> ## Documentation Index
> Fetch the complete documentation index at: https://docs.baytos.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Workspace Collaboration

> Collaborate with your team using Claro workspaces

# 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

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

## Creating a Workspace

<Steps>
  <Step title="Navigate to Workspaces">
    Log into the [Bayt OS dashboard](https://claro.baytos.ai) and click **Workspaces** from the sidebar
  </Step>

  <Step title="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
  </Step>

  <Step title="Customize Branding">
    Upload visual assets to identify your workspace:

    * **Avatar** - Workspace profile picture
    * **Banner** - Header image for workspace page
  </Step>

  <Step title="Set Privacy">
    Choose workspace visibility:

    * **Public** - Visible in workspace directory, content can be discovered
    * **Private** - Only visible to members
  </Step>
</Steps>

### 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

<Steps>
  <Step title="Open Member Settings">
    Navigate to your workspace settings and click **Members**
  </Step>

  <Step title="Send Invitations">
    Click **Invite Member** and enter:

    * **Email address** - The team member's email
    * **Role** - Their permission level (see Roles section below)
  </Step>

  <Step title="Team Member Accepts">
    The invitee receives an email with a secure invitation link. They must verify email ownership to join.
  </Step>
</Steps>

<Warning>
  Invitations expire after 7 days. If a team member doesn't join in time, send a new invitation.
</Warning>

### Bulk Invitations

For larger teams, use bulk invitations:

<Accordion title="How to invite multiple members at once">
  1. Go to workspace **Members** settings
  2. Click **Bulk Invite**
  3. Enter email addresses (one per line or comma-separated)
  4. Select the role for all invitees
  5. Click **Send Invitations**

  All recipients will receive invitation emails simultaneously.
</Accordion>

## Roles and Permissions

Claro workspaces support four permission levels:

<CardGroup cols={2}>
  <Card title="Owner" icon="crown">
    **Full workspace control**

    * Manage all settings
    * Delete workspace
    * Invite/remove members
    * Create and edit all content
    * Transfer ownership
  </Card>

  <Card title="Admin" icon="shield">
    **Administrative access**

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

  <Card title="Member" icon="user">
    **Content contributor**

    * Create workspace prompts
    * Edit own prompts
    * View all workspace content
    * Cannot manage members or settings
  </Card>

  <Card title="Viewer" icon="eye">
    **Read-only access**

    * View workspace content
    * Cannot create or edit
    * Cannot invite members
  </Card>
</CardGroup>

### Permission Matrix

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

### Changing Member Roles

<Steps>
  <Step title="Navigate to Members">
    Go to workspace settings and click **Members**
  </Step>

  <Step title="Select Member">
    Find the member whose role you want to change
  </Step>

  <Step title="Update Role">
    Click the role dropdown and select the new permission level
  </Step>
</Steps>

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

## Collaboration Workflows

### Team Prompt Development

Here's a typical workflow for collaborative prompt creation:

<Tabs>
  <Tab title="Small Teams">
    **Direct Collaboration**

    1. Team member creates prompt draft
    2. Shares draft link with team for feedback
    3. Incorporates feedback and publishes
    4. Team uses published prompt via API
  </Tab>

  <Tab title="Large Teams">
    **Structured Review Process**

    1. Member creates prompt draft
    2. Admin reviews draft for quality
    3. Admin publishes approved prompts
    4. Viewers access published prompts read-only
  </Tab>

  <Tab title="Enterprise">
    **Formal Approval Workflow**

    1. Member creates prompt draft
    2. Assigned reviewers provide feedback
    3. Multiple review rounds if needed
    4. Admin approves and publishes
    5. Audit trail maintained for compliance
  </Tab>
</Tabs>

### Best Practices for Team Collaboration

<AccordionGroup>
  <Accordion title="Establish Clear Naming Conventions" icon="tags">
    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.
  </Accordion>

  <Accordion title="Use Descriptive Titles and Descriptions" icon="file-lines">
    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.
  </Accordion>

  <Accordion title="Document Prompt Purpose and Context" icon="book">
    Include context in prompt descriptions:

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

  <Accordion title="Coordinate Version Updates" icon="arrows-rotate">
    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](/guides/prompt-versioning) for more details.
  </Accordion>

  <Accordion title="Regular Team Reviews" icon="users">
    Schedule periodic reviews to:

    * Archive outdated prompts
    * Identify opportunities for consolidation
    * Share best practices and learnings
    * Onboard new team members
  </Accordion>
</AccordionGroup>

## Managing Workspace Content

### Workspace Prompt Library

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

```typescript theme={null}
// 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

<CardGroup cols={2}>
  <Card title="Collections" icon="layer-group" href="/examples/advanced-patterns">
    Group related prompts into collections for easier discovery and management
  </Card>

  <Card title="Tags" icon="tags">
    Use consistent tags across the team to categorize prompts by purpose, department, or project
  </Card>

  <Card title="Categories" icon="folder">
    Organize prompts into logical categories like "Customer Support", "Technical Writing", etc.
  </Card>

  <Card title="Search" icon="magnifying-glass">
    Use the workspace search to quickly find prompts by title, description, or tags
  </Card>
</CardGroup>

## 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

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

## 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

<Note>
  Notification settings can be customized per workspace. Go to your user settings to configure notification preferences.
</Note>

## Security Best Practices

<AccordionGroup>
  <Accordion title="Principle of Least Privilege" icon="shield">
    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
  </Accordion>

  <Accordion title="Regular Access Audits" icon="list-check">
    Periodically review workspace members:

    * Remove members who have left the team
    * Downgrade permissions when roles change
    * Audit API key usage and access
  </Accordion>

  <Accordion title="Secure Invitation Process" icon="envelope">
    Follow secure invitation practices:

    * Only invite verified work emails
    * Don't share invitation links publicly
    * Revoke unused invitations after expiration
  </Accordion>

  <Accordion title="API Key Management" icon="key">
    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](/guides/security) for detailed best practices.
  </Accordion>
</AccordionGroup>

## 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

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

## Troubleshooting

<AccordionGroup>
  <Accordion title="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.
  </Accordion>

  <Accordion title="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.
  </Accordion>

  <Accordion title="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`
  </Accordion>

  <Accordion title="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.
  </Accordion>
</AccordionGroup>

## Next Steps

<CardGroup cols={2}>
  <Card title="Prompt Versioning" icon="code-branch" href="/guides/prompt-versioning">
    Learn how to manage prompt versions in team environments
  </Card>

  <Card title="Testing" icon="flask" href="/guides/testing">
    Set up testing workflows for collaborative prompt development
  </Card>

  <Card title="Security" icon="lock" href="/guides/security">
    Implement security best practices for team workspaces
  </Card>

  <Card title="Python SDK" icon="python" href="/sdk/python/quickstart">
    Access workspace prompts programmatically
  </Card>
</CardGroup>