How shared workspaces work

1. Choose the right workspace

There are two workspace families. A subscription covers its selected workspace and the tools included in that named plan. Other workspaces and unrelated products require their own access.

Both families include shared evidence, assigned actions, dated observations and progress reviews. SaaS Onboarding adds the recorded-activity monitor and, where enabled, Signal, Chronicle, Sentinel, Counterfactual and Pulse. These five tools are included in eligible SaaS Onboarding Team and Organization workspaces, with no separate purchase price. General diagnostic workspaces do not include them.

The $19 diagnostic report, $149/month personal diagnostic subscription and $199 one-time SaaS Customer Onboarding Audit are separate purchases. An audit is not required to buy a SaaS workspace, and neither purchase includes the other. Ledger Check, Prompt Guard (AI security proxy) and Inventory Sync have separate subscriptions, access and setup; a workspace subscription does not include them. Inventory Sync is currently postponed for new subscriptions and store connections.

Check current availability on the plan page. Review the general workspace terms or SaaS workspace terms, and the data-handling overview.

2. Create a workspace and choose access

Open general workspaces or SaaS Onboarding workspaces, choose a plan and create a workspace. Creation alone does not charge you or start a subscription. The owner accepts the relevant terms and reviews payment in Stripe. After payment, Refresh billing checks the subscription.

Owners can invite administrators, members or viewers. Administrators can invite members and viewers. Share the invitation code privately; it expires after seven days, and the recipient must sign in with the invited email. All active roles, including the owner and viewers, and pending unexpired invitations count toward seats.

A workflow without a department is visible throughout the workspace. Department workflows are visible to assigned members and viewers, plus owners and administrators. Personal reports stay private unless you deliberately copy selected findings into shared evidence. Removing a person revokes access while preserving their shared contributions.

3. Record evidence and follow through

Create a workflow with a clear objective. Add only the evidence colleagues should see, assign an action to a contributing member with access, and set a due date. The assignee, an owner or an administrator can mark the action complete with completion evidence.

For manual baseline and follow-up observations, keep the metric, unit and collection method the same and use non-overlapping periods. Record sample sizes. The comparison shows an observed difference, not proof of cause or financial savings.

The weekly progress review lists open, overdue and completed actions. Organization adds month-to-date and previous-month executive reviews, department context and repeated-action topics. These are software summaries. Optional reminder and review emails contain a protected workspace link and can be turned off per member.

4. Add real onboarding activity

In a SaaS Onboarding workspace, open Onboarding progress monitor. Choose a workspace and a process, such as Sales to Implementation. Each customer's journey through that process needs its own stable onboarding ID.

1. Start with the displayed CSV template. Use one row per recorded activity, including its unique ID, onboarding ID, step, event type and timestamp with time zone. Use customer and team IDs rather than private conversations or secrets.
2. Upload up to 1,000 rows and 240 KB at a time. Identical repeat records count once; reusing an event ID with different details rejects the upload instead of overwriting history.
3. Choose dates in UTC and inspect measurements, individual customer timelines, supporting records and missing data. A report can analyze up to 50,000 activity records; narrow the dates if necessary.
4. Save a baseline and a later result to compare compatible, non-overlapping periods. Owners and administrators manage settings such as the handoff deadline and optional hourly labor cost.

The monitor covers recorded handoff waits, ownership gaps, rework, decision waits, deadlines, exceptions, onboarding duration, manual actions and disagreements between systems. Rework cost uses recorded effort and your entered rate. Missing evidence is shown as unavailable, not zero; the overall handoff score is not an industry benchmark. Keep waiting and overdue work in view alongside completed work.

5. Choose a tool for your next question

Use the workspace navigation to open a tool, then confirm the selected SaaS workspace, workflow and dates. The five tools use that workflow's accepted activity and the same access boundaries. Saved records are shared with authorized colleagues, not private to their author. Saving is an explicit action; opening or refreshing a tool does not connect systems or save a record.

Signal: What changed between periods?

Compare an earlier period with a later, non-overlapping period. Inspect flagged changes in recorded delays, rework, ownership and other supported measurements, with the evidence and sample sizes behind them. You can use a suggested date window, save a comparison, reopen its history and record reviews of flagged changes. A saved run can contain no flagged changes or insufficient data. The review queue and digest are viewed in the workspace; this version does not send background alerts or act on findings.

Chronicle: What happened, and what did we decide?

