Creating and managing spaces
Organisation admins create, rename and delete spaces. Space admins and organisation admins manage a space's access type, logo, people and teams from the Spaces tab of the organisation hub.
Create a space
Only organisation admins can create spaces.
- Open the organisation and space switcher at the top of the sidebar.
- Choose New space. You can also use New space on the Spaces tab of the organisation hub.
- Enter a Name of up to 120 characters.
- Under Who can get in, pick Open, Closed or Private. The hint below the control explains each one.
- Choose Create space.
Folioso opens the new space straight away. You can add people and teams to it from the Spaces tab.
Note
Private is available only if your plan includes private spaces. Otherwise the option is disabled and the dialog names the plans that include it. See the pricing page.
If your organisation has reached its plan's space limit, New space shows Upgrade and takes you to the Billing page instead. See Space limits by plan.
The space's address
A space's address is made from its name when you create it: "Client Work" becomes /client-work. If the name clashes with another space in the organisation, or with a word Folioso uses for its own pages (such as "settings" or "search"), a short random suffix is added, for example /settings-4fk2.
The address doesn't change when you rename the space, so links and bookmarks keep working. You can't edit the address from the app.
Rename a space
Organisation admins can rename any shared space, including the default space.
- Open the organisation and space switcher at the top of the sidebar.
- Select More actions next to the space, or right-click it.
- Choose Rename, type the new name and press Enter. Press Escape to cancel.
My space can't be renamed.
Manage a space from the Spaces tab
The Spaces tab of the organisation hub lists the spaces you can manage:
- Organisation admins see every shared space.
- Space admins see the spaces they're an admin of. This is the one hub tab a member who isn't an organisation admin can open.
Open it from Spaces in the switcher's admin section. Each space has a card with its logo, a Default badge where it applies, its access type, how many people have access, and an Open link.
From each card you can:
- change the access type;
- upload or remove the space's logo;
- approve or decline access requests (see Requesting access);
- add people and teams, change their roles and remove them (see Roles and permissions).
Changing the access type
On the space's card, use the Access control to switch between Open, Closed and Private. The change applies immediately.
| Change | What happens |
|---|---|
| Open to closed or private | Members without a grant lose access straight away. Anyone with one of the space's pages open is refreshed so the new access takes effect. |
| Closed to private | The space disappears from Browse spaces. |
| Private to closed | The space appears in Browse spaces, and members can request access. |
| Anything to open | Every member becomes an editor. Older version history is hidden (see below). |
| Closed to open or private | Pending access requests are dropped, because they can no longer be answered. |
People and team grants are kept when a space becomes open, even though they have no effect while it's open. They apply again if you close the space.
Important
When a space becomes open, the version history of its pages from before the change is hidden from everyone, including the authors. Snapshots taken while fewer people could see the page aren't shown to the wider audience. See Version history.
You can't change the access type of the default space (always open) or of My space (always private). Making a space private needs a plan that includes private spaces.
Add a logo
A space can have a logo, which appears in the sidebar, the space switcher and the spaces directory.
- On the space's card on the Spaces tab, choose Upload logo.
- Pick a PNG, JPEG, GIF, WebP or AVIF image. The maximum size is set by your plan's upload limit.
Use Change logo to replace it or Remove to go back to the default icon. My space can't have a logo, because it shows its owner's avatar.
Delete a space
Organisation admins can delete any shared space except the default space.
- Open the organisation and space switcher at the top of the sidebar.
- Select More actions next to the space, or right-click it.
- Choose Delete, then confirm with Delete.
Deleting a space doesn't delete its content:
- Pages and groups move to the default space, including pages in the recycle bin. Private pages stay private. Bookmarks that include the deleted space's address stop working, but public links keep working.
- Tags are merged into the default space by name. A tag that already exists there is reused, and the pages keep their tags.
- People and team grants on the deleted space are removed.
- Version history from before the move is hidden, because the default space is open to every member.
You can't delete the default space or My space.
Plan downgrades
If your organisation moves to a plan with fewer spaces, existing spaces stay as they are. You can't create new ones until you're under the limit. Private spaces stay private, but you can't make another space private on a plan without the feature. See Downgrading.