Learn how to collaborate effectively by sharing your Spaces with team members and managing their access
Spaces are designed to facilitate team collaboration and knowledge sharing. By sharing a Space with colleagues, you create a centralized AI environment where team members can work together, leveraging the same specialized and shared .
All team members interact with the same specialized AI assistant, ensuring consistent responses and guidance across your team.
Team members can access and benefit from the same collection of documents, promoting knowledge sharing and reducing information silos.
Create focused environments for specific projects or departments where teams can work together effectively with AI support.
Everyone in the Space experiences the same AI behavior and has access to the same resources, improving alignment and communication.
Before sharing a Space, it’s important to understand the different roles available:
When you create a Space, you automatically become its admin. Choose carefully when granting admin privileges to others, as admins have full control over the Space.
Access Space Settings
Open the Space Settings through either:
Navigate to Members Tab
Click on the “Members” tab in the Space Settings interface to view and manage Space members.
Open Add Members Dialog
Click the “Add Members” button in the Members tab to open the “Add Members to Space” dialog.
Search for Users
Use the search field to find colleagues by name or email address.
You can only add users who are part of your organization’s Omnifact instance.
Select Users
Click the “Add” button next to each user you want to add to the Space.
Confirm Addition
New members will immediately gain access to the Space as regular members (non-admin).
To change a member’s role or remove them from the Space:
Locate Member
Find the member in the member list within the Members tab.
Access Options Menu
Click the “More Options” menu (three dots) next to the member’s name.
Choose Action
Select from available options:
When removing a member, they will lose access to the Space immediately, but their past contributions to the Space will remain (Space Instructions, Knowledge Base, etc).
Shared Spaces are particularly valuable for:
Project Teams
Create a dedicated Space for project team members to:
Departmental Knowledge Sharing
Set up department-specific Spaces to:
Cross-Functional Collaboration
Foster collaboration across teams with Spaces that:
Employee Onboarding
Create an onboarding Space to help new employees get up to speed quickly:
Define and communicate the Space’s purpose clearly to all members to ensure effective utilization.
Periodically review member access and remove those who no longer need it.
Keep the Knowledge Base organized and up-to-date to maximize value for all members.
Be selective with admin privileges, granting them only to those who need to manage the Space.
What happens to existing conversations when I add new members?
Each member can only see their own conversations with the AI assistant. Conversations are private and not visible to other members of the Space.
Can I transfer Space ownership?
Spaces don’t have a single owner - instead, they can have multiple admins. Any admin can manage the Space equally, including adding or removing other admins.
What happens when I remove a member?
Removed members immediately lose access to the Space but their past conversations remain in their own Space’s history so they can be re-accessed later if needed.
How many members can I add to a Space?
The number of members you can add to a Space depends on your organization’s Omnifact plan. Contact your administrator if you need to confirm your limits.
Now that you know how to share Spaces with colleagues, you might want to explore: