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What are workspaces?

Granola organizes your work into workspaces — a home for your notes, spaces, folders, and meeting insights. You can create a personal workspace just for yourself, join your company’s workspace to collaborate with your team, or have both to keep work and personal notes separate. Personal vs business/team accounts: There isn’t a separate “account type” — the difference is whether the workspace is only you (personal) or has multiple members (team). Same Granola account can own or belong to both. Billing applies per workspace: a personal workspace can be on the free plan while your company workspace is on Business, or the other way around. See Subscriptions and billing and Upgrading just yourself. On mobile, new notes are saved to the workspace you’re currently in. You can switch between existing workspaces in the mobile app, but new workspaces are created from the desktop app. See Getting started on mobile.

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Using a personal workspace

A personal workspace is perfect if you want to keep your notes and meeting insights private and organized just for you. Your personal workspace gives you:

• Private notes by default - everything stays private unless you choose to share
• Granola Chat - search and ask questions across all your notes and transcripts to quickly find information
• Your own organization - create folders within your spaces, templates, and recipes that work for your workflow
• Full control - you’re the admin of your own workspace

You can always join or create a team workspace later if you want to start collaborating with others.

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Collaborating in a team workspace

A team workspace is perfect if you want to collaborate with colleagues while keeping control over what you share. Your team workspace gives you:

• Private notes by default - everything stays private unless you choose to share
• Shared notes and folders - organize notes into your team space for standups, retros, customer calls, and more
• Templates and recipes for your team - create and share templates and recipes with teammates to standardize note formats and meeting follow-ups
• Granola Chat - search and ask questions across all your notes and transcripts to build a shared knowledge base

You can always create a personal workspace later if you want to keep some notes completely separate from your team.

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Privacy of your notes

Your notes are never shared by default - they’ll remain private unless you choose to share them by adding them to a folder in your team space, or share them directly with someone else.

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Getting started

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Creating a workspace

When you first set up Granola, you can create a workspace by choosing a name and picture for it. You can always add additional workspaces later by clicking your workspace name in the bottom-left corner of the Granola desktop app and selecting ‘Add workspace’ from the menu. When creating a workspace, you’ll be asked to choose a workspace name and can optionally allow teammates with the same email domain to auto-join. If you’d prefer this to be a personal workspace, we recommend making sure the auto-join checkbox is unchecked.

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Joining an existing team workspace

If your company already has workspaces created, you can join an existing one - or send a request to the admins to join any private workspaces. You’ve also got the option to create a new workspace for your team. By joining a workspace, you’re agreeing to the Terms of Service. When you accept an invite or join a new workspace, Granola switches you to that workspace by default. Your existing notes stay in your original workspace — they are not moved or deleted. To view them, switch back to your original workspace.

• Email invites only work for the exact address they were sent to. If you sign in with a different email (for example, a personal address instead of your work one), you won’t see the invite. Ask the admin to invite the email you sign in with.
• Invite-only workspaces can’t be joined without an invite. If your company’s workspace has auto-join turned off and you sign up without an invite, you can request access (an admin must approve it). Otherwise you end up in a new workspace of your own on a trial, separate from your team’s notes.

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Switching between workspaces

Click the workspace name in the bottom-left corner of the Granola desktop app to see a list of all workspaces you belong to. Select any workspace to switch to it.

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Inviting teammates to a workspace

When creating a workspace, you can invite teammates by entering their email addresses or selecting people you meet with regularly. This list is created from anyone at your company who you’ve previously had a Granola meeting with. Click your workspace name in the bottom-left corner, then select Settings. You can adjust auto-join permissions and invite more teammates under Settings > Workspace > Members. From the Members page, admins can:

• View and manage workspace members — See who’s in the workspace, their role (Admin or Member), and remove members if needed.
• Change roles — Promote a member to Admin or change an Admin to Member. Admins can manage workspace settings, billing, and team. Members can use the workspace and view the billing page and upgrade the workspace, but cannot manage existing subscriptions (such as canceling, changing plans, or updating payment methods) or change workspace and team settings.
• Copy invite links — Share a link so others can join the workspace (subject to any domain auto-join rules).
• Invite new teammates — Add people by email or from a list of people you’ve had meetings with.

On a paid plan, everyone who joins — by invite, invite link, or domain auto-join — is a paid seat from the day they join, charged pro rata on your next invoice. If your workspace admin is unavailable (for example, they’ve left the company or are on extended leave) and you need a role change, contact us at hey@granola.so. New members do not automatically see your private notes — only notes in folders they have access to or notes you’ve shared with them.

