Workspace Settings & Team Management

Your workspace is your team's central hub in Xpec. It contains all your products, specifications, personas, and team members. The workspace settings allow you to manage billing, team access, integrations, and customize your experience.

Workspace Overview

What is a Workspace?

A workspace in Xpec is:

Your team's boundary - All members, products, and data within one workspace
Billing entity - Subscriptions and usage are tracked per workspace
Collaboration space - Real-time editing, sharing, and team features
Security boundary - Access controls and permissions are workspace-scoped
Integration hub - Third-party connections and API keys are workspace-specific

Workspace Information

Basic Details

Workspace Name - Your team or company name
Description - Brief description of what your workspace is for
Creation Date - When the workspace was created
Current Plan - Your subscription tier and features
Usage Statistics - Token usage, specifications created, team size

Team Management

Adding Team Members

Inviting New Members

Go to Settings → Members
Click "Invite Member"
Enter their email address
Choose their role (Owner or Member)
Send invitation

Invitation Process

Invitees receive an email with a join link
They can sign up or sign in to accept the invitation
New members immediately get access to all workspace content
No separate permissions per product or specification

Team Roles

Owner

Full administrative access to workspace
Can manage billing and subscription
Can invite and remove team members
Can delete the workspace
Can access all features and settings

Member

Can create and edit all content
Can access all specifications, personas, and insights
Cannot manage billing or team members
Cannot delete the workspace
Full collaboration features

Managing Team Members

Member Management

View all workspace members
See member roles and join dates
Change member roles (Owner only)
Remove members from workspace (Owner only)
Resend invitations for pending members

Member Activity

See recent member activity across the workspace
Track who created or modified specifications
Monitor collaboration activity
View team productivity metrics

Subscription & Billing

Understanding Plans

Starter Plan

Limited specifications and personas
Basic AI features
Essential collaboration tools
Email support

Professional Plan

Unlimited specifications and personas
Advanced AI features
Full collaboration suite
Priority support
Integration access

Team Plan

Everything in Professional
Advanced team features
Custom integrations
Dedicated support
Volume discounts

Managing Your Subscription

Billing Information

Go to Settings → Billing
View current plan and usage
See next billing date and amount
Download invoices and receipts
Update payment method

Plan Changes

Upgrading - Takes effect immediately with prorated billing
Downgrading - Takes effect at next billing cycle
Cancellation - Access continues until end of billing period

Usage Monitoring

Track AI token usage across the workspace
Monitor specification creation limits
See persona creation usage
Get alerts when approaching limits

Payment and Invoicing

Payment Methods

Credit cards (Visa, Mastercard, American Express)
Automatic billing on your billing cycle
Payment history and receipts available
Update payment information anytime

Billing Portal

Access Stripe billing portal for detailed management
Download invoices and tax documents
Update billing address and tax information
Manage payment methods and billing cycles

Security Settings

Access Control

Workspace Access

Only invited team members can access the workspace
All members have access to all content within the workspace
No per-product or per-specification permissions
Secure by default with invitation-only access

Session Management

Active sessions across devices
Automatic logout after inactivity
Secure authentication with OAuth providers
Password requirements for email accounts

Data Protection

Data Security

All data encrypted in transit and at rest
Regular automated backups
GDPR compliance for European users
SOC 2 Type II compliance standards

Content Sharing

Secure public links for specification sharing
Optional password protection for shared links
Link expiration options for time-sensitive content
Track who accessed shared content

API Keys & Integrations

Workspace API Keys

Managing API Keys

Go to Settings → API Keys
Create new API keys for external integrations
Set permissions and expiration dates
Monitor API key usage and activity
Revoke keys when no longer needed

API Key Security

Keys are hashed and stored securely
Usage tracking and monitoring
Optional expiration dates
Immediate revocation capability
Audit logs for all API activity

MCP (Model Context Protocol)

