Creating and Managing Workspaces in Postcards

A Workspace is a separate home for one team and its work. Each workspace holds its own set of projects, custom modules, Brand Presets, and image library, along with its own team of collaborators and its own subscription.

Your account isn't limited to a single workspace. You can belong to several at once, for example, one for your own projects and another for a client's, and switch between them at any time from one login. Whatever workspace you're currently in determines everything you see and what you're allowed to do: its projects, its plan, its limits, and your role within that team. Nothing leaks between workspaces, so each team's work stays cleanly separated.

This guide covers everything you can do with workspaces: creating them, switching, inviting people, billing, and moving projects between them.

Workspaces at a Glance

One account, unlimited workspaces. Create as many as you need, there's no limit, on any plan — or get invited to others, and switch freely between them.
Each workspace is self-contained. Projects, custom modules, Brand Presets, and images belong to the workspace you're in, never shared across workspaces automatically.
Each workspace has its own subscription. A plan applies to the workspace, not to you. You can sit in a free workspace and a Pro workspace at the same time.
Your role can differ per workspace. You might own one workspace and be an editor in another.
You always have one default workspace that can't be deleted and that you can't be removed from.

Your First Workspace (Onboarding)

What you see the first time depends on how you arrived:

New users — after signing up, you'll see a short onboarding screen, then a screen to create your first workspace.
Existing users — the first time you sign in after the workspaces feature is available, you'll see the onboarding screen once. Your existing projects aren't touched; they're gathered into your default workspace.
Invited users — you'll see the onboarding screen and land directly in the workspace you were invited to.

On the onboarding screen, add your avatar, confirm your name, and tell us what type of work you do.

Creating a Workspace

Any Postcards user can create their own workspace, at any time.

Click the workspace name at the top-left of the dashboard to open the workspace switcher.

Click Create New Workspace.

Add a Company Logo (optional) and a Workspace Name, and optionally your Company Website.
Under Invite to Collaborate (optional), enter teammates' emails and assign each a role. You can skip this and invite people later.
Click Create Workspace.

Important: A new workspace starts on the free plan with its own subscription. Upgrading one workspace doesn't upgrade your others. The free plan includes 0 AI credits, so AI features (AI Copywriter, Visual Insights, AI generation, Import HTML) are unavailable until the workspace is on a paid plan (Lite or higher). Paid plans include a monthly credit allowance, and you can buy credit packs for more at any time.

For how AI credits work, what each feature costs, and where to check your balance, see Understanding AI Credits.

Switching Between Workspaces

Click the workspace name at the top-left to open the switcher.
Select the workspace you want to enter.

Your choice is remembered; Postcards keeps you in that workspace until you switch again.

The active workspace controls everything you see: projects, image library, custom modules, plan limits, and permissions.

Tip: If you open a direct link to a project that lives in another of your workspaces, Postcards automatically switches you into that workspace so you can open it.

Inviting Collaborators and Roles

You can invite teammates while creating a workspace or later from within it. Each person is assigned a role that controls what they can do in that workspace and a person can hold different roles in different workspaces.

Anyone who joins through the shared invite URL comes in as a Viewer. Only the Owner can invite people directly as Editors, or promote existing Viewers, from Workspace Settings → Members.

For the full breakdown of invitation methods, available roles, and what each role can do, see Inviting and Managing Teammates in Postcards.

Important: Every member of a workspace works under that workspace's plan. If a workspace is on Pro, its members get Pro features while working in that workspace, but only there, not in their other workspaces.

Subscriptions and Billing

This is the most important thing to understand about workspaces:

Each workspace has its own subscription. Plans are tied to the workspace, not to your user account.
You can belong to several workspaces on different plans at once — for example, a free personal workspace and a Pro client workspace.
The active workspace determines which plan, limits, and features apply at any given moment.
When a workspace's owner changes, the subscription transfers along with ownership to the new owner.

Transferring Projects Between Workspaces

You can move a project from one workspace to another. You don't have to be the workspace owner to do it; any Editor (or the owner) can transfer projects; Viewers cannot.

On the dashboard, hover over the project and click the ••• (more) menu.
Choose Transfer To Workspace.

