Workspace Collaboration

Workspaces in Bayt OS, The Collaborative Intelligence platform, enable teams to collaborate on AI prompts through shared environments, centralized libraries, and powerful permission management.

What are Workspaces?

Workspaces are shared environments where teams can:

Create and manage prompts collaboratively
Share access to a centralized prompt library
Maintain consistent branding across team content
Control access with role-based permissions
Track team activity and contributions

Every user gets a personal workspace by default. Create additional workspaces for teams, projects, or organizations.

Creating a Workspace

Navigate to Workspaces

Log into the Bayt OS dashboard and click Workspaces from the sidebar

Create New Workspace

Click Create Workspace and provide:

Name - Your team or project name (e.g., “Engineering Team”)
Description - Brief overview of the workspace purpose
Website - Optional link to your organization

Customize Branding

Upload visual assets to identify your workspace:

Avatar - Workspace profile picture
Banner - Header image for workspace page

Set Privacy

Choose workspace visibility:

Public - Visible in workspace directory, content can be discovered
Private - Only visible to members

Workspace URL Structure

Each workspace gets a unique URL:

https://claro.baytos.ai/w/{workspace-slug}

All workspace content is namespaced under this URL for easy organization and sharing.

Adding Team Members

Invitation Process

Open Member Settings

Navigate to your workspace settings and click Members

Send Invitations

Click Invite Member and enter:

Email address - The team member’s email
Role - Their permission level (see Roles section below)

Team Member Accepts

The invitee receives an email with a secure invitation link. They must verify email ownership to join.

Invitations expire after 7 days. If a team member doesn’t join in time, send a new invitation.

Bulk Invitations

For larger teams, use bulk invitations:

How to invite multiple members at once

Go to workspace Members settings
Click Bulk Invite
Enter email addresses (one per line or comma-separated)
Select the role for all invitees
Click Send Invitations

All recipients will receive invitation emails simultaneously.

Roles and Permissions

Claro workspaces support four permission levels:

Owner

Full workspace control

Manage all settings
Delete workspace
Invite/remove members
Create and edit all content
Transfer ownership

Admin

Administrative access

Manage members and settings
Invite/remove members
Create and edit all content
Cannot delete workspace or transfer ownership

Member

Content contributor

Create workspace prompts
Edit own prompts
View all workspace content
Cannot manage members or settings

Viewer

Read-only access

View workspace content
Cannot create or edit
Cannot invite members

Permission Matrix

Action	Owner	Admin	Member	Viewer
Invite Members	✓	✓	✗	✗
Manage Settings	✓	✓	✗	✗
Delete Workspace	✓	✗	✗	✗
Create Prompts	✓	✓	✓	✗
Edit Workspace Prompts	✓	✓	✓	✗
View Content	✓	✓	✓	✓

Changing Member Roles

Navigate to Members

Go to workspace settings and click Members

Select Member

Find the member whose role you want to change

Update Role

Click the role dropdown and select the new permission level

Only Owners and Admins can change member roles. The workspace Owner role can only be transferred, not shared.

Collaboration Workflows

Team Prompt Development

Here’s a typical workflow for collaborative prompt creation:

Small Teams
Large Teams
Enterprise

Direct Collaboration

Team member creates prompt draft
Shares draft link with team for feedback
Incorporates feedback and publishes
Team uses published prompt via API

Best Practices for Team Collaboration

Establish Clear Naming Conventions

Create consistent naming patterns for prompts:

[category]-[purpose]-[version]
customer-support-greeting-v1
technical-documentation-code-review-v2

This helps team members quickly find and understand prompts.

Use Descriptive Titles and Descriptions

Write clear metadata for every prompt:

Title: Specific and searchable
Description: Purpose, use case, and context
Tags: Relevant keywords for discovery

This improves discoverability and reduces duplicate work.

Document Prompt Purpose and Context

Include context in prompt descriptions:

What problem does this solve?
When should this be used?
What are the expected inputs/outputs?
Any known limitations?

Coordinate Version Updates

Before publishing major updates:

Notify team members of pending changes
Test new versions thoroughly
Use semantic versioning (v1, v2, v3)
Document changes in description

See the Prompt Versioning guide for more details.

