Multi-workspace operations

Run multiple AI companies side by side: workspace switching, per-workspace budgets, employees allocated across orgs, and the cost-attribution math that keeps it sane.

Updated

Status: Draft | Last Updated: 2026-05-03 | Version: 1.0

Executive Summary

This scenario demonstrates coordinating across multiple company workspaces within Team-X. Multi-workspace operations enable separation of concerns (clients, projects, environments) while sharing resources and best practices.

Scenario Context: An agency runs 3 workspaces for different clients. They need to share standard operating procedures while maintaining data isolation and resource allocation.

Multi-Workspace Outcome: Shared policies and procedures implemented across 3 workspaces in 4 hours, with 60% reuse of configuration and documentation.

Learning Objectives:

  • Creating and managing multiple workspaces
  • Sharing policies across workspaces
  • Coordinating resources and employees
  • Maintaining data isolation
  • Managing workspace lifecycle (create, archive, delete)

Table of Contents

  1. Workspace Architecture
  2. Shared Standards
  3. Resource Coordination
  4. Data Isolation
  5. Workspace Lifecycle
  6. Key Takeaways
  7. Related Documentation

Workspace Architecture

Current Workspaces

Workspace State (3 workspaces):

WorkspacePurposeEmployeesMonthly SpendOwner
Strategia-XInternal (main product)12$280Rocky
Client A (Ecommerce)Ecommerce analytics dashboard5$95Rocky
Client B (Fintech)Financial data pipeline3$67Rocky

Total Monthly Spend: $442 across 3 workspaces

Workspace Switching

Operator Workflow:

Top Navigation: [Workspace Switcher ▼]

Workspace List:
- Strategia-X (current)
- Client A (Ecommerce)
- Client B (Fintech)
- [+ Create Workspace]

Switching context changes:
- Company name/logo updates
- Employee list filters to workspace
- Tickets filter to workspace
- Projects filter to workspace
- Budgets are workspace-scoped

Shared Standards

Policy Synchronization

Challenge: Agency wants standard operating procedures across all client workspaces.

Approach: Create policy template, apply to all workspaces.

Step 1: Define Master Policy

Operator creates master policy in primary workspace (Strategia-X):

Navigate to: Settings → Policies → Create Master Policy

Master Policy: Agency SOP v1.0

Budget Policy:
- Per-workspace budget: $100/month minimum
- Approval required for spends > $50
- Quarterly budget reviews

Security Policy:
- Provider keys must be workspace-scoped
- No data export without client approval
- Audit logging enabled for all workspaces

Employee Policy:
- Right-size each workspace: hire the smallest team that can do the work (Team-X has no employee quota, so it's purely an operator-discipline question)
- Roles must be approved by the workspace owner before hiring
- Token-spend logging is automatic per ticket and per employee — review weekly for client work

Documentation Policy:
- All client workspaces must have:
  - Client requirements document
  - Weekly status report template
  - Change request process

Step 2: Apply to Client Workspaces

Operator Action: Apply master policy to Client A and Client B workspaces.

Navigate to: Settings → Policies → Apply to Workspace

Applying Master Policy: Agency SOP v1.0

Target Workspaces:
- ✅ Client A (Ecommerce)
- ✅ Client B (Fintech)

Policy Sections to Apply:
- ✅ Budget Policy
- ✅ Security Policy
- ✅ Employee Policy
- ✅ Documentation Policy

Result: Policies applied. Existing workspaces updated to comply.

Policy Compliance Check

Copilot Insight (post-application):

✅ INFO  •  WORKFLOW

Master policy applied to 2 workspaces.

Compliance Status:
- Client A: Compliant ✅ (1 action item: add client requirements doc)
- Client B: Compliant ✅ (0 action items)

Action Required for Client A:
- Missing: Client requirements document
- Template available in Strategia-X vault
- Due: 1 week

[View Template]              [Assign to Elena]

Operator assigns action to Elena:

Ctrl+K → "Assign template task for Client A requirements doc to Elena"

Ticket created: #82 (Create Client A requirements document)

Resource Coordination

Cross-Workspace Employees

Challenge: Tech lead (Elena) works across all 3 workspaces. Managing her allocation and capacity.

Operator Action: Configure Elena as multi-workspace employee.

Navigate to: Settings → Employees → Elena → Edit

Employee: Elena (Tech Lead)

Workspace Access:
- Strategia-X: Full access (default)
- Client A: Full access
- Client B: Full access

Allocation Strategy:
- Strategia-X: 50% FTE (Monday-Thursday)
- Client A: 30% FTE (Tuesday, Wednesday)
- Client B: 20% FTE (Friday)

Capacity Tracking:
- Total capacity: 1.0 FTE across 3 workspaces
- Current utilization: 85%
- Availability: Can take on additional work

Cost Allocation:
- Strategia-X: 85% of token spend (computed from tickets tagged to this workspace)
- Client A: 10% of token spend
- Client B: 5% of token spend

Note: Team-X charges nothing — these percentages are how the operator allocates the *LLM provider's* monthly bill across the workspaces the same employee worked in. Telemetry per workspace makes the split straightforward.

Shared Resources

Challenge: Some resources (templates, code libraries) should be shared across workspaces for efficiency.

Approach: Create shared resource library accessible to all workspaces.

