaces per organization
• Contains multiple projects
• Team member management
• Shared templates and parameters
• Workspace-specific settings

• Project management
• Team collaboration
• Shared resource library
• Analytics aggregation
• Billing allocation (if applicable)

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Creating a Workspace

1. Navigate to Workspace Settings:
   • Click workspace switcher in header/sidebar
   • Click Create New Workspace or + Add Workspace
2. Enter Workspace Details:
   • Workspace Name: Your company or department name
   • Description: Optional description
   • Settings: Configure default settings
3. Invite Team Members:
   • Add team members to workspace
   • Assign roles and permissions
   • Send invitations
4. Create Initial Projects:
   • Add first project
   • Set up folder structure
   • Create templates

• “Acme Corporation”
• “TechCo Marketing”
• “Startup Inc”

• “Agency Name”
• “Digital Marketing Co”
• “Brand Studio”

• “Marketing Department”
• “Sales Team”
• “Product Division”

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Managing Workspaces

1. Click workspace switcher
2. See list of all workspaces
3. View member count per workspace
4. View project count

1. Click workspace switcher
2. Select different workspace
3. Dashboard updates to show workspace data
4. All actions now apply to selected workspace

1. Go to Settings → Workspace
2. Update workspace name
3. Modify description
4. Change settings
5. Save changes

1. Go to Settings → Workspace
2. Scroll to Danger Zone
3. Click Delete Workspace
4. Confirm deletion
5. All projects and links will be deleted

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Workspace Settings

• Workspace name
• Description
• Default timezone
• Date format

• Member management
• Role configuration
• Permission settings
• Invitation management

• Default link shortener
• Default UTM rules
• Default folder structure
• Standard templates

• Google Analytics connection
• Third-party integrations
• API access
• Webhooks

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Project Level

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What is a Project?

• Multiple projects per workspace
• Contains links, templates, parameters
• Project-specific UTM rules
• Team member assignment
• Individual analytics

• Link organization
• Custom UTM rules
• Dedicated link shortener
• Project-level analytics
• Team collaboration

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Creating a Project

1. Navigate to Projects:
   • Go to Dashboard → Projects
   • Or Settings → Projects
2. Click Create Project:
   • Click Create Project or + New Project
3. Enter Project Details:
   • Project Name: Descriptive name
   • Description: Purpose and scope
   • Settings: Configure project settings
4. Configure Settings:
   • Default Link Shortener: Choose shortener
   • UTM Rules: Set validation rules
   • Team Members: Assign team members
   • Default Folder: Create initial folder
5. Save Project:
   • Review settings
   • Click Create or Save
   • Project is now active

• “Q1 2024 Email Campaigns”
• “Summer Product Launch”
• “Brand Awareness 2024”
• “Social Media Ads”

• “Client: Fashion Brand - Q1”
• “Client: Tech Startup - Product Launch”
• “Client: Restaurant - Grand Opening”
• “Internal: Agency Marketing”

• “Black Friday 2024”
• “Summer Sale Campaign”
• “New Product Collection”
• “Loyalty Program Links”

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Managing Projects

1. Go to Projects in sidebar
2. See list of all projects in workspace
3. View project stats:
   • Total links
   • Total clicks
   • Team members
   • Created date

1. Click project switcher in header
2. Select different project
3. Dashboard updates to show project data
4. All new links created in this project

1. Go to Settings → Project Settings
2. Update project information
3. Modify settings
4. Change team assignment
5. Save changes

1. Go to Settings → Project Settings
2. Toggle Archive Project
3. Project hidden from main view
4. All links still work
5. Can be restored anytime

1. Go to Settings → Project Settings
2. Scroll to Danger Zone
3. Click Delete Project
4. Confirm deletion
5. All links and data deleted

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Project Settings

• Project name
• Description
• Status (Active/Archived)
• Default folder

• Default link shortener
• Custom domain (if applicable)
• Default expiration settings
• Default tags

• Space replacement
• Force lowercase
• Standardization rules
• Required fields
• Prohibited values