Search the recorded activity timeline. Save an evidence snapshot before writing a decision and its rationale. Add source references, a follow-up date or an outcome note when known; link a later outcome snapshot if useful. Search decision notes and append revisions or withdraw a decision without losing earlier versions. A follow-up date does not schedule an automatic reminder. Reasons and outcomes remain unknown until someone records them; the timeline does not recreate missing history.

Sentinel: What needs a closer look?

Review overdue handoffs, explicitly missing owners, recorded rework, exceptions, escalations, missed deadlines, system disagreements and evidence-quality warnings where the records support them. Save a snapshot and append a review of a recorded condition. A review label is your team's assessment, not proof that the underlying problem is fixed.

You can also declare a dependency on a system, vendor, shared resource or another workflow, explain why it matters, and revise or retire the declaration. The summary shows declared dependencies shared across workflows you can currently see. It does not discover dependencies automatically, send external alerts or score employees.

Counterfactual: What would our assumptions calculate?

Try an unsaved handoff-time reduction preview, or save a snapshot to keep a scenario. Saved scenarios support handoff-time reductions and incoming-work/capacity calculations using your stated arrivals, capacity, starting backlog and time horizon. They retain starting data, assumptions, calculation version and results; revising a scenario creates a new record linked to the earlier one. Replaying a saved scenario checks the same calculation against its saved inputs without changing source activity. These are what-if calculations, not forecasts, staffing recommendations or verified savings.

Pulse: What can we measure, and what is missing?

Review workflow measurements, units, sample sizes, supporting record IDs, gaps and the latest recorded activity time. Save dated snapshots and compare earlier and later snapshots. Unavailable or incompatible measurements stay visible rather than being guessed. A recent record does not prove every source is current; a difference does not establish what caused it.

Chronicle, Sentinel, Counterfactual and Pulse analyze up to 10,000 activity records in a selected window. Product snapshots keep the measurements, settings and calculation inputs for their chosen dates. Each process allows up to 200 product snapshots; each snapshot can include up to 10,000 activity records and 4 MiB of saved data. Narrow the dates if the snapshot limit is exceeded. These are saved separately from the monitor’s baseline/follow-up measurements.

6. Connect systems when available

A spreadsheet is enough to start. Owners and administrators can also set up a workflow-scoped event API or, when configured, a signed GitHub Issues webhook in the monitor. The event API is a separate ingestion route; it does not connect another app automatically.

Connect systems shows the current customer availability of Jira Cloud, HubSpot Deals and Salesforce Cases. A listed integration is not necessarily ready to connect. When available, authorize the provider, select the right account or project, and map your status names to onboarding events before importing. Salesforce also requires the released managed package in the authorized org.

These connectors read activity; they do not edit issues, deals or cases. Only available history and explicitly mapped statuses become evidence. Cross-system matching needs a deliberately shared onboarding ID; names and email addresses are not used to guess matches. Connecting and importing require owner/admin access, an active subscription and an active workflow. Disconnecting stops new imports and preserves existing results; revoke account-wide access in the provider's settings if needed.

7. Export, archive or hand over

Both plans let authorized readers download a workflow's shared evidence, actions and manual observations as JSON, including after paid access lapses. The onboarding monitor separately offers a measurements CSV, evidence-summary JSON and saved-measurement JSON. These downloads are not a complete backup of every raw event, saved product record or connected system. Where saved-record reading is enabled, workspace owners can select one process, saved-record dates and up to 50 existing records on a product page to download a readable HTML evidence report and matching JSON manifest. The report keeps source IDs, saved times, measurement windows and caveats. It omits raw events, full histories and unselected record contents; it is not a complete backup or proof that an action caused an outcome. Existing exports for other authorized readers are unchanged.

Organization owners and administrators can download the portfolio CSV and, while paid, import up to 50 workflows with the displayed CSV template. Use existing department names or leave the department blank for workspace-wide visibility. An invalid import is rejected as a whole.

Owners and administrators can archive a workflow while retaining its evidence. Restoring it needs active paid access and room within the active-workflow limit. To change owners, the current owner proposes a transfer to an existing admin or member, and that person accepts billing responsibility. The payment method stays in place until it is changed separately.

Subscriptions renew monthly until canceled. Cancel renewal in Manage billing; access continues through the paid period. Export what you need before permanent workspace deletion, which is an owner-only action. Deleting is different from archiving and removes shared records.