Operator Action: Create shared vault

Navigate to: Files → Create Shared Vault

Shared Vault: Agency Resources

Contents:
├── Templates/
│   ├── weekly-status-report-template.md
│   ├── change-request-form.md
│   └── client-requirements-template.md
├── Code Libraries/
│   ├── react-component-library (shared across frontend projects)
│   └── python-utils (shared across backend projects)
└── Documentation/
    ├── agency-sops-v1.pdf (agency procedures)
    ├── onboarding-guide.pdf (for new employees)
    └── client-handbook.pdf (client management)

Access Control:
- All employees: Read-only access
- Operator: Read/write access
- Workspaces: Can link resources to their tickets

Benefits:
- Reuse reduces duplication
- Consistency across clients
- Centralized updates propagate to all workspaces

Employee Sharing Rules

Policy Template Applied Across Workspaces:

Employee Sharing Policy:

1. Approval Required:
   - Adding employee to multiple workspaces
   - Changing allocation percentages
   - Removing employee from workspace

2. Timesheet Logging:
   - Employees with multi-workspace access must log time per workspace
   - Automatic via routine (daily at 6pm)
   - Format: "Worked 2h on Strategia-X, 1h on Client A"

3. Budget Charging:
   - Employee costs charged to workspaces based on allocation
   - Updates automatically via routine
   - Visible in Telemetry per workspace

4. Conflict Resolution:
   - If workspace demand exceeds employee allocation, operator is notified
   - Operator can rebalance or increase allocation

Data Isolation

Data Separation

Database Isolation:

Workspace 1: Strategia-X
├── employees_strategia_x
├── tickets_strategia_x
├── projects_strategia_x
├── events_strategia_x
└── telemetry_strategia_x

Workspace 2: Client A (Ecommerce)
├── employees_client_a
├── tickets_client_a
├── projects_client_a
├── events_client_a
└── telemetry_client_a

Workspace 3: Client B (Fintech)
├── employees_client_b
├── tickets_client_b
├── projects_client_b
├── events_client_b
└── telemetry_client_b

Isolation Benefits:

  • Client A cannot see Client B tickets
  • Budgets are workspace-scoped (Client A overspend doesn’t affect Client B)
  • Employees see only their assigned workspaces
  • Data export requires workspace-specific authorization

Cross-Workspace Queries (Rare)

Use Case: Agency-level reporting across all client workspaces.

Operator-only capability: Operator can query across workspaces for aggregate metrics.

Command Palette:

Ctrl+K → "Show total spend across all workspaces for this month"

Response:

Total spend across all workspaces (last 30 days):

Workspace          | Spend   | % of Total
---------------------|---------|------------
Strategia-X        | $280    | 63%
Client A            | $95     | 22%
Client B            | $67     | 15%
---------------------|---------|------------
TOTAL               | $442    | 100%

Trend: +12% vs. previous month

Note: This is operator-only. Employees cannot access cross-workspace data.

Workspace Lifecycle

Creating a New Workspace

Scenario: Agency wins new client (Client C: Healthcare analytics).

Operator Action: Create new workspace

Navigate to: Workspace Switcher → + Create Workspace

Creating Workspace: Client C (Healthcare)

Configuration:
- Name: Client C (Healthcare Analytics)
- Purpose: Healthcare data pipeline and analytics dashboard
- Owner: Rocky
- Budget: $120/month
- Employee quota: 6 employees
- Template: Apply Agency SOP v1.0

Initializing...
✅ Workspace created
✅ Policies applied (Agency SOP v1.0)
✅ Shared vault linked
✅ Budget configured ($120/month limit)
✅ Employee quota assigned (6 employees)

Next steps:
1. Hire employees for Client C workspace
2. Create project for client work
3. Import templates from shared vault
4. Schedule kickoff meeting

Archiving a Workspace

Scenario: Client A project ends. Workspace should be archived for 90 days then deleted.

Operator Action: Archive workspace

Navigate to: Workspace Switcher → Client A → Archive

Archiving Workspace: Client A (Ecommerce)

Archive settings:
- Retention period: 90 days
- Data export: Full (tickets, events, telemetry)
- Employee access: Read-only during archive
- Budget: Suspended (no new spend)

What happens:
1. Workspace marked as "archived"
2. Employees cannot create new work
3. Existing tickets remain accessible (read-only)
4. Data exported to archival storage
5. Automated deletion in 90 days

Employees affected:
- Elena (Tech Lead): Access changed to read-only
- Priya (Frontend): Access changed to read-only
- Mike (Backend): Access changed to read-only

Reassignment:
- Employees reassigned to Strategia-X and Client B workspaces
- No duplicate work created

Archive date: 2026-05-03
Auto-delete date: 2026-08-01

Key Takeaways

1. Workspaces Enable Separation of Concerns

Multiple workspaces allow the agency to isolate client data, budgets, and teams while sharing best practices via master policies.

2. Master Policies Scale Operations

Creating policies once and applying to all workspaces ensures consistency and reduces configuration overhead. The policy compliance check (via Copilot) ensures adherence.

3. Employee Sharing Requires Care

Multi-workspace employees need clear allocation strategies, timesheet logging, and cost allocation. Without these, tracking and billing become chaotic.

4. Data Isolation Is Non-Negotiable

Client A must never see Client B data. Database isolation (separate tables per workspace) and access control (workspace-scoped queries) ensure this.

5. Workspace Lifecycle Matches Client Lifecycle

Creating workspaces for new clients, archiving when projects end, and deleting after retention periods keeps the workspace ecosystem healthy and costs predictable.

Scenario: Multi-Workspace Operations, Draft v1.0