Teams & Workspace ​

Workspace ​

The Workspace is your organization's shared working space. All lists, chats, files, and calendars live inside it.

Inviting people ​

Invite people by email under Settings → Users & Apps → Invite. There you choose whether they join as users, i.e. as members of your team, or as guests (see Guests).

Roles ​

In the workspace, every person has a role:

Each project also has its own roles: Admin, Member and Follower. Followers read the project and write in its chat, but don't edit anything. Guests are always followers in a project.

Teams & groups ​

• Teams group people together (e.g. "Development", "Sales") and make assignments and visibility easier.
• Groups are used for organizational bundling and access control.

Guests ​

Guests are people outside your team, such as clients, freelancers or partners, who should follow and discuss individual projects. A guest has their own Liza account (a free one is enough) but doesn't count as a member of your workspace.

Guests are part of the Pro plan, with no limit on their number.

What a guest can do ​

• read the projects they follow, including tasks and earlier history — except anything marked internal
• write in the project chat and in task chats
• put files into the project's Cloud Drive and rename or delete their own
• submit requests: put a new task into the project's inbox
• approve tasks they are asked to approve, or request changes
• take part in calls and meetings and start their own — with people from their projects (see Calls & Meetings)
• get notifications from their projects: push, email and inbox, plus, if they like, a daily summary by email
• see the other people in their projects, with name and picture, without email address
• leave a project again

What a guest can't do ​

• see other projects, chats or people of the workspace, internal tasks or the internal chat
• create or edit projects or tasks (except requests)
• create their own chats, invite people to the workspace or moderate calls
• use Liza AI, the calendar or sprints
• change settings other than their own profile and account

Inviting guests ​

A guest always needs at least one project. There are four ways:

1. In the project: use the + in the member bar or Project Settings → Members, enter the email address and choose Invite as guest.
2. Via sharing: in the project, Share → Invite guest.
3. In the settings: under Settings → Users & Apps → Invite, choose "as guests" and select the Projects for the guest.
4. Via Liza AI: e.g. "Invite client@company.com as a guest to the Relaunch project". Liza confirms the address and projects first.

When inviting in the project or in the settings you can also enter:

• Company (optional), e.g. "Client X" – the label you use to group guests later;
• Access until (optional), e.g. the end of the project – after that the guest is paused.

Owners and admins of the workspace can invite guests, and so can anyone who is admin of all selected projects.

The guest receives an invitation email naming the projects they are invited to. They accept with a new or their existing Liza account and then follow these projects automatically.

To add a guest who is already there to more projects, use the member bar, like for any other member.

Managing guests ​

Admins find all guests under Settings → Users & Apps → Guests. A guest can leave on their own: a single project via Leave project in the project header, the whole workspace via Settings → Account → Leave workspace.

Clicking a guest opens them for editing:

• Company: the guest list has a "Company" column and – from two companies on – a filter per company. In a project's member dialog, All guests of a company: Client X brings all guests of that company into the project in one step.
• Access until: after this day the guest is paused: they are kept but can no longer get in and see the notice "Your guest access has expired". Move or clear the date and they are back.
• Make member: the guest becomes a member of the workspace. This uses a seat in your plan; if none is free, Liza tells you beforehand. In their projects they stay a follower at first; the project admin can give them more rights.

If the workspace moves from Pro to Free, guest access is paused as well, not deleted. With Pro it is back.

A guest's overview ​

Instead of the overview across all projects, a guest sees next to their projects:

• Approvals for you – tasks they were asked to approve, with the buttons to decide;
• Upcoming meetings they are invited to, with Join from 15 minutes before the start;
• New since your last visit – how many messages, completed tasks and new files there are since then;
• the latest messages per project.

At the very bottom they turn the daily summary by email on or off. It arrives at 8 a.m. (their local time) – only when something happened in their projects.

Internal: hidden from guests ​

Teams want to talk differently among themselves than with the client. There are two ways:

• Internal tasks: in a task's menu choose Mark as internal (hidden from guests). Guests then no longer see the task — nor its subtasks, files and chat. Make visible to guests reverses this. Anyone who may edit the task can switch it.
• Internal chat: in projects with guests the project chat has the button Internal chat (without guests) at the top. It opens the chat of an internal task "Intern" — there the team talks among themselves.

Requests and approvals ​

• Submit a request: guests have the button Submit a request in the project header. The request lands as a task in the project's inbox; the team gets a notification and sorts it in. The task carries the badge Request from …, so it stays clear who submitted it. Attachments and questions then go into the task chat.
• Request approval: guests can be asked for approval like anyone else in the project – for tasks that aren't internal. The guest decides in their overview, on the message in the task chat or in the Approvals box.

Guests and external participants ​

More on external participants under Calls & Meetings.

Workload ​

Workload views show you how tasks are distributed across people and teams and who has overdue tasks.

Activity log ​

Under Settings → Users & apps → Activity log, Liza records security-relevant events: logins and failed logins, enabling/disabling 2FA, used backup codes, account lockouts, and changes to the organization. Useful for traceability and audits.