Plans, billing & your workspace

Think of a Zoabase workspace as your organization’s own building in a shared street: the address is on the same road as everyone else’s, but the doors, keys and rooms are yours alone. Northwind Studio’s channels, clients, files and help center customers are invisible to every other workspace — and theirs are invisible to Northwind.

Create a workspace

Go to Start free on the homepage (or /signup). Enter your company or team name, your name, your work email and a password of at least eight characters. Zoabase creates the workspace, makes you its first admin, opens #general, and signs you straight in.

Every new workspace starts on the free Starter plan. If you picked a paid plan on the pricing page, you land on Workspace settings → Plans so you can upgrade right away.

Tip: Name the workspace after the company your customers know. The name appears on your help center, and the web address of the help center is made from it — for example /help/northwind-studio.

Invite your team

Admins add teammates from People (the Team icon at the bottom of the rail) with Add member, picking the role they get. Each person gets their own sign-in for your workspace. Roles & permissions explains what each role can do.

One email can belong to more than one workspace — a freelancer who works for two clients, for example. When they sign in, Zoabase asks which workspace to open.

Switch between workspaces

The square tile at the top of the rail shows the workspace you’re in. Click it to see every workspace you belong to — with your plan and role in each — and click one to switch. The whole app reloads inside the other workspace, and any other open tabs follow.

• Join as many as you like. Joining someone else’s workspace is always free. If you open an invite link while signed in with the invited email, choose Join as followed by your name, and the workspace appears in your switcher straight away — no new password.
• Ask to join with a workspace ID. Every workspace has an ID (the same name its help center uses, such as northwind-studio), shown at the top of the workspace menu and on People. Choose Join a workspace, enter the ID and an optional note, and the workspace’s admins get a notification. They approve or decline under Requests to join on People (and can let you in as a member or an admin). You hear back wherever you’re signed in, and the workspace shows up in your switcher once approved. Withdraw a pending request from the same dialog.
• Create your own. Choose Create a workspace in the same menu. You become its owner, it starts on Starter, and setup walks you through inviting people.
• How many you can own depends on the best plan among the workspaces you own: 1 on Starter, up to 3 if you own a Team workspace and up to 10 with Business. At the limit, Create a workspace opens a dialog to upgrade a workspace you own; once it’s upgraded you can carry straight on creating.
• Missing a workspace? Workspaces you joined earlier or signed up for separately appear once you sign in with the same password. Workspaces where you use a different password stay separate — sign in to them directly.

Heads up: Changing your own password changes it for every workspace in your switcher. If an admin resets your password in one workspace, that workspace leaves your switcher until you prove it’s you again.

Plans and limits

Every plan has every feature — chat, huddles, projects and boards, the lead pipeline, docs, meetings, the service desk and the help center. Plans differ only in how many people and how much file storage they include. Prices are per workspace, not per seat.

Plan	Price	Team members	Storage	Largest file
Starter	Free	5	2 GB	25 MB
Team	$29/month or $290/year	25	100 GB	1 GB
Business	$99/month or $990/year	100	1 TB	5 GB

Only active team members count. Deactivated people and help center customers never count towards the member limit.

Storage counts every file uploaded in the workspace: attachments in chat and on cards, voice notes and screen clips, avatars and card covers. Messages, cards, docs and artifacts themselves don’t count.

Heads up: When a limit is reached, nothing is deleted. Zoabase simply won’t add another member or accept another upload until you upgrade, deactivate someone, or free up space — and the message says which limit you hit.

Workspace settings

Open the workspace tile at the top of the rail (or your avatar menu) and choose Workspace settings. A sidebar of tabs groups everything about the workspace:

• General — the workspace logo, name, description, website, kind of organization and team size, plus the workspace ID, help center link and internal ID to copy. Admins can change the workspace ID, but old help center links and IDs shared for join requests stop working, so Zoabase asks first.
• Members — seats used and left, admins, deactivated people, pending invites and join requests, with a shortcut to People.
• Plans — every plan side by side with a comparison table; admins switch plans here.
• Usage — member and storage meters, 30 days of messages and new tasks, counts of everything in the workspace (channels, projects, tasks, docs, meetings, organizations, contacts, tickets and more), storage by file type and who uploads the most.
• Billing — the plan’s status, billing period and renewal date, and Invoices & payment when payments are enabled.

Everyone can open Workspace settings; only admins can change anything. Usage bars turn red when you pass 90%.

Workspace settings cover the workspace as a whole. Your own profile, theme, keyboard shortcuts and AI preferences live separately under Settings (your avatar menu → Profile & account), and they follow you to every workspace.

Upgrade, downgrade or switch billing

On Workspace settings → Plans, admins pick Monthly or Yearly (two months free) and choose a plan. Upgrades apply straight away.

Moving to a smaller plan works once the workspace fits it: if Northwind has 12 active people, it can’t move to Starter until only 5 are active. The message tells you exactly what’s over the limit.

When payments are enabled, upgrading opens a secure checkout, and Invoices & payment takes admins to the billing portal to update a card, download invoices or cancel. A cancelled subscription moves the workspace back to Starter at the end of the paid period.

Your help center address

Each workspace has its own public help center at /help/<your-workspace>. Customers who sign up there get accounts in your workspace only, and service-desk portals live underneath it — /help/northwind-studio/ATL for the Atlas desk, for example.

Find the exact address on Workspace settings → General, from Customer help center in the sidebar, or in each desk’s Portal & settings tab.

Privacy between workspaces

Every record in Zoabase belongs to exactly one workspace, and the database itself refuses to show or change another workspace’s rows. Search, notifications, live updates, files and help centers are all scoped the same way, so a link copied from another workspace simply shows “not found”.