Workspaces & Teams

Workspaces are the boundary for organization, sync, and collaboration in TensorPM.

A project always belongs to one workspace. When you switch workspace, you switch the visible project set, sync state, and team context.

Workspace types

TensorPM uses two practical workspace types:

• local workspace
• cloud workspace

Local workspaces are stored on the device and do not require an account. Cloud workspaces are connected to TensorPM account access and can sync across devices.

Local workspaces

Use a local workspace when:

• you want a private single-device setup
• you are testing TensorPM without account setup
• you want BYOK or local AI without cloud sync
• the project must remain fully offline

Local workspaces can still use AI if you configure BYOK or local AI.

Cloud workspaces

Use a cloud workspace when:

• you need multi-device access
• a team should collaborate on the same project set
• workspace membership and seats matter
• you want sync status and cloud diagnostics

Cloud workspaces remain offline-first in the app. TensorPM writes locally first and syncs in the background.

Workspace switcher

The header workspace switcher is the main place to move between workspaces.

Use it to:

• see the active workspace
• switch to another workspace
• identify whether you are in a local or cloud context
• diagnose whether a project appears missing because the wrong workspace is active

Before assuming data is missing, check the active workspace.

Workspace management

Workspace management supports common administrative actions:

• create workspaces
• rename workspaces
• delete workspaces
• move projects between workspaces
• delete projects from a workspace
• inspect project counts
• invite members for cloud collaboration

Be careful when deleting workspaces or projects. Local deletion and cloud membership changes affect what appears in the app.

Moving projects

Move projects when they belong to another team, client, or operational context.

Before moving:

• confirm the target workspace is correct
• confirm whether cloud sync requirements change
• check whether project collaborators still need access
• wait for sync to settle if the source workspace is cloud-backed

Shared workspaces

Shared workspaces use membership and roles.

People in a project can be linked to TensorPM users. When linked, person records can show workspace role, subscription tier, account email, and display name when available.

Use this to connect stakeholder/project-contact data with actual workspace collaboration.

Seats and access

Cloud/Pro users can collaborate directly depending on plan and workspace state. Free users can also participate in shared workspaces when seat access is granted.

If a member cannot sync, check:

• invitation state
• workspace membership
• subscription or seat entitlement
• whether E2E key sharing completed
• whether the app is signed in with the expected account

Workspace syncability

Not every workspace is syncable at every moment.

Sync requires:

• cloud workspace
• authenticated user
• valid workspace access
• available E2E keys
• network access
• running sync service

The sync indicator gives the short status. The sync popover gives diagnostics.

E2E workspace setup

Cloud workspaces use end-to-end encryption. Workspace content is encrypted before leaving the device.

During setup, workspace management can show states such as:

• E2E Setup...
• E2E Pending
• E2E Encrypted

Do not invite a large team before key setup has settled. Finish the workspace setup first, then invite collaborators.

Recommended workspace strategy

For personal projects:

• use one local workspace for private work
• create a cloud workspace only when you need sync or collaboration

For client work:

• create one workspace per client or major business context
• keep sensitive projects separate from experiments
• use clear workspace names

For teams:

• create a cloud workspace
• invite members after initial project structure is stable
• use People records for project roles and workspace membership for access
• review sync status before important reviews or planning meetings

Common workspace mistakes

• creating a project in the wrong workspace
• expecting local workspace data to appear on another device
• inviting users before E2E key setup is complete
• confusing project People with workspace members
• assuming a free account alone grants cloud sync for all workspaces
• editing the same field on multiple devices before sync settles

Quick diagnostics

If a project is missing:

1. Check the active workspace.
2. Check whether the project was moved.
3. Check cloud sync status.
4. Check account login.
5. Check whether you have workspace access or a seat.

If a team member cannot access a workspace:

1. Confirm the invite was accepted.
2. Confirm the correct account is signed in.
3. Confirm plan or seat access.
4. Confirm E2E setup is complete.
5. Restart sync if the popover offers that action.

Next steps

• Sync behavior: Cloud Sync
• Security model: Encryption & Security
• Account setup: Account & AI Modes
• Project model: Project Structure