External Tool Integration

Connect Xpec to external development tools
Share specifications with other platforms
Enable MCP access for workspace content
Validate external connections

MCP Configuration

Generate MCP-compatible API keys
Configure permissions for external access
Monitor MCP integration usage
Troubleshoot connection issues

Workspace Customization

General Settings

Workspace Preferences

Default specification templates
AI model preferences
Collaboration settings
Notification preferences

Interface Customization

Theme preferences (light/dark/system)
Dashboard layout preferences
Default views for specifications and personas
Quick action shortcuts

Notification Settings

Team Notifications

New member additions
Specification sharing
Comment and mention notifications
Weekly activity summaries

Billing Notifications

Usage warnings and limits
Payment confirmations
Invoice generation
Plan change confirmations

Workspace Analytics

Usage Statistics

Content Metrics

Total specifications created
Active personas and insights
Team collaboration frequency
AI feature usage patterns

Team Activity

Member login frequency
Specification creation trends
Collaboration patterns
Most active time periods

Performance Insights

AI Usage Patterns

Most common specification types
AI feature utilization
Token consumption trends
Success rates for AI generation

Team Productivity

Specifications per team member
Collaboration frequency
Content sharing patterns
Feature adoption rates

Advanced Workspace Features

Bulk Operations

Content Management

Export all workspace specifications
Bulk status updates across specifications
Mass sharing link generation
Batch archive operations

Team Management

Bulk member invitations
Team permission updates
Activity report generation
Member onboarding automation

Workspace Migration

Data Export

Complete workspace data export
Specification export in multiple formats
Persona and insight data export
Team activity history export

Workspace Archival

Archive inactive workspaces
Preserve data while reducing costs
Restore archived workspaces
Data retention policy compliance

Troubleshooting Common Issues

Team Access Issues

Member Can't Access Workspace

Check if invitation was sent and received
Verify email address used for invitation
Ensure member accepts invitation before expiration
Check spam/junk folders for invitation emails

Collaboration Problems

Verify all team members are on the same subscription tier
Check internet connectivity for real-time features
Clear browser cache and refresh application
Contact support for persistent issues

Billing Issues

Payment Failures

Update payment method in billing settings
Check with bank for declined transactions
Verify billing address information
Contact support for recurring payment issues

Usage Limits

Monitor usage in billing dashboard
Upgrade plan to increase limits
Archive old content to free up quota
Contact support for temporary limit increases

Integration Issues

API Key Problems

Verify API key is not expired or revoked
Check permissions are correctly configured
Test API key with simple requests
Regenerate key if issues persist

External Service Connections

Verify service credentials are correct
Check service status and availability
Review integration documentation
Contact support for complex integrations

Best Practices

Team Management

Onboarding New Members

Send clear invitation with workspace overview
Provide training on Xpec workflows
Assign initial tasks to get them started
Schedule check-ins for the first week
Share team conventions and best practices

Maintaining Team Security

Regularly review team member access
Remove access for departed team members immediately
Use strong, unique passwords for admin accounts
Monitor team activity for unusual patterns
Keep API keys secure and rotate regularly

Workspace Organization

Content Organization

Establish naming conventions for products and projects
Regular cleanup of outdated specifications
Archive completed work to reduce clutter
Maintain clear product boundaries and ownership

Performance Optimization

Monitor token usage and optimize AI interactions
Use templates to reduce generation time
Archive old content to improve loading times
Regular review of integration usage and costs

Growth Planning

Scaling Your Workspace

Plan subscription upgrades before hitting limits
Establish team workflows that scale with growth
Document processes for consistent team experience
Regular review of workspace organization and structure

Long-term Management

Regular backup verification and testing
Annual review of security settings and access
Team training updates as features evolve
Strategic planning for workspace evolution

Remember: A well-organized workspace enhances team productivity. Invest time in proper setup and maintenance to maximize your team's success with Xpec.

Workspace Settings

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