Manage a space

This page is for anyone who sets up or looks after a space. For what spaces are and who can read them, see Spaces.

Before you start

• Your role needs View and post on the Activities row to create, join or leave a space, or to post in one.
• The space’s owner can change its settings and members. So can anyone with Manage others’ activities, who can do so in every space.
• Decide whether the space is Members only or Whole company.

Create a space

1. Select Spaces in the sidebar, then New space.
2. Enter the Name, and a Description if you want one.
3. Under Who can see it, choose Members only or Whole company.
4. Under Members, choose the first colleagues to add, then select Create space.

You become the space’s owner and its first member. The colleagues you add receive an update in their message centre.

Join or leave a space

1. Select Spaces and open the space.
2. Select Join space to become a member. To stop being one, open ··· and select Leave space, then confirm with Leave space.

Anyone with View and post on Activities can join a Whole company space. A Members only space is listed only to its members and to people with Manage others’ activities; the latter can join it. Everyone in the space sees a line saying who joined or left. The owner must hand the space over before leaving. Leaving a members-only space closes it to you; to read it again you must be added or join again.

Add or remove members

1. Open the space and select Add members beside Members.
2. Choose the colleagues and select Add.
3. If anyone gains access, easySales lists them before anything changes. Select Confirm, or cancel to keep the members as they were. If nobody gains access, they are added at once.
4. To remove a member, select the cross beside their name and confirm with Remove.

Each person added receives an update, and the space shows a line naming them. You cannot add or remove yourself here; use Join space and Leave space. The owner cannot be removed until the space is handed over.

Change the settings

1. Open the space and select Space settings.
2. Change the Name, Description or Status — Open or Closed — or choose a new Owner, who must already be a member.
3. Select Save. If you changed Who can see it between Members only and Whole company, easySales first shows who gains and who loses access; select Confirm to apply it.

Who can see it appears only for a member who is the owner or holds Manage others’ activities. Changing a company-wide space to members-only closes everything in it to people who are not members.

Rules to know

• Adding members and changing Who can see it show the audience first; nothing changes until you confirm. Removing a member asks you to confirm.
• A new member can read everything already in the space, not only what is posted after they join.
• Only active users of your company can be added.
• An administrator who is not a member cannot read a members-only space.
• An event in a members-only space never shows on a non-member’s calendar.
• A closed space keeps its activities but takes no new ones. A space cannot be deleted.
• Joining, leaving and every change of members are recorded in the company’s audit log.

Why it works this way

Every widening is shown first. Adding a member or opening a space to the whole company gives people the full history, earlier replies included. The list of names lets you check before a private discussion reaches someone it should not.

Joining and leaving are your own, visible acts. You cannot add yourself as a member from the members list, not even as an administrator. Joining posts a line everyone in the space can see, so nobody reads a members-only space unnoticed.

A space always has someone responsible. The owner must hand over before leaving, so there is always a person who can add members, close the space or answer for what is in it.

Close, do not delete. A closed space keeps its decisions, tasks and files for anyone who needs them later, while stopping new posts.

Work faster

• Add the first members as you create the space. One step in New space instead of adding people one by one later.
• Hand over before you go on leave. Choose a new Owner in Space settings, so someone else can manage members while you are away.
• Track the group’s work on the Tasks tab. New task in the header posts a task in the space; Show completed reveals what is done. See Tasks.
• Move notes in rather than copying them. Move to space brings an existing thread in with its replies; see Spaces.
• Keep the list short. Close finished spaces; the Status filter shows Open ones unless you choose otherwise.

Examples

Lim & Co is refitting its own showroom. Mei Tan creates a members-only space “Showroom refit” and adds Siti Nadia and Marcus Tan. Two weeks later Priya Nair needs to track the costs, so Mei adds her; the preview shows that Priya will gain access to everything in the space. Mei confirms.

Closing the project. The showroom reopens on Monday 2 November. Mei opens Space settings, sets Status to Closed and selects Save. The space keeps every note and task, nobody can post in it, and it no longer shows in the Spaces list unless the Status filter is set to Closed or All.

Handing over before leaving. Marcus started a company-wide space “Trade fair 2026” and is moving to another role. In Space settings he chooses Siti, already a member, as Owner and selects Save. He can now select Leave space.

Common questions

• How do I delete a space? You cannot. Set its Status to Closed in Space settings; it keeps what is in it and takes no new activities.
• Why can’t I leave a space I created? You are its owner. Choose another member as Owner in Space settings, then select Leave space.
• Why is Who can see it missing in Space settings? Only a member who is the owner, or who holds Manage others’ activities, can change it.
• Do people get an email when I add them to a space? Being added is a Low priority update, so it is not emailed unless their own or the company’s notification settings changed that. See Notification settings.
• Can I add someone from outside the company? No. Only active users of your company can be members.
• Can I make a members-only space company-wide later? Yes, in Space settings. easySales shows who gains access before you confirm.

Related

• Spaces
• Who can see activities
• Write an activity
• Notification settings