Select a destination workspace.
Choose your options:
- Keep a copy in current team — leaves the original untouched in the source workspace.
- Open destination team after move — switches you to the destination workspace once the transfer finishes.
Click Transfer Project.

Important: Images and fonts carry over with the project to the destination workspace, so your design stays intact after the move.

Workspace Settings

Open Workspace Settings from the left sidebar while you're inside the workspace you want to manage. The page uses a tabbed layout across the top — Workspace, Members, API, Delete, and Leave — but what you see depends on your role.

Only the Owner has full control; Editors and Viewers see a smaller set of tabs.

Workspace tab (Owner only)

The default landing tab for Owners, where you edit your workspace's identity and see everything about its plan at a glance.

From here you can:

Upload or update the workspace logo.
Change the workspace name.
Add or edit the company website.
View your Plan card — the current Plan and Status, Billing Period, Renews On date, Subscription ID, Additional Seats, and remaining AI Credits (with the option to Add More Credits).
Click Manage subscription to change plan, update payment info, or cancel.

Click Save changes after editing the details. Plan and billing changes take effect immediately.

Members tab

Everyone can open this tab (Owner, Editor, and Viewer).

Shows every person in the workspace with their name, email, role, and last-seen activity.

What everyone can do

View the full members list.
Copy the Invite with URL link (unlimited and free) to bring new people into the workspace.

What only the Owner can do

Change a member's role from the role dropdown (Viewer → Editor, promote to Owner, etc.).
Remove a member from the workspace from the ••• (three-dot) menu on their row.

Important: Anyone who joins through the shared invite URL is added as a Viewer by default. Only the workspace Owner can promote someone to Editor.

For a full breakdown of role permissions, see Inviting and Managing Teammates in Postcards.

API tab

Owner and Editor, (Not visible to Viewers)

Manage API keys tied to this workspace — useful when connecting Postcards to external tools or automations.

Create a key — click Create API key, give it a descriptive name (e.g., my-secret-key), and click Create. Copy the key and store it somewhere safe, you won't be able to see it again.
Revoke a key — remove any key you no longer need or suspect has been exposed.

Important: API keys stay active even after the person who created them is removed from the workspace. Review your keys regularly and revoke any that are no longer in use.

For setup steps, authentication, and usage details, see API Getting Started.

Delete tab

Owner only.

Permanently remove the workspace. To confirm, type the workspace's name in the confirmation field, then click Delete team.

Important: Deleting a workspace is permanent and cannot be undone. It removes the workspace, all of its projects, images, custom modules, and everyone's access. Before deleting, move anything you want to keep into another workspace using Transfer To Workspace (see Transferring Projects Between Workspaces above).

Leave tab

Editor and Viewer. Not shown to Owners.

Leaves the workspace and removes your access to its projects and content. This only removes you — the workspace stays intact for everyone else.

Important: You always keep one default workspace that can't be deleted and that you can't be removed from. If you're ever removed from a workspace, Postcards returns you to your default one.

Role summary at a glance

Owner — full control: workspace details, plan, member roles, API keys, delete the workspace.
Editor — can invite via URL (new joiners are Viewers), manage API keys, create and edit projects, and leave the workspace.
Viewer — can invite via URL, view projects, and leave the workspace. Can't manage API keys, change roles, create or edit projects.

Frequently Asked Questions

Can I be part of more than one workspace?

Yes. A single account can belong to as many workspaces as you like and switch between them freely.

If I upgrade to Pro, do all my workspaces become Pro?

No. Subscriptions are per-workspace. Upgrading one affects only that workspace.

Do my teammates need a paid plan to work in my Pro workspace?

No. Plan benefits come from the workspace, so members get that workspace's plan while working in it.

Is there a limit on how many workspaces I can have?

No. You can create as many workspaces as you need, and it doesn't depend on your plan.

What happens to my projects when the feature launches?

Nothing is lost. Your existing projects are grouped into your default workspace and stay exactly as they were.

Can I move a project to a workspace I don't own?

Yes, transfers don't require you to be the workspace owner. Images and fonts move with the project.

What happens to the subscription if a workspace changes owner?

It transfers to the new owner along with the workspace.