What is a Workspace?
A workspace is a separate, shared environment for QR codes, folders, templates, and analytics. Think of it as a project bucket or a team account: everything inside a workspace — your codes, your scan history, your saved logos and templates — is scoped to that workspace and only that workspace. When you switch workspaces, the dashboard reloads with that workspace's data and nothing else.
Every QRKIT account starts with one personal workspace. That workspace behaves exactly like the original single-account experience — your QR codes, your plan, your billing. As your needs grow (more team members, multiple clients, separate departments), you can create additional workspaces and invite collaborators into them.
When to use multiple workspaces
You don't need workspaces if you're a single user tracking your own codes — your personal workspace is enough. They start to pay off as soon as more than one person needs access to the codes, or when one logical "account" needs hard boundaries between projects. Common patterns:
- Marketing teams — one workspace for the whole team so designers, growth marketers, and managers all see the same set of campaign QR codes and live scan analytics.
- Agencies— one workspace per client. Codes stay separated, analytics don't mix, and you can hand a workspace off cleanly if a client wants to take it in-house.
- Multi-brand companies — one workspace per brand or product line, so each team has its own folders, templates, and quota.
- Freelancers— one workspace for your own work, others for clients you're collaborating with.
Roles: Owner, Admin, Member
Each member of a workspace has one of three roles. Roles determine what someone can do inside that workspace — they don't leak across workspaces, so the same person can be an Owner of one workspace and a Member of another at the same time.
- Owner — the original creator of the workspace. Has every Admin permission, plus exclusive permissions: deleting the workspace and transferring ownership to another member.
- Admin — full access to QR codes, folders, analytics, and settings. Can invite and remove members, change roles, and manage billing for the workspace.
- Member — can create, edit, and view QR codes in the workspace. Cannot manage billing, change the plan, invite or remove other members, or delete the workspace.
Plans are per workspace
Each workspace has its own plan and its own billing. If you own two workspaces, they can be on different plans — for example your personal workspace on Free and your agency workspace on Pro — and Stripe charges them as two separate subscriptions. This keeps billing clean when you eventually hand a workspace off, or when you want to charge a client's workspace to a different card.
When you upgrade in the dashboard, you're upgrading the active workspace— the one selected in the switcher at the bottom of the sidebar. The plan badge next to the workspace name always reflects that workspace's plan, not your account's.
A workspace's plan also defines its limits: number of QR codes, scans per QR code, member seats, available QR types, folders, file size for file QR codes, and so on. Members of a Pro workspace get Pro features while they're working in that workspace, even if their own personal workspace is on Free.
Inviting members
Inviting collaborators is a Pro and Ultra feature. From the workspace switcher (bottom-left of the dashboard), open the menu and click Invite members. Enter the email address of the person you want to invite and pick a role (Admin or Member).
The invitee receives an email with a link to accept. When they accept, they join the workspace — no separate onboarding or plan-selection step needed, since billing belongs to the workspace and not to them. If they don't already have a QRKIT account, they create one as part of accepting; if they do, they simply gain access to the workspace.
The number of seats you can fill is capped by your plan. If you run out, you can either remove an existing member to free a seat or upgrade for more.
Switching between workspaces
The workspace switcher lives at the bottom of the dashboard sidebar — your avatar, name, and email. Click it, and the Workspaces section of the menu lists every workspace you belong to, with a checkmark next to the active one. Clicking a different workspace switches you instantly: the dashboard reloads with that workspace's QR codes, scan counts, plan, and team.
Switching is reversible and free — you can hop between workspaces all day. Anything you do (creating a code, editing settings, looking at analytics) applies only to the workspace that's currently active.
Creating a new workspace
Creating additional workspaces is a Pro and Ultra feature. Open the workspace switcher and choose Create workspace. Give it a name (often a client or team name), and the new workspace is created on the Free plan.
You can only have one Free workspace at a time — your personal one. Any additional workspaces you create are expected to be on a paid plan, so plan to upgrade the new workspace right after you create it.
You can then upgrade that specific workspace independently from your other ones. New workspaces start empty — none of the QR codes, folders, or templates from your other workspaces are copied over.
Transferring ownership
Sometimes the original owner of a workspace needs to hand it off — they're leaving the company, the project is moving to a different lead, or you're handing a workspace to a client. The owner can transfer ownership without deleting and recreating the workspace.
Open Settings → Organization while signed in as the owner. The Transfer ownership card lists every existing member — pick one and confirm. After the transfer, the new owner gets all owner permissions, and the previous owner stays in the workspace as an Admin (so they don't accidentally lock themselves out). If they want to leave entirely, they can do that as a separate step.
The workspace's subscription stays attached to the workspace, not the original owner. Whoever's the new owner manages billing going forward.
What members can and can't do
Members have full access to the QR-code surface of a workspace — creating codes, editing them, organising into folders, viewing analytics, downloading scan reports. What they don't have is billing or membership control. Specifically:
- Members cannot see or change the workspace's plan — that's reserved for admins and the owner. The Billing tab is hidden from members, and pricing pages show plan buttons disabled with an "Owner only" tooltip.
- Members cannot invite, remove, or change the role of other members. Admins and the owner can.
- Members and admins cannot transfer ownership or delete the workspace — those actions are reserved for the current owner.
- Members can still manage their own personal workspace independently — including upgrading it, inviting members to it (if their plan allows), or deleting it.
Frequently asked questions
Do I have to use workspaces if I'm a solo user?
No. Every account starts with a personal workspace, and if you never invite anyone or create another workspace, the experience is identical to before workspaces existed. The feature is additive — it's there when you need it.
If I upgrade my account, do all my workspaces upgrade?
No. Each workspace is billed separately. Upgrade applies to the active workspace — the one selected in the switcher when you click the upgrade button. Other workspaces stay on whatever plan they were on. This is intentional, so you can choose which workspace is paid (e.g. an agency client's workspace) without forcing your personal one onto the same plan.
What happens to QR codes if a member leaves?
Nothing. QR codes belong to the workspace, not to the member who created them. When a member is removed (or leaves), every code they created stays in place, scannable as before. The remaining members keep full access.
Can the same email address belong to multiple workspaces?
Yes. One QRKIT account can be a member of any number of workspaces. Use the switcher to move between them.
What happens to a workspace's scan analytics if it's downgraded?
Historical scan data is preserved when you downgrade — we don't delete it. What changes is the limits going forward: the number of QR codes the workspace can keep active and the scan limit per QR code (Free workspaces get 100 scans per code; paid plans are unlimited per code).
How do I delete a workspace?
Owner only. Open Settings → Organization while signed in as the workspace owner; use the Delete workspace card. You'll be asked to type the workspace name to confirm. Deletion cancels the workspace's subscription at the end of the current billing period (so you keep what you paid for) and deactivates its QR codes. Existing scans of those codes will resolve to a deactivation page rather than 404, so any printed materials won't break suddenly. If you just want to leave a workspace you don't own, use the Leave option in the Organization profile panel above.
Ready to set up your team?
Create a workspace, invite collaborators, and manage QR codes together — all under one plan.