Set up and manage Connected spaces
Who can use this
- Available to:
- Plus and Business workspaces
- Managed by:
- Workspace owners and admins
- Designed for:
- Projects and partnerships that span several independent workspaces
- Member access:
- Selected workspace members only; workspace guests cannot participate
Connected spaces let independent Baseplan workspaces—such as an event organiser, local authority, venue or delivery partner—work on the same plans while keeping control of their own subscriptions, members and content. Each workspace chooses which people and plans to share.
How Connected spaces work
The workspace that creates a Connected space becomes the host and manages its name, invitations and lifecycle. Participating workspaces keep control of their own members and plans, including who can view or edit shared work.
Create a Connected space
Create the space from the workspace that should remain responsible for hosting it.
Open Connected spaces
In the workspace sidebar, choose Connected spaces. You need to be an owner or admin of an eligible Plus or Business workspace.
Name the shared initiative
Choose Create space, enter a clear name that every partner will recognise, then choose Create space again.
Use a project or partnership name that makes sense outside your own organisation. Check the new space
Hosting cannot be moved later. Check that the correct workspace is marked as Host before you invite partners.
Invite another workspace
Invitations are sent to an owner or admin, who then chooses which eligible workspace should join.
Open the invitation form
From the Overview tab, choose Invite workspace beside the connected-workspace list.
Send the invite to someone who can manage the workspace you want to connect. Send the invite
Enter the email address of an owner or admin in the partner organisation and choose Send invite. A pending invitation appears until it is accepted, revoked or expires.
The recipient chooses a workspace
The recipient follows the invitation, signs in and selects an eligible Plus or Business workspace where they are an owner or admin. Free workspaces and guest access cannot be used to join.
Confirm the connection
After acceptance, the workspace appears in the Overview. The host can invite more workspaces up to the plan limit.
Choose who can work in the space
Each workspace selects its own participants; joining a Connected space does not add every member automatically.
Open People
Choose the People tab. The list is grouped by workspace, so you can see who each organisation has selected.
Add members from your workspace
Choose Add person and select the workspace members who need access. Workspace guests are not available for selection.
Set view or edit access
Give each person Can view or Can edit access. Owners and admins can change access only for people from their own workspace.
Every workspace controls access for its own selected people.
Add and work with shared plans
Workspace owners and admins choose which plans to share. Selected participants find them from Plans using the Connected plans filter.
Open Plans
Choose the Plans tab, then choose Add plan. You will only see plans owned by your current workspace that are not already in this space.
Add a plan
Select the plan you want to contribute. Other selected participants can open it when their workspace and individual permissions allow access.
Find shared plans from Plans
Open Plans from the workspace sidebar, then use the plan-view filter and choose Connected plans. Editors and other selected participants can open plans shared with their workspace here; they do not need access to Connected spaces settings.
Selected participants open shared plans from Plans using the Connected plans filter. Stop sharing a plan
A workspace owner or admin can remove a plan contributed by their workspace. The original plan is not deleted; cross-workspace access simply ends.
Who controls what
The host manages the shared space. Each participating workspace manages its own people and plans.
| Action | Who can do it | What changes |
|---|---|---|
| Rename the space | Host workspace owner or admin | The shared name changes for everyone |
| Invite or remove a workspace | Host workspace owner or admin | A workspace gains or loses access to the space |
| Add or remove people | Owner or admin in that person’s workspace | Only that workspace’s selected participants change |
| Add or remove a plan | Owner or admin in the plan’s workspace | The original plan is shared or unshared |
| Leave the space | Participating workspace owner or admin | That workspace’s people and contributions lose shared access |
| Close the space | Host workspace owner or admin | Cross-workspace access ends for every participant |
Review changes and access
Activity records changes to workspaces, people and plans without exposing another workspace’s private member details.
Open Activity
Choose the Activity tab to review workspace connections, plan contributions and other changes in date order.
Use Activity to understand when the shape of the collaboration changed. Check paused access
If a participating workspace becomes ineligible, collaboration with that workspace is paused until its subscription is active again. Other eligible workspaces can continue working.
Remove access deliberately
Removing a person, plan or workspace takes effect across the Connected space. The underlying workspace membership and original plan remain unchanged.
Plan limits
Limits include active spaces and every active or invited workspace in a space your workspace hosts.
| Workspace plan | Active Connected spaces | Workspaces in a hosted space |
|---|---|---|
| Free | Not available | Not available |
| Plus | Up to 3 | Up to 5, including the host |
| Business | Up to 15 | Up to 15, including the host |
Frequently asked questions
No. The host workspace is fixed so governance stays clear. If a different workspace needs to host the collaboration, create a new Connected space from that workspace.