Workspaces, Folders and Projects in Upbase

Upbase uses a simple 3-level structure to organize your work:

Workspace → Folder (optional) → Project

This structure is designed for managing client work, from high-level organization down to day-to-day tasks.

Workspaces

A workspace is the top-level space where you manage all related client work.

Think of a workspace as a container for:

• Projects
• Team members
• Settings and preferences

Each workspace is completely separate from others.

Key things to know

• One email account can create or join multiple workspaces
• Paid plans are billed per workspace

Create or switch workspaces

Click the dropdown next to the workspace name in the top-left menu to:

• Create a new workspace
• Switch between existing ones

Folders (optional)

Folders help you group and organize projects inside a workspace.

Folders are optional, but useful when you manage multiple clients or many projects.

How folders work

• Folders don’t have their own settings or permissions
• You can’t invite members to a folder—only to individual projects
• There’s only one folder level (no subfolders)

Deleting a folder

When you delete a folder:

• The projects inside are not deleted
• They’re moved outside the folder
• Projects must be deleted individually

Common folder setups for client work

Here are some practical ways to use folders in a client-focused workspace:

• One folder per client

  Example: Acme Corp  , Bright Studio  , Northwind  

  Each folder contains that client’s projects.

• One folder per service or team

  Example: Web Design  , Development  , Marketing  , Support  

• Internal vs. client work

  Example:

  • CLIENT PROJECTS  
  • INTERNAL OPERATIONS  

Pro tip: Use the same icon style for all projects inside one folder to make them easier to recognize.

Projects

Projects are where the actual work happens.

Each project is a private space for collaborating with specific teammates or clients.

You can keep projects inside folders—or leave them ungrouped.

Project modules

Every project includes tools to help your team stay organized and communicate clearly:

1. Tasks

   Create and manage tasks and subtasks.

   Add comments, attachments, due dates, and more.

2. Schedule

   Plan work day by day.

   Create tasks or drag unscheduled tasks onto specific dates.

3. Docs

   Write and share documents with your team.

   Organize docs into folders and comment on them.

4. Files

   Upload and share files with version history.

   Comment directly on files to keep feedback in one place.

5. Links

   Save and share important links related to the project, such as:

   • Client resources
   • Design files
   • Docs, dashboards, or external tools
   • Keep everything easy to find in one place.

6. Messages

   Post updates, ask questions, and run long-form discussions.

   Messages are organized by topic and easy to search.

7. Chat

   For quick, informal conversations with your team and client.