• Project team members
• Access permissions
• Activity tracking

• Google Analytics property
• Custom integrations
• API access for project

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Best Practices

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Workspace Organization

Workspace: Your Company Name
├── Project: Email Marketing 2024
├── Project: Social Media Campaigns
├── Project: Paid Advertising
├── Project: Content Marketing
└── Project: Events & Webinars

Workspace: Your Agency Name
├── Project: Client A (e-commerce)
├── Project: Client B (SaaS)
├── Project: Client C (local business)
└── Project: Agency Internal Marketing

Organization: Enterprise Corp
│
├── Workspace: North America Marketing
│   ├── Project: USA Campaigns
│   ├── Project: Canada Campaigns
│   └── Project: Mexico Campaigns
│
└── Workspace: Europe Marketing
    ├── Project: UK Campaigns
    ├── Project: France Campaigns
    └── Project: Germany Campaigns

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Naming Conventions

• ✅ Clear company or department name
• ✅ Professional naming
• ✅ Avoid abbreviations
• ✅ Use full legal/brand name

• ✅ “Acme Corporation Marketing”
• ✅ “XYZ Digital Agency”
• ❌ “My Workspace 1”
• ❌ “Test”

• ✅ Descriptive and specific
• ✅ Include timeframe if relevant
• ✅ Include client name (for agencies)
• ✅ Indicate purpose clearly

• ✅ “Q1 2024 Product Launch”
• ✅ “Client: Fashion Brand - Spring Campaign”
• ✅ “Black Friday Sale 2024”
• ❌ “Project 1”
• ❌ “Links”

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Team Assignment

• Add all team members who need access
• Assign appropriate roles
• Set workspace-wide permissions

• Assign only relevant team members
• More granular access control
• Client-facing teams for agencies
• Campaign-specific teams

Workspace: Marketing Agency
- Admin: Agency Owner
- Managers: Account Managers
- Members: All marketing specialists

Project: Client A Campaign
- Admin: Client A Account Manager
- Members: Designer, Content Writer, PPC Specialist
- Viewer: Client A Contact (optional)

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When to Create a New Workspace

• ✅ Completely separate company/department
• ✅ Different billing entity
• ✅ Totally different team
• ✅ Need complete isolation

• ✅ Same team members
• ✅ Similar type of work
• ✅ Within same company
• ✅ Want to share templates/parameters

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When to Create a New Project

• ✅ New client (for agencies)
• ✅ New major campaign
• ✅ Different UTM rules needed
• ✅ Separate analytics required
• ✅ Different team composition

• ✅ Sub-campaigns within same project
• ✅ Organizational purposes only
• ✅ Same UTM rules apply
• ✅ Same team working on it

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Common Organizational Structures

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Structure 1: Single Company, Multiple Channels

Organization: TechCo Inc
└── Workspace: TechCo Marketing
    ├── Project: Email Marketing
    │   ├── Folder: Newsletters
    │   ├── Folder: Promotional
    │   └── Folder: Transactional
    │
    ├── Project: Social Media
    │   ├── Folder: Facebook
    │   ├── Folder: LinkedIn
    │   └── Folder: Twitter
    │
    └── Project: Paid Advertising
        ├── Folder: Google Ads
        ├── Folder: Facebook Ads
        └── Folder: LinkedIn Ads

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Structure 2: Marketing Agency, Multiple Clients

Organization: XYZ Marketing Agency
└── Workspace: XYZ Agency
    ├── Project: Client A - Fashion Brand
    │   ├── Folder: Social Media
    │   ├── Folder: Email Campaigns
    │   └── Folder: Influencer Marketing
    │
    ├── Project: Client B - SaaS Company
    │   ├── Folder: Content Marketing
    │   ├── Folder: Paid Search
    │   └── Folder: Webinars
    │
    └── Project: Internal Marketing
        └── Folder: Agency Promotion

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Structure 3: Enterprise, Multiple Departments

Organization: Global Enterprise Corp
│
├── Workspace: Global Marketing
│   ├── Project: Brand Campaigns
│   ├── Project: Product Marketing
│   └── Project: Digital Marketing
│
├── Workspace: Sales Enablement
│   ├── Project: Sales Tools
│   └── Project: Partner Portal
│
└── Workspace: Product Division
    ├── Project: Product A Launch
    └── Project: Product B Launch

