Create a Workspace when
- The organisational unit is ongoing
- It has a defined group of people
- It needs specialist knowledge or Agents
- It will hold multiple Meetings over time
- Its records should remain part of organisational memory
Workspaces & Meetings
Give every department a Workspace that remembers
A governed Workspace brings together an organisational unit’s purpose, people, specialist knowledge, Agents, recurring Meetings and retained records—so valuable learning does not disappear when a Meeting ends or an employee leaves.
Departmental homeGoverned membershipSpecialist AgentsMultilingual MeetingsRetained records
A meaningful organisational unit
A Workspace is more than a collaboration folder
It represents an ongoing department, team, programme or organisational function that needs its own people, knowledge and recurring Meetings.
Create a Meeting when
- The activity belongs to an existing Workspace
- Only a subset of people is required
- Only selected Agents are needed
- The subject is temporary or recurring
- The discussion and outcomes need a retained record
Governance
Workspaces are created deliberately
Only the Company Admin or Super Admin creates organisational Workspaces. Workspace members may create Meetings where authorised, but they do not create additional departments simply because they belong to one.
| Plan | Workspace position |
|---|---|
| Free | Cannot create; may join an invited Workspace or Meeting. |
| Pro | Cannot create; may join an invited Workspace or Meeting. |
| Team | One active organisational Workspace per company. |
| Enterprise | Multiple governed Workspaces created by the Company Admin. |
Clear organisational value: Workspace names are checked within the organisation to reduce accidental duplicates. Temporary activities should remain Meetings inside the appropriate Workspace.
A clear departmental home
Overview, People, Knowledge and Settings
The refined Workspace layout keeps normal work visible and moves administration into the appropriate area.
Organisational Workspace
ActiveHuman Resources
People operations, recruitment, development and employee support.
18People
4Specialist Agents
6Active Meetings
12Open items
Open actions and deferred mattersRecent Meeting summariesPeople and participationKnowledge and specialist Agents
Meeting preparation
Make the relationship between the Workspace and Meeting clear
A Meeting uses a selected subset of the people and Agents already available to the Workspace.
01
Choose people
Select Participants and Observers from the Workspace roster or invite another existing platform user to that Meeting.
Participants contribute. Observers are read-only.
02
Choose specialist Agents
Select only the Agents required for this Meeting from the full list enabled for the Workspace.
Only selected Agents are available during the Meeting.
03
Prepare the agenda
Define each agenda item, its purpose and expected outcome, then start the Meeting from the readiness section.
A clear Meeting lifecycle
Prepare, run and retain
Prepare
PeopleSpecialist AgentsAgenda
Confirm who is involved, what knowledge is required and what the Meeting should achieve.
Run Meeting
Current itemAgenda progressDiscussion
Work through the agenda, retain contributions, involve selected Agents and complete or defer items.
Meeting Record
AttendanceSummaryDeferred items
Preserve the original discussion and make the Meeting’s outcomes available after it ends.
Multilingual participation
Each person can privately display the Meeting in their language
Participants can display contributions in English, Arabic or French while the original contribution remains unchanged. One person’s display choice does not change the Meeting for anyone else.
One Meeting. Multiple private language views. One retained original record.
Deferral and follow-up
Preserve what could not be concluded
Deferral is used when an agenda item cannot be completed in the current Meeting. The discussion and reason remain in the Meeting Record.
Current process: The deferred item remains part of the historical Meeting record. The Meeting owner can create a follow-up agenda item in a future Meeting. A later enhancement may link the original deferred item directly to that future Meeting.
Knowledge that survives change
Meetings turn human experience into organisational memory
Meetings reveal judgement, practical experience, concerns, ideas, lessons and the reasons behind decisions. Retaining these contributions alongside formal documents helps new and existing employees build on what the organisation has already learned.
Retain both explicit knowledge from documents and implicit knowledge developed through experience.
Organisational collaboration
Start with one governed Workspace
Bring together one department’s people, specialist knowledge and recurring Meetings, then expand after the operating model has been validated.