Ascend Documentation

Appearance

Managing Workspaces ​

Creating a Workspace ​

  1. Click the workspace dropdown (on /pages or /databases)
  2. Click "+ New Workspace"
  3. Fill in the details:
    • Name: Clear, descriptive name
    • Icon: Choose an emoji or icon
    • Color: Optional visual identifier
  4. Click "Create"

Editing a Workspace ​

  1. Go to Settings → Workspaces
  2. Click the ⋯ menu next to the workspace you want to edit
  3. Select Edit
  4. Update any of the following fields:
    • Name — Rename the workspace
    • Icon — Change the emoji or uploaded icon
    • Color — Change the accent color
    • Description — Add a short description
    • Default Client — Pre-select a client when logging time from this workspace (see below)
  5. Click Save

Setting a Default Client ​

The Default Client field lets you link a client contact to a workspace so that when you log a time entry from a page or database in that workspace, the client field is pre-filled automatically.

To set a default client:

  1. Edit the workspace (steps above)
  2. Open the Default Client dropdown
  3. Search for or select a client from your contacts
  4. Click Save

To clear the default client:

  1. Edit the workspace
  2. Click the ✕ next to the selected client (or choose "None")
  3. Click Save

Note: The default client is a convenience pre-fill only. You can still change the client on any individual time entry. If a client contact is deleted, the default is automatically cleared.

Deleting a Workspace ​

⚠️ Important: Deleting a workspace does NOT delete the pages/databases in it. They become unassigned and appear in "No workspace".

Best Practices ​

✅ Do's ​

  1. Keep It Simple

    • Start with 2-3 workspaces
    • Add more only when needed
    • Don't over-organize

  2. Use Clear Names

    • "Work" not "W"
    • "Client Projects" not "CP"
    • Make it obvious at a glance

  3. Choose Distinctive Icons

    • Different icon per workspace
    • Makes sidebar scanning easier
    • Visual recognition is faster

  4. Combine with Tags

    • Workspaces for broad categories
    • Tags for specific attributes
    • Use both for powerful filtering

  5. Regular Cleanup

    • Review workspace assignments monthly
    • Move completed projects to archive workspace
    • Delete unused workspaces

❌ Don'ts ​

  1. Don't Create Too Many

    • More than 15-20 becomes unwieldy
    • Hard to remember which is which
    • Defeats the purpose of organization

  2. Don't Use for Permissions

    • Workspaces don't restrict access
    • Use the permissions system instead
    • Everyone sees all workspaces

  3. Don't Forget to Assign

    • New content should go in a workspace
    • "No workspace" should be temporary
    • Unassigned content is harder to find

  4. Don't Duplicate Tag Function

    • If tags already categorize it, don't create workspace
    • Example: Don't create "Urgent" workspace if you have "Urgent" tag
    • Workspaces are for broader organization

Workspace Naming Conventions ​

Use prefixes for grouped workspaces:

  • "Client - Acme Corp"
  • "Client - TechStart"
  • "Project - Website Redesign"
  • "Project - Mobile App"

Archive Pattern ​

Create an "📦 Archive" workspace for completed work:

  • Move finished projects there
  • Keeps active workspaces clean
  • Easy to find historical content

How many workspaces can I create?

  • Up to 10 workspaces per team
  • Recommended: 5–7 for optimal organization
  • Too many workspaces can become hard to manage
  • Consider using tags instead for fine-grained categorization

Can I set a default client for a workspace?

  • Yes. Edit the workspace and choose a contact from the Default Client dropdown
  • The selected client is pre-filled when you log a time entry linked to that workspace
  • Clear it at any time by selecting "None"

Can I set a default workspace for new content?

  • When creating content, the currently selected workspace is pre-selected
  • Navigate via sidebar to have that workspace pre-selected
  • The "General" workspace is the system default

Last Updated: March 2026