Core Concepts
Organizations and Workspaces
Note: Organizations and Workspaces are available only on the Pro plan and above.
Understanding the Hierarchy: Organizations, Workspaces, and Personal Accounts
Gumloop uses a three-tier structure that helps teams collaborate while maintaining security:
Think of it like Google Workspace:
- Organization = Your company’s Google Workspace account
- Shared Workspaces = Team drives that multiple people can access
- Personal Workspace = Your personal Google Drive
Organizations
An Organization in Gumloop is your company’s top-level account that manages:
- Billing and credits: All users in the organization share the same credit pool
- Domain-based access: Anyone with your company email automatically joins
- User management: Add, remove, and manage permissions across all workspaces
- Compliance settings: Control data retention policies and security settings
Workspaces: Personal vs. Shared
Workspaces are where flows are created, edited, and run. There are two types of workspaces:
Personal Workspaces
Every user has their own personal workspace by default. Personal workspaces are:
- Private to you: Only you can view and edit flows here
- Your development sandbox: Best place to create and test new flows
- Secure for sensitive work: Good for confidential projects
- Production-ready: Can host production flows that you alone maintain
- Always accessible: Even without an organization account
Shared Workspaces
Shared workspaces enable collaboration among team members. They are:
- Collaborative environments: Multiple people can view and edit flows
- Team-specific: Can be created for departments, projects, or specific teams
- Resource sharing hubs: Members can access shared credentials and flows
- Managed by workspace admins: Control who has access
Key Differences: At a Glance
| Feature | Personal Workspace | Shared Workspace |
|---|---|---|
| Primary Purpose | Individual development and production | Team collaboration |
| Who Can Access | Only you | Invited team members |
| Editing Rights | Only you | All workspace members |
| Credit Usage | Uses organization credits | Uses organization credits |
| Best For | Individual workflows, sensitive data, personal projects | Team projects, collaborative editing, shared maintenance |
Common Confusion Points: Clarified
”Where should I build my flows?”
- Personal workspace: For flows you maintain individually (both development and production)
- Shared workspace: For flows multiple people need to collaborate on and maintain together
”What happens when I share a flow from my personal workspace?”
- Sharing a view-only link: Others can see but not edit your flow
- When others duplicate your flow: They receive a cloned copy in their personal workspace that they can edit and run independently - changes they make won’t affect your original flow
- For true collaboration: Move the flow to a shared workspace where multiple people can edit the same flow
”Who can run flows in each workspace?”
- Personal workspace: Only you can run flows
- Shared workspace: Any member can run flows (using their own credentials unless workspace credentials are set up)
“What about credentials in shared workspaces?”
Shared workspaces support both personal and workspace credentials:
- Personal credentials: Only usable by you - when other workspace members run the flow, they’ll use their own personal credentials
- Workspace credentials: Available to all workspace members - flows using workspace credentials can be run by any member using the shared authentication
For more detailed information on credential management, see our Credentials Guide.
Moving Flows Between Workspaces
You can move flows from personal to shared workspaces (or between shared workspaces):
- Go to the Hub
- Click the three dots (⋮) next to the flow
- Select “Move to Workspace”
- Choose the destination workspace
Important: Moving a flow to a shared workspace means all members of that workspace can edit it.
Practical Example: Marketing Team Workflow
Let’s see how this works in practice:
Scenario: Creating a Social Media Automation
Step 1: Sarah develops in her personal workspace
- Creates a flow that generates social posts
- Tests with her personal credentials
- Refines until it works perfectly
Step 2: Sarah has two options:
Option A: Keep in personal workspace (solo maintenance)
- Sarah continues to run and maintain the flow herself
- Can share view-only links with team members
- Team members can duplicate to create their own versions
- Changes made by team to their duplicates don’t affect Sarah’s original
Option B: Move to the Marketing workspace (collaborative maintenance)
- Moves the flow to the shared Marketing workspace
- Updates credential settings to use workspace credentials
- Multiple team members can edit and improve the same flow
- The team collectively maintains one version
Workspace Management
Creating a Workspace
- Click your
Personal Workspacedropdown (top left in menu side-bar) - Select “Add Workspace”
- Configure your workspace:
- Name your workspace (e.g., “Marketing Team”, “Product Development”)
- Add team members (via email) under Settings > Workspace > Members
- Set up workspace credentials for shared services
Any member in the organization can create workspaces.
Default Workspace
Organization admins can configure which workspace new members automatically join:
When a new user signs up with your company email:
- They automatically join your organization
- They get access to their personal workspace AND the default workspace
- They can request access to other shared workspaces
Best Practices for Organizations and Workspaces
Organization Level
- Assign organization admins to manage user access and settings
- Monitor credit usage across workspaces to optimize resources
- Set clear naming conventions for workspaces (e.g., Department-Purpose)
Workspace Level
- Create purpose-specific workspaces (e.g., “Marketing-Campaigns”, “Sales-Automations”)
- Document workspace purpose in the description
- Limit access to only those who need it
- Set up workspace credentials for shared services
Personal Development
- Develop in personal workspaces before moving to shared
- Use descriptive flow names to help others understand your flows
- Document your flows with comments and clear node names
- Test thoroughly before moving to shared workspaces
Security and Permissions
- Personal workspace flows can’t be edited by others (even organization admins)
- Shared workspace flows can be edited by any workspace member
- Credentials are never shared unless explicitly set up as workspace credentials
- Flow runs use the credentials of the person running the flow (unless using workspace credentials)
Important Notes
- Workspace credentials are separate from personal credentials
- Workspaces are only available on Pro plan and above
- Organization admins cannot access your personal workspace flows
- Concurrent flow editing is not yet supported
- All users within an organization draw from the same credit pool