Regular Team Reviews

Schedule periodic reviews to:

Archive outdated prompts
Identify opportunities for consolidation
Share best practices and learnings
Onboard new team members

Managing Workspace Content

Workspace Prompt Library

All prompts created under a workspace are accessible to all members:

// Access workspace prompts via API
import { BaytClient } from 'claro';

const client = new BaytClient(api_key="your_api_key");

// Get a workspace prompt
const prompt = client.get_prompt("@workspace-slug/prompt-name:v1");

// List all workspace prompts
const results = client.list_prompts();
const workspacePrompts = results['prompts'].filter(
  p => p.package_name.startsWith('@workspace-slug/')
);

Organizing Content

Collections

Search

Use the workspace search to quickly find prompts by title, description, or tags

Workspace Settings

General Settings

Configure workspace details in settings:

Name - Update workspace display name
Description - Modify workspace description
Website - Add or update website link
Privacy - Toggle between public and private

Branding

Customize workspace visual identity:

Avatar - Upload workspace logo or icon
Banner - Set header image for workspace page
Colors - (Coming soon) Custom theme colors

API Access

Each workspace has its own API keys:

Create separate keys for different environments
Rotate keys regularly for security
Track API usage per key

Create separate API keys for development, staging, and production environments to maintain security and simplify key rotation.

Team Communication

Activity Feed

Track team activity in the workspace dashboard:

New prompts created
Prompt updates and publications
Members added or removed
Settings changes

Notifications

Configure notification preferences:

New prompt publications
Prompt updates from team members
Member invitations and joins
Workspace setting changes

Notification settings can be customized per workspace. Go to your user settings to configure notification preferences.

Security Best Practices

Principle of Least Privilege

Assign the minimum role needed:

Use Viewer role for stakeholders who only need visibility
Reserve Admin role for trusted team leads
Review member roles quarterly

Regular Access Audits

Periodically review workspace members:

Remove members who have left the team
Downgrade permissions when roles change
Audit API key usage and access

Secure Invitation Process

Follow secure invitation practices:

Only invite verified work emails
Don’t share invitation links publicly
Revoke unused invitations after expiration

API Key Management

Protect workspace API keys:

Never commit keys to version control
Use environment variables for keys
Rotate keys every 90 days
Create separate keys per environment

See the Security guide for detailed best practices.

Workspace Analytics

Usage Metrics

Track workspace activity:

Member Activity - Team engagement and contributions
Prompt Usage - Most accessed prompts
API Calls - Request volume and patterns
Growth - Workspace expansion over time

Team Insights

Understand collaboration patterns:

Active contributors vs. viewers
Prompt creation trends
Popular prompt categories
Cross-team usage of prompts

Analytics features are available on Team and Enterprise plans. Upgrade your workspace for advanced insights.

Troubleshooting

Member can't accept invitation

Common causes:

Invitation expired (7-day limit)
Email mismatch (invitation sent to different email)
Account verification incomplete

Solution: Send a new invitation to the correct email address.

Can't create prompts in workspace

Common causes:

Member role is set to Viewer (read-only)
Workspace is archived or deleted

Solution: Ask a workspace Admin to upgrade your role to Member or higher.

Workspace prompts not showing in API

Common causes:

Using wrong workspace slug in package name
Prompt is still in draft status
API key doesn’t have workspace access

Solution: Verify the package name format: @workspace-slug/prompt-name:version

Can't change member roles

Common causes:

Your role doesn’t have permission (must be Admin or Owner)
Trying to modify Owner role (can only be transferred)

Solution: Contact the workspace Owner for permission changes.

Next Steps

Prompt Versioning

Learn how to manage prompt versions in team environments

Testing

Set up testing workflows for collaborative prompt development

Security

Implement security best practices for team workspaces

Python SDK

Access workspace prompts programmatically

Getting Started

Python SDK

Examples

Guides

​Workspace Collaboration

​What are Workspaces?

​Creating a Workspace

​Workspace URL Structure

​Adding Team Members

​Invitation Process

​Bulk Invitations

​Roles and Permissions

Owner

Admin

Member

Viewer

​Permission Matrix

​Changing Member Roles

​Collaboration Workflows

​Team Prompt Development

​Best Practices for Team Collaboration

​Managing Workspace Content

​Workspace Prompt Library

​Organizing Content

Collections

Tags

Categories

Search

​Workspace Settings

​General Settings

​Branding

​API Access

​Team Communication

​Activity Feed

​Notifications

​Security Best Practices

​Workspace Analytics

​Usage Metrics

​Team Insights

​Troubleshooting

​Next Steps

Prompt Versioning

Testing

Security

Python SDK

Workspace Collaboration

What are Workspaces?

Creating a Workspace

Workspace URL Structure

Adding Team Members

Invitation Process

Bulk Invitations

Roles and Permissions

Permission Matrix

Changing Member Roles

Collaboration Workflows

Team Prompt Development

Best Practices for Team Collaboration

Managing Workspace Content

Workspace Prompt Library

Organizing Content

Workspace Settings

General Settings

Branding

API Access

Team Communication

Activity Feed

Notifications

Security Best Practices

Workspace Analytics

Usage Metrics

Team Insights

Troubleshooting

Next Steps