Articles on: Account & billing

Workspaces and user management

A workspace is the container for everything in Lido: sheets, workflows, integrations, API keys, billing, and members. This article covers how to create and manage workspaces, invite team members, and assign roles.



What a workspace is


Every account belongs to one or more workspaces. A workspace owns:


  • All sheets, tables, and workflows.
  • All connected integrations (Drive, Outlook, Slack, etc.) and API keys.
  • The subscription plan and billing details.
  • The member list and their roles.


When you sign up for Lido, your first workspace is created automatically. Most teams operate in a single workspace.



When to use multiple workspaces


Single workspace works for

Multiple workspaces help when

One team, even spanning departments

You need hard separation between teams (e.g., separate billing per team)

Sharing sheets and workflows across the company

Different compliance regimes (e.g., one HIPAA-covered, one not)

Centralized billing and admin

You're running a managed-service business with one workspace per client

Standard role-based access controls

Production vs. staging vs. test environments


If you're not sure, start with one workspace. Splitting later is annoying but possible; merging is harder.



Create a new workspace


  1. Click your profile/avatar in the top-right.
  2. Choose Create New Workspace (or Switch Workspace → New).
  3. Enter a name (e.g., "Acme — Operations").
  4. Pick the plan tier or start on Free.
  5. Confirm.


You're now in the new workspace. Switch between workspaces from the same menu.



Invite a team member


  1. Workspace settings → Members.
  2. Click Invite.
  3. Enter the email address.
  4. Pick a role (Owner / Admin / Editor / Viewer — see below).
  5. Send.


The invitee gets an email. When they accept, they show up in the Members list.


If they don't get the email, check spam, then re-send. If they have a Lido account already, they can also accept from inside Lido (the invite shows as a pending notification).



Roles


Exact role names and capabilities can vary slightly by plan. The general model:


Role

Can do

Owner

Everything, including managing billing and deleting the workspace. Typically only one owner.

Admin

Manage members, integrations, API keys, and settings. Cannot delete workspace or change ownership.

Editor

Create and edit sheets, workflows, formulas. Cannot manage members, billing, or workspace settings.

Viewer

Read-only access to shared sheets and workflows. Cannot edit.


Some plans add Restricted Editor (edit only specific sheets they're invited to) — check the live pricing page or your workspace settings for current options.



Change a member's role


  1. Workspace settings → Members.
  2. Find the member.
  3. Click their current role and pick a new one.
  4. Save.


The change is immediate. Newly removed permissions take effect on the member's next page load.



Remove a member


  1. Workspace settings → Members.
  2. Find the member → Remove.
  3. Confirm.


The user loses access immediately. What they created stays in the workspace — sheets, workflows, integrations they set up remain owned by the workspace, not by them. You don't lose data when an employee leaves.


If they had personal credentials connected (e.g., their personal Gmail), those credentials are revoked too. Workflows depending on them will fail until you reconnect with a different account. This is the main reason to use service accounts (not personal accounts) for production integrations.



Transfer ownership


Most plans allow transferring the Owner role to another member.


  1. Workspace settings → Members.
  2. Find the new owner-to-be.
  3. Click their role → Make Owner.
  4. Confirm.


The previous owner becomes an Admin (and can be removed afterward by the new owner).


For organization-level changes (e.g., the founder leaves and no one set up a backup admin), contact support.



Workspace settings worth knowing


  • Workspace name and logo — visible to everyone in the workspace.
  • Default integration credentials — the credentials new workflows pre-fill with.
  • Email signatures — a per-workspace signature library that any Send Email node or formula can reference.
  • Custom workspace settings — key/value pairs you can reference in workflows and formulas (e.g., {{$workspace.notificationChannel}}). Useful for centralizing constants.
  • Audit log (Enterprise) — who did what, when.



Renaming, archiving, deleting a workspace


  • Rename: Workspace settings → General → Name.
  • Archive: not a built-in feature; effectively, downgrade to Free and stop using.
  • Delete: ask in chat. Deletion is irreversible and is performed by the team after admin confirmation. All data is purged.



Tips


  • Have at least two admins, ideally from different teams. When the only admin leaves the company, you have a problem.
  • Use a shared "Lido Admin" email for the workspace owner if your org allows it (e.g., lido-admin@yourcompany.com aliased to a group). Survives staffing changes.
  • Document role assignments in your team wiki: who has what level of access and why. Audit semi-annually.
  • Use a separate workspace for production vs. test if your organization values strict separation. Otherwise, single workspace is fine.
  • For client-services agencies, one workspace per client makes billing/auditing straightforward but increases admin overhead. Pick the model that matches your org's reality.



Common mistakes


  • Single owner who leaves the company. Inviting backup admins is 30 seconds; recovering ownership without one takes weeks.
  • Granting Admin to everyone. Use the principle of least privilege. Most users are Editors, not Admins.
  • Connecting personal accounts (Gmail, Drive) for production workflows. When the person leaves, integration breaks silently. Use service accounts.
  • Splitting into multiple workspaces too early. Adds admin overhead; usually a single workspace with role-based controls works.
  • Trying to share a single sheet across two workspaces. Lido sheets live in one workspace. Use exports/imports or APIs to bridge if you must.




  • Manage your subscription (billing-side controls)
  • Pricing, plans, and page allowance (seat counts per plan)
  • Connect Google Drive, Connect OneDrive, Connect Gmail or Outlook (the case for service accounts)
  • Security and data handling (SSO, audit logs, role-based access)

Updated on: 16/04/2026

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