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Structure 4: E-commerce, Seasonal Organization

Organization: Fashion E-commerce
└── Workspace: Fashion Brand Marketing
    ├── Project: Spring 2024 Collection
    │   ├── Folder: Social Ads
    │   ├── Folder: Email Campaigns
    │   └── Folder: Influencer Links
    │
    ├── Project: Summer 2024 Sale
    │   └── Folder: Promotional Links
    │
    └── Project: Evergreen Campaigns
        ├── Folder: Newsletter
        ├── Folder: Welcome Series
        └── Folder: Abandoned Cart

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Switching & Navigation

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Workspace Switcher

• Top navigation bar
• Sidebar header
• Settings menu

1. Click workspace name or switcher icon
2. Dropdown shows all workspaces
3. Click desired workspace
4. Dashboard reloads with workspace data

• Workspace name
• Member count
• Project count
• Your role in workspace

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Project Switcher

• Top navigation bar
• Below workspace switcher
• Dashboard header

1. Click project name or switcher icon
2. Dropdown shows all projects in current workspace
3. Click desired project
4. Dashboard updates with project data

• Project name
• Link count
• Total clicks
• Last activity

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Quick Navigation

Organization > Workspace Name > Project Name

• Organization: View organization settings
• Workspace: View workspace dashboard
• Project: View project dashboard

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Migration & Reorganization

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Moving Links Between Projects

1. Open link to move
2. Edit link settings
3. Change project assignment
4. Save changes
5. Link now in new project

1. Select multiple links
2. Bulk actions menu
3. Choose “Move to Project”
4. Select destination project
5. Confirm move

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Consolidating Projects

• Too many small projects
• Similar campaigns should be together
• Reduce complexity

1. Create folders in target project
2. Move links to target project
3. Update folder organization
4. Archive old projects
5. Update team members

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Splitting Projects

• Project too large
• Different teams need separation
• Client work vs internal work
• Different analytics needs

1. Create new project
2. Create appropriate folders
3. Move relevant links to new project
4. Update team assignments
5. Configure new project settings

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Analytics Across Levels

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Organization-Level Analytics

• All workspaces combined
• Total links across organization
• Total clicks organization-wide
• Top-performing workspaces

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Workspace-Level Analytics

• All projects in workspace
• Workspace total clicks
• Top-performing projects
• Team activity

1. Select workspace
2. Go to Analytics
3. View workspace dashboard
4. Filter by project if needed

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Project-Level Analytics

• All links in project
• Project-specific metrics
• UTM parameter breakdown
• Team member contributions

1. Select project
2. Go to Analytics
3. View project dashboard
4. Filter by folder, tag, etc.

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Security & Permissions

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Organization Level

• ✅ Create/delete workspaces
• ✅ Manage billing
• ✅ View all data
• ✅ Manage all users
• ✅ Configure security settings

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Workspace Level

• ✅ Create/delete projects
• ✅ Manage workspace team
• ✅ Configure workspace settings
• ✅ View all workspace data
• ❌ Cannot access other workspaces (unless granted)

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Project Level

• ✅ Manage project settings
• ✅ Manage project team
• ✅ View all project data
• ✅ Create/delete links
• ❌ Cannot access other projects (unless granted)

• ✅ Create links in project
• ✅ View project links
• ✅ Use templates
• ❌ Cannot change project settings
• ❌ Cannot manage team

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Troubleshooting

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Can’t Find Workspace

• Check if you’re in correct organization
• Verify you have access to workspace
• Ask admin to grant access
• Check if workspace was archived/deleted

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Can’t Find Project

• Switch to correct workspace first
• Check if project is archived
• Verify you have project access
• Ask project admin for access

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Links Disappeared

• Wrong project selected
• Wrong workspace selected
• Project archived
• Links moved to different project

• Check project switcher
• Check workspace switcher
• Look in archived projects
• Contact team member who may have moved them

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Can’t Create Project

• Not enough permissions
• Plan limit reached
• Not workspace admin

• Request workspace admin access
• Ask admin to create project
• Upgrade plan if limit reached

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Related Documentation

• Team Collaboration Overview
• Roles and Permissions
• Project Settings
• Workspace Settings

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Need Help?