Run several workspaces
Switch between workspaces, create or copy one for another site, and follow every site at once from the Group view.
A workspace is one location or team, with its own portal, people, trainings and settings. Give each site its own workspace, then use the Group view to follow all of them at once. Some screens say academy: it means the same thing.
Before you start:
- Only the owner can create workspaces.
- Your plan sets how many workspaces you can have. At the limit, the workspace switcher at the top of the sidebar shows Unlock more academies instead of the create options. Choose it to book a call with us about adding more.
Switch workspaces
The switcher sits at the top of the sidebar, with ACADEMY under the current workspace's name. Choose it, then pick another workspace. A check marks the one you are in. With many workspaces, type in Filter academies. Co-managers see only the workspaces you gave them.
Create a workspace
Choose how to start
Open the switcher. Choose Create new Academy to start fresh with your current logo and colour, or Create from existing academy to copy another workspace's setup.
Name it and pick its address
Type the name under ACADEMY NAME, for example Northwind Supply Portland. Under WHERE YOUR TEAM SIGNS IN, check the suggested portal address and wait for This one’s free — it’s where your team will sign in. If it is taken, try another.
Check the details
For a new workspace, change LOGO & COLOUR or the language if this site is different.
For a copy, check the workspace under COPY FROM and read WHAT GETS COPIED. If that workspace's portal is Private, HOW LEARNERS SIGN IN is copied too: switch between Email and SMS if this location differs.
Create it
Choose Create academy. Your academy is live! shows the new portal address. Choose Continue to my Academy Dashboard: you are now in the new workspace, and its Dashboard shows a GETTING STARTED card.
Finish setting it up
Add its people on Team, add its trainings, check its welcome message in Settings › WELCOME, and turn on its agent (see below).
A copy takes the setup, not the content: branding and welcome message, language and privacy, your documents (shared, not duplicated), staff roles, and group training needs (see below) with no training attached yet. Trainings and people are not copied, and the agent starts off. To reuse a training, choose Copy to academy in its ⋮ menu: see Publish, export and share.
Use the Group view
Open the Group view
Open the switcher and choose Group, which counts your workspaces underneath, for example ALL 2 ACADEMIES. It appears once you can reach more than one workspace. Viewers do not get it.
Read the group Dashboard
The Dashboard now covers every site. The agent card shows one chip per site under COVERAGE BY SITE. WHO IS NOT DONE is grouped by site, with up-to-date sites folded into one row. Each row in NEEDS YOU names its site, and COMING UP shows all sites combined.
See everyone
Choose Team in the sidebar to list every person at every site. Filter with the All sites and All roles chips, or search by name. Choosing a person opens their training file in their workspace.
Go back to one workspace
Pick the workspace in the switcher.
Share a training need across sites
A group training need, called a group policy on screen, is a training need written once for every site. Each site then confirms who it applies to and which training covers it. Only the owner can create one.
Open the group training needs
In the Group view, choose Training needs in the sidebar, then Training need at the top right. New group policy opens.
Write it
Fill in TITLE, for example Safety basics, and pick Required or Optional under TYPE. Optionally set VALIDITY (MONTHS), how long a completion counts before a retake; AFTER HIRE (DAYS), the days each person gets from their start date; and EFFECTIVE DATE, from which not finishing counts as overdue. Under WHO IS IN SCOPE, pick roles, or leave it empty for everyone. TRAINING (NAME) is only a hint: each site keeps its own training. Choose Save.
Link sites that already have it
If some sites already have a training need with the same title, the group policy is listed under To link. Choose the link button, for example Link 2 sites, so later changes reach them.
Apply it at each site
New workspaces receive every group training need automatically. At an existing site, pick the group policy when you write a training need there: see Training needs.
At each site, a need that follows a group policy says Managed at group level. Its title, type, validity and days after hire change only in the Group view. The site still picks its roles, its training and its due date.
Turn on the agent at each site
Each workspace has its own agent, and it is off in a new workspace. Switch to the workspace, then choose Turn on on its Dashboard, or go to Settings › REMINDERS › Modify. See Automatic follow-ups.
In the Group view, when NEEDS YOU says follow-ups are off at some sites, Activate agent opens The agent, site by site, with a switch per site for Follow-ups, Escalation and Weekly report. Each change saves at once.
Good to know
- Seats and credits are shared. Learner seats, co-manager seats and AI credits count across all your workspaces: see Manage your plan, seats and credits.
- Settings is per workspace. The address, logo, language, welcome and agent are set for each one.
- Co-managers do not get new workspaces automatically. Tick the new workspace in their Access: see Invite co-managers.
- Adding people and sending reminders happen in one workspace. The Group view has no add button, and View portal is hidden there.
- To delete a workspace, the owner goes to Settings › YOUR ACCOUNT, chooses Delete next to Delete this workspace, and types its name. Its trainings go with it, and it cannot be undone.
Next steps
- Invite co-managers: give each site manager access to their own workspace.
- Automatic follow-ups: set up the agent for each site.
- Training needs: confirm who owes what at each site.