Getting started with Productboard teamspaces

 

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Teamspaces enable you to organize your entire product organization in one workspace. With teamspaces, everyone has easy access to all the information that’s relevant to their work and can customize the Productboard main menu sidebar to reflect their role and priorities.

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In this article: 

Getting started with teamspaces

Whether your organization consists of 50 people or 5000, chances are it’s made up of various teams, all working on their products, tasks, projects, and goals.

With all that data living side by side in the shared workspace, you need a clear path to the content you use daily. Product leaders have to make sure everyone on their team is on track and can find what they need to get work done.

 

Joining teamspaces

To join one of your company's teamspaces: 

  1. Navigate to the All teamspaces section in the main menu OR select the 🔎 icon in your teamspaces section.
  2. Here you’ll see all the teamspaces you can join. Find the one you want and click the Join button.
Note: 
  • All new users are automatically added to the default teamspace.
  • The default teamspace cannot be archived.
  • The original name given to the default teamspace is ‘General,’ but the name can be changed by any maker with admin access.
  • Users will be automatically added to a teamspace if a team they are part of is added to that teamspace. 

Creating teamspaces for different teams in your organization

Your Productboard workspace doesn’t have to be one size fits all. With teamspaces, each department and team can choose how they view information and set up unique workflows. Individuals may belong to many teamspaces based on their department, role, or product in the company.

  • Unite cross-functional product teams  — Create teamspaces for your product teams to focus on their day-to-day work.
  • Create teamspaces for other departments in your company — At Productboard, we have teamspaces for Product and Engineering as well as our Go-To-Market teams, such as customer success, marketing, and sales.
  • Bring people together to collaborate on projects — You can create a teamspace to organize the boards and tasks for any kind of project or initiative, even if it’s short-term. When the work is done, you can archive the teamspace (all its contents can be recovered later, if you ever need them.)

Note: Customers on the Starter and Essentials plan cans create 1 teamspace, Pro plan customers can create 3, and there are unlimited teamspaces available on Enterprise and Enterprise Plus plans. 

Creating a teamspace

To create a new teamspace: 

  1. Click the + button to the right of the teamspaces label in your sidebar, or go to All teamspaces and click + Create teamspace. 
  2. Give your teamspace a name and description, and choose the color for the teamspace icon.
  3. The teamspace will appear in your sidebar. 
  4. You can add other members or entire teams when creating a teamspace or add them later via Teamspace settings.
Note: You can edit your teamspace settings by clicking the More actions Dots-1.svg button next to your teamspace and selecting Edit.

Who can create a teamspace?

By default, all makers and makers with admin access can create teamspaces. To ensure better control over teamspace creation, admins can restrict access to create to teamspaces to admin users only. 

To toggle this on:

  1. Click your workspace name in the top left of your account, and then click Settings-1.svg Settings.
  2. Under the Teamspaces section, toggle on Teamspace creation for admins only.

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Organizing your boards for easy access and discoverability

If you have multiple product teams, your Productboard workspace likely contains hundreds of various boards. You can organize your boards into a hierarchy using folders. Folders will help users navigate information in Teamspaces and find the information they need. Using folders will also help contextualize groups of boards that otherwise would not paint a bigger picture.

Using folders

Your default teamspace will contain folders for each of the main board types (Insights, Features, and Roadmaps). You can use these folders, create additional ones, move them between teamspaces, and build a nested hierarchy.

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To create a folder: 

  1. Select the teamspace where you want to create the folder.
  2. Click the + button to the right of the teamspace title.
  3. Select Folder from the list. 
  4. The folder will appear in your sidebar and is visible to all users.
  5. Rename the folder.
  6. You can start moving or creating boards under the new folder.

Managing boards in a teamspace

Boards can live anywhere in your teamspace and folder hierarchy. You can simply list boards within a teamspace, or you can create a nested hierarchy using folders.

Adding boards to your teamspace or folder

To add boards to your teamspace or folder:

  1. Select the teamspace or folder where you want to create the board.
  2. Click the + button to the right of the teamspace or folder title.
  3. Select the type of board you want to create from the list.
  4. The board will appear in your sidebar
  5. Give it a name (no one likes a list of untitled boards).
  6. The board will be visible to all workspace members by default. You can restrict the visibility of the board by going to Share.

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Moving boards and folders

You can move boards within a teamspace or between teamspaces. You can do this individually by dragging a board and dropping it into the desired teamspace or folder. You can also use the Move to option available from the More actions Dots-1.svg menu next to the board.

Moving boards in bulk

You can move multiple boards at once by moving the entire folder to which they belong. If a folder contains a board that isn't shared with you, it may restrict your ability to move that folder.

