Working with a Team

Organizations, workspaces, and how to bring your team into Ploy.

Ploy has two layers. Your organization is the home for your team and your money — it holds your members, their roles, and your billing. A workspace is where the work lives — sites, documents, assets, your brand design system, and integrations. Every workspace belongs to exactly one organization, and an organization can hold as many workspaces as you need.

The part that trips people up: access is controlled at both levels. Your organization decides who is on your team at all; each workspace then decides which of those people can actually get in. That's what lets you set Ploy up for a solo project, a whole company, or an agency managing many clients — more on it below.

Organizations vs. Workspaces

LayerWhat It Is
OrganizationThe home for people and billing — who is on your team, the roles they hold, and the plan you pay for. An organization owns one or more workspaces.
WorkspaceWhere the work lives — sites, documents, assets, your brand design system, and integrations. You control which team members can access each workspace, so people only see the work they should. Each workspace belongs to exactly one organization.

Think of the organization as your company and its team roster, and each workspace as a project space that team can collaborate in. Create the organization first, then add workspaces under it.

How access works

Access happens at two levels, and keeping them separate is the key to using Ploy well:

  • Organization access decides who is on your team. You invite someone to the organization once and give them a role.
  • Workspace access decides what each person can get into. From a workspace, you grant access to just the members who should work there — everyone else in the org never sees it.

So a designer can be a member of your organization but only have access to two of your five workspaces. This is how you keep a client, a contractor, or a single team scoped to exactly the sites they should touch — without giving them the run of everything.

One workspace, or many? Managing multiple sites

A single workspace can hold more than one site — you're not limited to one. So when you have multiple sites, you get to choose: keep them together in one workspace, or split them into separate workspaces.

Keep sites in one workspace when…

  • They belong to the same brand or product and share a design system, assets, and integrations.
  • The same people work on all of them — there's no need to separate access.
  • You want everything for that brand in one place (e.g. a marketing site alongside a docs or careers microsite).

Use a separate workspace when…

  • The sites belong to different brands or clients that shouldn't share a design system or assets.
  • You need to limit who can access what — a separate workspace lets you scope access per team, client, or contractor.
  • You want clean separation for organization's sake, or the option to hand a workspace off to a client later.

Rule of thumb: when you're managing genuinely separate sites — different brands, different clients, or different teams — a new workspace is usually the best way to do it. Reach for multiple sites in one workspace only when they truly belong together.

Choosing a Structure

How you set things up depends on who you are:

You are…Recommended structure
A freelancer / soloA single personal organization with one or more workspaces. The org stays in the background — you just work in your workspace.
A companyOne organization for the company, with as many workspaces under it as you need (e.g. one per brand, product, or site). Team members are invited once to the org and can be granted access to the relevant workspaces.
An agencyA parent organization with child organizations — typically one per client. Entitlements inherit from the parent, so plan features flow down to each client org.

Inviting Your Team

Team members are invited at the organization level, then given access to the workspaces they need.

  1. Open your Organization settings from the account menu.
  2. Go to the Members (People & Access) section.
  3. Click Invite and enter each person's email address.
  4. Assign them a role to control what they can see and do.
  5. They'll receive an email invitation — once accepted, they appear in your organization and can collaborate in the workspaces you've granted them.

Tip: Invite people to the organization once, then add them to additional workspaces as needed — you don't re-invite them each time.

Roles

When you invite someone, you assign them a role. The role decides how much they can change — not just the content, but the infrastructure your sites run on. Most people should be Members; reserve Admin for the few who manage your account and domains.

RoleWhat they can doBest for
MemberBuild, edit, and publish content on the sites and workspaces they're given access to — but cannot change infrastructure like custom domains, billing, or member access.Designers, writers, marketers, and contractors doing day-to-day work.
AdminEverything a Member can do, plus managing infrastructure — inviting and removing people, granting workspace access, connecting custom domains, and adjusting account settings.Trusted teammates who understand your site and domain setup and can make informed decisions about it.

Rule of thumb: invite everyone as a Member by default, and only grant Admin to people who genuinely need to manage domains, billing, or who's on the team. It's the simplest way to keep your infrastructure safe.

Moving a Workspace Between Organizations

Need to move a workspace to a different organization — for example, handing an agency-built site over to the client's own org? You can transfer it:

  1. Make sure you're an admin of the destination organization.
  2. Open the workspace you want to move and go to its details / settings.
  3. Choose Transfer and select the destination organization.

The workspace — along with its sites, documents, and assets — moves under the new organization's people and billing.

What's Next?