User guide

Written By Stanislas

Last updated 4 days ago

Workspace administration gives you centralized control over your Swiftask workspace, including member management, roles and authorizations, usage monitoring, and workspace-wide settings. As a workspace admin, you can invite team members, assign roles, track AI consumption, configure security settings, and set default AI models for your organization.

This is the control center for managing how your team uses Swiftask. You can oversee costs, enforce access policies, and ensure your workspace is configured to meet your organization's needs.

Overview

Workspace administration is designed for admins who need to manage team access, monitor usage, and configure workspace-wide settings. It provides a centralized interface where you can control every aspect of your Swiftask workspace.

What you can do:

  • Manage members – Invite new team members, remove users, and assign roles

  • Control permissions – Define who can access what through role-based access control

  • Monitor usage – Track AI consumption, credit usage, and member activity across your workspace

  • Configure settings – Set workspace preferences, default AI models, and company information

  • Manage security – Configure SSO/SAML for enterprise authentication

  • Oversee billing – View subscription details and manage payment information
    Dashboard & Analytics – View metrics, usage charts, credit distribution, user reports, export data (Enterprise only)

  • Manage Groups – Create groups, assign members, define roles, manage resource access, Azure AD integration

  • Manage Roles – Create custom roles, define permissions, configure skill accessibilities

  • Manage Variables – Create workspace variables for agent prompts, view references

  • Manage Secrets – Store and manage secrets securely for configurations

  • Company Information – Configure branding, logo, theme, contact info (Enterprise only)

  • Addons Management – Assign addons to members, manage free slots, track costs (Enterprise only)

  • Partner Space – Manage client workspaces, track billing (Billing Partners only)

  • Advanced Settings – Configure default agents (Chat, Meeting, Artifact), default role, default group, default credit limit

  • Workspace Deletion – Delete workspaces with confirmation

Key sections:

  • Dashboard – Get a global overview of workspace activity, usage statistics, costs, and member activity

  • Settings – Configure workspace preferences and advanced settings, including default AI models

  • Members – Invite, remove, and manage team members

  • Role – Assign and manage workspace roles (Owner, Admin, Member, Viewer, Billing Partner)

  • Subscription – View and manage your workspace subscription and billing

  • SSO/SAML – Configure Single Sign-On using Azure Active Directory for enterprise security

  • Company – Manage your organization's identity and company information within Swiftask

  • Variables – Manage workspace variables for advanced configurations

  • Secrets – Store and manage sensitive credentials securely

  • Addons access – Control access to workspace add-ons and integrations

Who can access workspace administration

Workspace administration is available to workspace admins only on all paid plans.

How admin access works:

  • The workspace owner assigns admin roles to team members

  • The workspace owner is automatically an admin

  • Multiple admins can exist in a single workspace

  • Only users with the Admin or Owner role can access workspace administration

If you don't see workspace administration in your settings, you may not have admin permissions. Contact your workspace owner to request admin access.

When to use workspace administration

Use workspace administration when you need to:

Onboard new team members

Add users to your workspace, assign appropriate roles, and give them access to the right resources. Set up their permissions based on their responsibilities.

Monitor workspace activity

Track how your team uses Swiftask. Review credit consumption, identify usage patterns, and ensure resources are being used efficiently.

Configure workspace defaults

Set default AI models for Chat, Meetings, Transcription, and Artifacts so your team uses consistent, cost-effective configurations across the workspace.

Manage access and security

Control who has access to your workspace, configure SSO for enterprise authentication, and enforce security policies across your organization.

Oversee costs and billing

Monitor subscription status, track credit usage, and ensure your workspace stays within budget.

Prerequisites

To access workspace administration, you need:

  • A Swiftask workspace on a paid plan (Starter, Professional, or Enterprise)

  • Admin or Owner role assigned by the workspace owner

  • Permission to manage workspace settings

Workspace administration is not available on the Free plan.

Accessing workspace administration

To access workspace administration:

  1. Click the Settings icon at the bottom of the left sidebar

  2. Select Workspace administration from the menu

  3. You'll see the workspace administration interface with all available sections

The workspace administration panel displays your workspace name and provides access to all management sections through the left navigation menu.

What's next

This guide covers the following sections:

Dashboard – View analytics, metrics, usage charts, and export data
Roles and authorizations – Understand workspace roles and permissions
Managing members – Invite, remove, and assign roles to team members
Managing Groups – Create groups, assign members, and manage access
Advanced settings – Configure default AI models for Chat, Meetings, Transcription, and Artifacts
Variables – Create and manage workspace variables for agents
SSO/SAML – Configure enterprise authentication
Company – Configure company information and branding
Addons access – Assign addons to workspace members
Subscription – View subscription details and manage billing
Governance & oversight – Monitor costs, track usage, and enforce policies

Each section provides step-by-step instructions, practical examples, and best practices for managing your Swiftask workspace effectively.

Ready to manage your workspace? Navigate to workspace administration and start with the Dashboard to get an overview of your workspace activity.