Workspaces

Workspaces are the top-level container for your team’s projects, tasks, and conversations in TaskFlow.

Everything in TaskFlow lives inside a workspace. Your projects, tasks, documents, channels, and members are all scoped to the workspace you’re in.

How TaskFlow is organized

TaskFlow uses a three-level hierarchy:

Workspace
└── Projects
    └── Tasks

• A workspace represents your organization or team. It has its own members, settings, and integrations.
• Projects group related work together. Each project belongs to one workspace.
• Tasks are individual units of work. Each task belongs to one project.

Workspace slug

When you create a workspace, it gets a unique slug — a URL-safe identifier used in every link within your workspace:

taskflow.com/your-workspace-slug

The slug is generated from your workspace name when you first create it. You can rename your workspace display name later, but the slug itself does not change.

Workspace roles

Every member of a workspace has one of four roles. Roles control what each person can see and do.

Role overview

Role	Description
Owner	Full control over the workspace. Can manage members, rename or delete the workspace, and access all settings. There is exactly one Owner per workspace.
Admin	Can invite and remove members, change member roles (except the Owner’s), and rename the workspace.
Member	Can create and manage projects and tasks. The default role for newly invited users.
Guest	Limited access. Suitable for external collaborators who need visibility without full membership.

Permissions breakdown

Action	Owner	Admin	Member	Guest
Delete workspace	Yes	No	No	No
Rename workspace	Yes	Yes	No	No
Invite members	Yes	Yes	No	No
Remove members	Yes	Yes	No	No
Change member roles	Yes	Yes	No	No
Create projects	Yes	Yes	Yes	No
Create tasks	Yes	Yes	Yes	No
View projects and tasks	Yes	Yes	Yes	Yes

The Owner role cannot be transferred or removed. If you need to change workspace ownership, contact TaskFlow support.

Create a workspace

New workspaces are created automatically when you sign up and go through onboarding. If you need an additional workspace:

1. Click your workspace name in the top-left corner of the sidebar.
2. Select Create workspace.
3. Enter a workspace name and click Create.

Rename a workspace

Only Owners and Admins can rename a workspace.

1. Go to Settings from the left sidebar.
2. Under General, update the workspace name.
3. Click Save Changes.

Delete a workspace

Deleting a workspace permanently removes all projects, tasks, documents, channels, and member data. This action cannot be undone.

Only Owners and Admins can delete a workspace.

1. Go to Settings from the left sidebar.
2. Scroll to the Danger Zone section.
3. Click Delete Workspace and confirm the action.

Invite members

Only Owners and Admins can invite new members.

1. Go to Settings from the left sidebar.
2. Under Members & Invites, enter the person’s email address.
3. Click Invite.

TaskFlow sends the person an email with a link to join. Invitation links expire after 7 days. If someone misses the window, you can send them a new invitation.

Invitations are sent to the email address you specify. The recipient must accept using the same email address — they cannot accept the invitation while signed in with a different account.

Invited members join with the Member role by default. You can change their role at any time from the Members list in Settings.

Generate an API key

TaskFlow can generate an API key for your workspace to use with integrations like Zapier or custom automations. API keys are prefixed with tf_.

To generate or regenerate your workspace API key:

1. Go to Settings from the left sidebar.
2. Scroll to the Integrations section.
3. Click Generate API Key.

Generating a new API key invalidates any previously issued key for this workspace. Update your integrations immediately after regenerating.