Teamspace hubs

When you click directly on a teamspace or folder, you'll be shown a home page that lists of all its associated boards and folders. From a teamspace's hub, you can read its description, browse through its boards and folders, and (if permitted) join the teamspace if you decide it's for you. You can even share a direct link (••• More actions > Copy link) to help your colleagues find it.

If you have the right permissions, you can create new boards or folders from within a hub using the Create button. Admins can also access and edit teamspace settings from the Settings button. 

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Consider the following when looking to make the most out of hubs:

  • Onboarding simplified: Lead your new team members to a central hub where they can view all relevant boards, ensuring a smooth transition into the team.
  • Cross-team visibility: Explore workspaces across teams without joining them, providing context and understanding of company-wide projects.
  • Effortless sharing: Promote resource accessibility by sharing links to entire folders full of boards.
  • Efficient navigation: Breadcrumbs have been introduced for seamless navigation through the system's hierarchy. You can easily track your current location and access respective pages for each item in the path.
  • Direct access: Navigate to a teamspace hub directly from the All teamspaces page by clicking on an individual teamspace card.

Board shortcuts

Board shortcuts allow you to access the same board from multiple places in your teamspace hierarchy.

Creating a board shortcut:

  1. Navigate to the board you want to share and click the three dots to open the More actions Dots-1.svg menu.
  2. Create a shortcut by clicking Add shortcut to.
  3. Choose the teamspace or folder where the new shortcut should be located.
  4. Confirm your selection.shortcuts.gif

Accessing boards through shortcuts: When you click on a shortcut, the linked board will open as if you'd accessed it from its original location.

Adding shortcuts to multiple teamspaces: You can add the same board to multiple locations by following the process above.

Managing existing shortcuts: You can move or delete a shortcut from its More actions Dots-1.svg menu.

Note: If you find you're creating a lot of shortcuts for one board because many people need to access it, consider deleting those shortcuts and moving the board itself to a more publicly accessible teamspace like General. This can help keep your teamspaces clutter-free.

Permissions in teamspaces

Creating teamspaces

Admins have full permission to create teamspaces. By default, makers can create teamspaces, but this ability can be toggled off by an admin in settings. 

Managing teamspaces

Admins have full access to manage all existing teamspaces. They can rename teamspaces, update their descriptions, archive active teamspaces, and delete archived teamspaces.

Makers will only be able to manage a teamspace if they are also that teamspace's owner. A maker is automatically made the owner of any teamspace they create. Admins can also assign or reassign teamspace ownership as needed. 

Board permissions

Board permissions independent of teamspace settings. Adding a board into a teamspace will not automatically change the permissions on the board level.

Example: If a board has its sharing options set so that only you can see it, and you move that board into the General teamspace, nobody else will see it there. You'd have to change the board's sharing options to make it visible to others.

Leaving, archiving, and deleting teamspaces

Leaving a teamspace

To leave a teamspace: 

  1. Navigate to the All teamspaces section by selecting it from the main menu OR from the 🔎 icon in the Teamspaces section header.
  2. Find the teamspace you want to leave and click Leave.
  3. The Teamspace will be removed from your main menu list.

Alternatively, you can select Leave from the teamspace's More actions Dots-1.svg menu.

Note: Teamspace owners will have to transfer ownership of the teamspace before leaving the teamspace. If you were added to a teamspace as part of a team, you won't be able to leave the teamspace.

Archiving a teamspace

Admins and teamspace owners can archive a teamspace like so: 

  1. Navigate to the All teamspaces section in the main menu OR select the 🔎 icon in the Teamspaces section header.
  2. Hover over the teamspace you want to archive and open the More actions Dots-1.svg menu.
  3. Choose the Archive option.

Alternatively, you can select Archive from the teamspace's More actions Dots-1.svg menu.

Note: Teamspace owners and workspace admins will be able to restore archived teamspaces in the All teamspaces section. Archived teamspace will be removed from the main menu for all users. Boards that are located within an archived teamspace will still be available via search or direct link.

Deleting a teamspace

A teamspace must be archived before it can be deleted. Admins and teamspace owners can delete an archived teamspace like so:

  1. Navigate to the All teamspaces section in the main menu OR select the 🔎 icon in the Teamspaces section header.
  2. Expand the Archived section below the list of available teamspaces.
  3. Hover over the teamspace you want to delete and open the More actions Dots-1.svg menu.
  4. Choose the Delete option.

school Productboard Academy Webinar

If you're still using Productboard's legacy navigation system and would like to prepare to change over to teamspaces, watch this webinar.

Watch now!

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