5. Manage Your Workspace

This article is for workspace admins and owners. It covers the roles in a workspace, how to invite and remove users, and which settings only you have access to. For the first setup steps, see Setup workspace and add Users.

Roles in a workspace

Changing the owner: Only the owner can transfer the workspace, and only to an admin. In “User management”, click “⋮” > “Transfer workspace”. The previous owner then becomes an admin. Licenses: Licenses apply to the whole workspace (plan and number of seats), not to individual people. Admins and the owner manage them in the billing portal. That's why “Edit User” only offers “User” or “Admin”. On the Basic plan, “User management” is visible, but its actions require the Professional plan.

Settings for admins and owners

You'll find the admin pages in “Settings” under “Workspace”. Admins and owners see “General”, “User management”, “Workflow runs” and “Glossary” there. Users without admin rights only see “Glossary” under “Workspace”.

Rename the workspace

1. Open “Settings” > “Workspace” > “General”.

   

2. Enter the new name in “Workspace Name”.

3. Click “Save”.

Invite users

1. Open “Settings” > “Workspace” > “User management”.

2. Click “Add User”. The “Add User(s)” window opens.

   

3. Enter one or more email addresses. You can also paste a whole list of addresses at once, for example from a spreadsheet or an email.

4. Choose the role, “User” or “Admin”.

   

5. Click “Invite”.

People without a MAIA account get an invitation by email. People who already have an account find the workspace straight away in the workspace menu at the top left. Existing MAIA users don't get an email. Invited people show up in the list as “INVITED” right away and take up a seat.

Use an invitation link

Instead of inviting people one by one, you can share a link. Anyone who opens it joins the workspace.

1. Open “Settings” > “Workspace” > “General”.

   

2. Under “Invite Link”, click “Generate new” and copy the link.

3. Once everyone has joined, click “Deactivate”. The link then stops working.

Treat the link like a password: anyone who has it can join while it's active.

User overview

“User management” lists all members and open invitations with these columns:

• “NAME” and “EMAIL”
• “TYPE”: the person's role in the workspace, or “INVITED” for people who haven't joined yet
• “MFA”: whether the person has set up two-factor sign-in
• “REQUESTS (30D)”: how many requests the person sent to MAIA in the last 30 days

This shows you at a glance who still hasn't set up two-factor sign-in and who is actively using MAIA. Below the table you see how many licenses are in use, for example “Used Licenses 22 of 25”.

Change a role

1. Open “User management”.

2. In the person's row, click “⋮” and then “Edit user”.

   

3. In the “Edit User” window, choose the new role under “User type”: “User” or “Admin”.

4. Click “Update”.

   

You can't change the name or email address there.

Remove a user

1. Open “User management”.

   

2. In the person's row, click “⋮” and then “Remove”. For a pending invitation, the entry is called “Cancel invite”.

3. MAIA asks you to confirm in the “Remove User” window. Click “Delete”. What happens to the person's files and collections is explained in the FAQs.

Only admins and the owner can remove other people.

Leave a workspace

You can't leave a workspace yourself. Ask an admin or the owner to remove you. Without an admin, the only way is to delete your whole account.

Workflow runs

In “Settings” > “Workspace” > “Workflow runs”, you can see which workflows are currently waiting or running in the workspace. You can cancel a run without seeing its content. Steps that have already finished stay with the person who started the run. Runs are private: only the person running a workflow sees its content. A workspace can run up to 3 workflows at the same time.

Default features in new workspaces

New workspaces have these features switched on from the start:

• CSV files
• Insight Hub
• Web search
• Agent Mode
• Dictation

Existing workspaces are not affected. If one of these features is missing in your workspace, contact support@getmaia.ai. The workspace settings don't have a switch for this.

Two-factor sign-in

Everyone can protect their account with a second factor. As an admin or owner, you can see in the user overview who has already done so.

1. Open “Settings” > “Security”.

   

2. Under “Two-factor authentication”, choose a method:

   • “Register a one-time password authenticator”: you use an authenticator app on your phone or computer.
   • “Receive one-time password via email”: MAIA sends you a code by email when you sign in.

3. Follow the instructions on screen.

To protect against attacks, MAIA locks the whole account after 25 wrong codes within 24 hours. The same applies to wrong passwords. The lock is lifted automatically after 48 hours. Admins can't lift it in the app. If you need access sooner, write to support@getmaia.ai.

Good to know

• MAIA keeps an internal log of security-relevant changes such as new users, changed roles, invitation links and collection sharing.
• To learn how to share file collections with individual people or the whole workspace, see Share collections.

If you have questions, reach us at support@getmaia.ai.