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Removing people from your workspace

As a workspace admin, you can remove teammates in the Members section of Granola settings — find them in the All members list, click the dropdown next to their name and select “Remove”. You’ll be asked to type their email to confirm. Important: Once removed, they lose access to the workspace and to their notes, folders, templates, and recipes in it. If they need to keep their notes, give them a chance to move them or export them first. Their notes stay visible in any workspace folders they were added to. Removing someone only affects that workspace. Their Granola account remains active — they can still sign in, use other workspaces, and may continue to receive emails from Granola. To stop the emails, they can unsubscribe using the link in any Granola email, or delete their Granola account. If you’ve been removed and need your notes back, ask the workspace admin to add you back temporarily so you can transfer them to another workspace.

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Leaving a workspace

To leave a workspace:

1. Move any notes you want to keep to another workspace. Once you leave, you lose access to your notes, folders, templates, and recipes in that workspace.
2. Go to Settings > Workspace > General
3. Scroll down to the Danger zone section
4. Click Leave workspace
5. Confirm by typing “Leave [workspace name]” when prompted

Note: You must be a member of at least one other workspace before you can leave. If the workspace you want to leave is the only one you belong to, create a new workspace first. If you are the only admin of the workspace, you’ll need to promote another member to admin before you can leave.

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Moving notes between workspaces

You can move notes between workspaces you are a member of:

• One note: hover over the note, click the 3 dots, select Move to workspace and choose the workspace.
• All your notes: go to Settings > Workspace > General and use Transfer notes to another workspace in the Danger Zone. This moves all your notes, along with any folders where you’re the only member. You’ll see a preview of what moves before you confirm. See Transfer notes between workspaces for details.

Workspace admins have a setting to allow/prevent moving notes between workspaces - but it’s your responsibility to make sure you have permission to move notes between workspaces based on your company policies.

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Upgrading just yourself

Upgrading is per workspace, not per whole company. If your workspace is on the free plan and you want Business features (unlimited note history, integrations, thinking models) without paying for everyone:

1. Create a new workspace (workspace name in bottom-left > Add workspace) and name it e.g. “My workspace”. Leave auto-join unchecked.
2. Move your notes from your current workspace to the new one. See Moving notes between workspaces.
3. Subscribe in the new workspace — go to Settings > Billing and upgrade to Business. You’ll be the only member and only pay for one seat.
4. Optionally, leave the old workspace once your notes are moved. If you’re its admin, make someone else an admin via Settings > Workspace > Members first.

Your old workspace stays on the free plan; your new workspace is on Business.

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Workspace settings

Workspace admins can control various workspace settings. To access these settings, go to Settings > Workspace > General. From the Workspace settings page, admins can configure:

• Workspace name - Edit the workspace name at any time by updating the “Workspace name” field under Workspace setup and clicking away to save
• Workspace logo - Change the workspace logo by clicking on it under Workspace setup
• Allow teammates to join automatically - Permit users with matching email domains to join the workspace without requesting access (each counts as a seat)
• Data export permissions - A sub-page (under Data security) where admins can control whether users can export data from the workspace, transfer notes to another account, or move notes to another workspace
• Allow workspace to be discovered - Show/hide this workspace to users with matching email domains when they are selecting a workspace to join
• Workspace jargon - Company-specific terms that improve transcription for everyone in the workspace. Admins edit this under Language. See Customizing transcription

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Deleting a workspace

If you no longer need a workspace — for example, after migrating to a new one — admins can delete it from the Danger Zone in workspace settings. Deleting a workspace is permanent and removes all associated data. Before you can delete a workspace, the following requirements must be met:

1. Move your notes — Move any notes you want to keep to another workspace first. Once the workspace is deleted, all notes in it are permanently lost.
2. Remove all other members — All other members must leave or be removed from the workspace. Only a workspace with a single remaining member can be deleted.
3. Cancel any active subscription — If the workspace has an active paid subscription, cancel it before deleting. You can manage your subscription from Settings > Billing.
4. Delete the workspace — Once the above steps are complete, go to Settings > Workspace > General > Danger Zone and click Delete workspace. You’ll be asked to type the workspace name to confirm.

You must be an admin and a member of at least one other workspace to delete a workspace.