Workspaces & roles

A workspace is the top-level container for everything in Spendrein — your subscriptions, contracts, audits, saved views, and activity all live inside one. Every account starts with a personal workspace, just for you. On the Business plan you can promote that same workspace into a team workspace and invite other people to work in it alongside you.

Promotion happens in place: there's no second workspace to migrate to. The data you already have stays exactly where it is — the workspace simply gains a higher seat limit and the ability to hold more than one person.

Personal vs team workspace

Promotion lives in Settings → Workspace. Once promoted, the workspace keeps its name and history, and you — the person who promoted it — remain its Owner.

The four roles

Every person in a team workspace holds exactly one role. The role decides what they can do, from full control down to read-only.

• Owner — exactly one per workspace. Holds billing, can rename, delete, or transfer the workspace, and can invite a person at any role. Only the Owner manages seats and billing.
• Admin — can invite Admins, Members, and Viewers; can remove Members and Viewers; can edit workspace data and view the member list. An Admin cannot remove or demote another Admin, transfer ownership, or change billing.
• Member — can read and edit workspace data and upload files. No management of people, billing, or the workspace itself.
• Viewer — read-only. Sees the data but changes nothing.

Capability matrix

This table mirrors the permission rules Spendrein enforces in the application — it's not a summary, it's the rule.

Invitations and seats

You add people by sending an invitation — a pending entry that holds a single-use token. Until the recipient accepts, the invitation sits in the member list as pending, and it already counts toward your seat usage.

The seat limit caps the total of everyone who occupies a seat:

Owner + Admins + Members + Viewers + pending invitations

A team workspace on Business starts with a seat limit of 5, and the Owner can raise it (up to 20) from the seats panel in billing. When you're at the limit, sending another invitation is blocked until a seat frees up — either someone leaves, an invitation is revoked, or the Owner raises the limit.

Transferring ownership

Because there's exactly one Owner, handing the workspace to someone else is a deliberate, Owner-only action under Settings → Workspace → Transfer. The current Owner picks an existing member to receive ownership. When the transfer completes, the new person becomes Owner — billing, deletion rights, and the seat controls move with the role — and the previous Owner drops to Admin.

Transferring is the prerequisite for an Owner who wants to leave: transfer first, then leave as an Admin.

When billing fails

Billing applies to team workspaces (a personal workspace has nothing to bill). If a payment fails, the workspace moves through a defined lifecycle rather than disappearing. See billing for how charges and the Business plan work.

• Grace period is the warning window. The data is intact; non-Owners just can't edit. Restore billing during these 14 days and the workspace returns to normal for everyone.
• Archived is the post-grace lockdown. The Owner keeps read, export, and delete access so nothing of value is stranded, but the workspace is no longer a working space for the rest of the team.
• Soft-deleted is the last reversible stage. The Owner can restore the workspace any time within the 30-day window; after that it's hard- deleted and gone.

Where to find this

• Settings → Workspace → Members — the member list, roles, invitations, and seat usage.
• Settings → Workspace → Transfer — hand ownership to another member.
• Settings → Workspace → Activity — the log of who did what, visible to Owners and Admins.