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What are workspaces?

Granola organizes your work into workspaces — a home for your notes, 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 Can I upgrade just myself? below. Workspaces aren’t yet supported on the Granola iOS app. Meeting notes will be added to your oldest workspace by default and can be moved between workspaces via our desktop app by following the steps at the bottom of this article.

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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, 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 - from 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 shared folder, 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 by clicking the workspace name in the bottom-left corner of the Granola desktop app and selecting your original workspace from the list.

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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. You can also invite teammates using an invite link, or invite people you meet with regularly directly from the invite screen. If you’ve got a paid plan, you’ll be charged per person that joins your workspace - this will appear on your next invoice as a pro-rata charge based on the date they joined the workspace. You can adjust auto-join permissions and invite more teammates later by heading to Settings > Workspace > Team in Granola. From the Team settings page, admins can:

• View and manage team 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, each new member adds a seat and increases the next bill (prorated).

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. What happens when someone is added: They get access to the workspace and, if you’re on a paid plan, they count as a seat from the day they join. They do not automatically see your private notes — only notes in shared folders or notes you’ve shared with them. What happens when someone is removed: They lose access to the workspace and to all notes, folders, templates, and recipes that lived in it. Their personal notes in that workspace are no longer accessible to them unless an admin adds them back temporarily so they can transfer or export first. See Removing people from your workspace below.

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Removing people from your workspace

As a workspace admin, you can remove teammates in the Team section of Granola settings - find them in the list of Team members and then click the dropdown next to their name to select “Remove”. Important: If you’re removing someone so they can continue using Granola in another workspace, give them a chance to move their notes first. Once removed, they won’t be able to access their existing notes, folders, templates, or recipes in your workspace. Notes will continue to remain visible in any shared folders within the workspace. Removing someone from a workspace only affects their access to that workspace and its content. Their individual Granola account remains active — they can still sign in, use other workspaces, and may continue to receive emails from Granola. If the removed person wants to stop receiving Granola emails, they can unsubscribe using the link in any Granola email, or delete their Granola account entirely. If you’ve been removed from a workspace and need to recover your notes, contact the workspace admin to request temporary access. This will allow you to transfer your notes to another workspace before losing access again.

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Leaving a workspace

To leave a workspace:

1. Go to Settings > Workspace
2. Scroll down to the Danger zone section
3. Click Leave workspace
4. Confirm by typing the workspace name when prompted

Before leaving, make sure to transfer your notes to another workspace. Once you leave, you will lose access to all your notes, folders, templates, and recipes in that workspace. 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. To do this, click on the 3 dots that appear when you hover over a note, select ‘Move to workspace’ and click on the workspace you’d like to move the note to.

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Workspace settings

Workspace admins can control various workspace settings, including whether notes can be moved between workspaces. To access these settings, go to Settings > Workspace. 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
• Allow teammates to join automatically - Permit users with matching email domains to join the workspace without requesting access
• Allow transferring notes to other accounts - Control whether users can transfer their own notes from this workspace to another workspace
• Allow exporting data (Enterprise only) - Control whether users can export their data from this workspace. This toggle is only available to Enterprise workspace admins. On Business and Basic plans, data export is enabled by default.
• Allow workspace to be discovered - Show/hide this workspace to users with matching email domains when they are selecting a workspace to join

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Transfer notes

To move all your notes to a different workspace, go to Settings > Workspace and use the “Transfer notes to another workspace” option in the Danger Zone section. This will move all your notes from the current workspace to another workspace you’re a member of. 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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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. Transfer your notes — Move any notes you want to keep to another workspace first (Settings > Workspace > Danger Zone > Transfer notes). 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 > 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.

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Can I upgrade just myself without upgrading my whole team?

Yes. Upgrading is per workspace, not per whole company. If you’re in a workspace that’s on the free plan and you want Business features (unlimited note history, integrations, thinking models) for yourself only:

1. Create a new workspace (workspace name in bottom-left > Add workspace) and name it e.g. “My workspace”.
2. Transfer your notes from the current workspace to the new one: Transfer notes to another workspace (Settings > Workspace > Danger Zone), or move notes one by one with Move to workspace on each note.
3. Subscribe in the new workspace — In the new workspace go to Settings > Billing > Manage subscription and subscribe to Business. You’ll be the only member and only pay for one seat.
4. (If you’re the admin of the old workspace) Nominate another admin or hand off before leaving, then leave the old workspace if you no longer need it.

Your old workspace stays on the free plan; your new workspace is on Business. See Subscriptions and billing for how workspace billing works.

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Creating and upgrading a new personal workspace

If you want to move to a personal workspace or upgrade to a business plan without paying for everyone in your current workspace, follow these steps:

1. Set up a new workspace - Click your workspace name in the bottom-left corner of the Granola desktop app and select ‘Add workspace’ to create a new workspace
2. Transfer your notes - Switch back to your existing workspace, and move your notes to your new workspace by going to Settings > Workspace > Transfer notes (as described above)
3. (If you’re the admin) Nominate a new admin - If you’re the admin of the workspace you’re leaving, make someone else an admin via the Team settings within the Granola desktop app before you leave
4. Leave the old workspace - Once your notes are safely transferred and a new admin is in place (if needed), you can leave your old workspace

Important: Make sure you transfer your notes before leaving the workspace. Once you leave, you won’t be able to access your existing notes unless a workspace admin adds you back temporarily.