Team Workspace Feature Spec Template

For B2B SaaS, one workspace per company is the most natural mapping. Teams and projects live within the workspace. For B2C or prosumer tools, one workspace per user or per project group works better. The key question is: who shares a billing relationship and a data boundary? That group should be in one workspace. If different departments need full data isolation, they need separate workspaces.

Unified identity with per-workspace profiles. The user authenticates once and sees a workspace switcher in the navigation. Each workspace has its own role assignment, notification preferences, and sidebar configuration. Cross-workspace search and notification are "nice to have" features for V2. In V1, treat each workspace as a separate context that the user switches between.

Require workspace owners to designate a secondary owner (or enforce multiple admins). When an owner account is deactivated, ownership automatically transfers to the designated successor. If no successor is designated, the longest-tenured admin inherits ownership. Never leave a workspace in an ownerless state. Build a "transfer ownership" flow in workspace settings.

Yes. A personal workspace (free, single-user) serves as a sandbox for individual exploration and becomes the upgrade path to a team workspace. Users who start with a personal workspace and invite their first teammate are your highest-quality conversion leads. Make the transition from personal to team smooth: no data migration, just add members.

Define a retention policy: retain workspace data for 30-90 days after the subscription ends, then permanently delete. During the retention window, the workspace is frozen (read-only, no new members, no new content). The former owner can reactivate by resubscribing. After the retention window, send a final notification and delete all data. For regulated industries, comply with the applicable data retention requirements even after the subscription ends. ---