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Workspaces Guide

Workspaces in Flowxtra allow you to manage multiple companies or brands under a single account, with complete isolation of data and settings.

1. What are Workspaces?​

A Workspace is an independent environment within your account that represents a single company or brand. Each workspace has:

Global Application Link:

  • Such as your-brand.apply-jobs.net or your-brand.bewerben.link
  • Used as a unique, branded address to access the workspace
  • Selected from 7 market-specific domains

Independent Settings:

  • Company-specific logo
  • Brand colors
  • Company data and information

Separate Database:

  • Candidates and jobs don't mix between workspaces
  • Complete data isolation between different workspaces

Workspaces are ideal for companies managing multiple brands, recruitment agencies serving multiple clients, or companies with independent branches.

2. Accessing Workspaces​

To access workspace management:

  1. Navigate to Settings from the main menu
  2. Select Workspaces
  3. You'll see a list of all workspaces available to your account

On this page, you can:

  • View all your workspaces
  • Switch between different workspaces
  • Create new workspaces
  • Delete unused workspaces

3. Creating a New Workspace​

Workspace Limit: The number of available workspaces depends on your current plan:

  • Free Plan: Only one workspace
  • Starter Plan and above: Multiple workspaces

If you've reached the limit, you'll need to upgrade to a higher plan.

Steps​

  1. From the Workspaces page, click the "Create Workspace" button
  2. If you've reached the limit, you'll see an option to upgrade to a higher plan
  3. Enter the new company information:

Required Information:

  • Company Name: The legal or trade name of the company
  • Application Link: Choose a market-specific domain (e.g., apply-jobs.net) and define your company path/name.
  • Website: Optional - company website URL
  • City: Optional - headquarters location
  1. Click "Create" to create the workspace

Tip: Choose a clear and memorable name for your link, as it will be used by your team and candidates to access jobs.

When choosing your link:

  • Unique: The combination of name + domain must be unique.
  • Format: Only lowercase letters, numbers, and hyphens.
  • Selection: Cannot be changed after creation.

Valid Examples:

  • ✅ tech-solutions + apply-jobs.net → https://tech-solutions.apply-jobs.net
  • ✅ acme-gmbh + bewerben.link → https://acme-gmbh.bewerben.link
  • ✅ paris-branch + appliquer.net → https://paris-branch.appliquer.net

Invalid Examples:

  • ❌ Tech-Solutions → Not allowed (uppercase letters)
  • ❌ -acme- → Not allowed (starts/ends with hyphen)
  • ❌ acme corp → Not allowed (spaces)
  • ❌ acme.flowxtra.com → Not allowed (subdomains no longer supported)

4. Switching Between Workspaces​

To switch the active workspace:

  1. From the Workspaces page, find the workspace you want to switch to
  2. Click the "Switch" button next to the workspace name
  3. You'll be redirected to your dashboard for that workspace
  4. After logging in (if required), you'll be in the new workspace

Note: The currently active workspace is marked with "Active" and cannot be switched to again (because you're already in it).

What Happens When Switching​

When switching to a different workspace:

  • You're logged out of the current workspace session
  • You access the data isolated for that specific workspace
  • You need to log in again if the session is not shared
  • You'll only see data and jobs from the new workspace

5. Deleting a Workspace​

You can delete any inactive workspace:

  1. From the Workspaces page, click the "Delete" button next to the workspace you want to delete
  2. Confirm deletion in the popup window
  3. Read the warnings carefully before confirming

Important Warning: Deletion cannot be undone!

When you delete a workspace, all associated data will be permanently deleted:

  • All published jobs
  • All candidates and applications
  • Settings and customizations
  • Company and team data

This data cannot be recovered after deletion.

Deletion Restrictions​

  • Cannot delete the currently active workspace: You must switch to another workspace first
  • Deletion must be confirmed: To protect against accidental deletion
  • Deletion is immediate: There is no grace period or recovery option

Tip: Before deleting a workspace, make sure to:

  • Export any important data
  • Close all active jobs
  • Notify team members
  • Transfer any necessary information to another workspace

Common Use Cases​

For Multi-Brand Companies​

If your company manages multiple brands:

  • Create a separate workspace for each brand
  • Maintain independent identity for each brand (logo, colors, domain)
  • Manage recruitment for each brand separately

For Recruitment Agencies​

If you're a recruitment agency serving multiple clients:

  • Create a workspace for each client
  • Keep each client's data separate and protected
  • Provide customized reports for each client

For Companies with Independent Branches​

If you have branches in different cities or countries:

  • Create a workspace for each branch
  • Give each branch autonomy in recruitment
  • Maintain unified standards across all branches

Frequently Asked Questions​

Can I transfer data between workspaces?​

Currently, there is no automatic option to transfer data between workspaces. If you need to transfer data, contact the support team at support@flowxtra.com.

The application link cannot be changed after creating the workspace. If you need to change it, you'll need to create a new workspace and manually transfer the data.

How many workspaces can I create?​

It depends on your plan:

  • Free Plan: One workspace
  • Starter Plan: Up to 3 workspaces
  • Professional Plan: Up to 10 workspaces
  • Enterprise Plan: Unlimited

Do workspaces affect billing?​

Yes, each workspace is billed separately. See the Subscription & Billing page for more details.

Can team members access multiple workspaces?​

Yes, you can invite the same user to multiple workspaces. They'll need to switch between workspaces to access each one.

Next Steps​

After setting up your workspaces:

  1. Complete Company Profile

    • Add detailed information for each workspace
    • Upload logos and images
    • Customize the jobs page

  2. Invite Team Members

    • Add recruiters and hiring managers
    • Assign roles and permissions
    • Create collaborative workflows

  3. Create Your First Job

    • Post a job in the new workspace
    • Test the application process
    • Start receiving applications

Support​

If you need help managing workspaces: