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Workspaces & Teams

A workspace is the container for everything in MailPrism — your connected Gmail accounts, rules, contacts, and team members all live inside one. Manage it under Settings → Workspace.

You can belong to more than one workspace (for example, a personal one and a team one) and switch between them at any time.

Workspace settings​

Under the General section you can give your workspace an identity:

  • Name — what the workspace is called.
  • Icon & color — pick an icon and a color so the workspace is easy to spot in the switcher.

A live preview shows how your icon, color, and name look together. Click Save Changes to apply.

Switching workspaces​

If you belong to more than one workspace, a Switch Workspace panel appears at the top of the page. Each entry shows the workspace's icon, name, and member count, with your current workspace marked Current.

  • Select any other workspace to switch to it.
  • Use New to create another workspace.
tip

The switcher only appears when you have more than one workspace. With a single workspace there's nothing to switch between, so it's hidden.

Team members & roles​

The Team Members section lists everyone in the workspace, each with a role badge. Roles control what a member can do:

RoleWhat they can do
OwnerFull control, including billing and ownership. There is one owner.
AdminManage the team and rules, add Gmail accounts, view history — but not billing.
EditorCreate and edit rules, and view history. Cannot manage the team, accounts, or delete rules.
ViewerRead-only access to rules and history.

Changing a role or removing a member​

Open the ⋯ menu next to any non-owner member to:

  • Make Admin, Make Editor, or Make Viewer — change their role.
  • Remove from Team — revoke their access.

The owner's role can't be changed from this menu.

Invitations​

Use Invite (in the Team Members section) to open the full invitation page. You can invite people three ways:

Single invitation​

Enter one email address, choose a role (Viewer, Editor, or Admin), and click Send Invitation.

Bulk invitation​

Paste multiple addresses — one per line or comma-separated — pick one role for all, and send. A live preview shows how many addresses were detected. Up to 50 invitations can be sent at once.

Import from CSV​

Upload a .csv or .txt file in the format email,role (role is optional and defaults to Viewer). You'll see a preview table before importing, and the same 50-per-import limit applies.

Owner isn't an assignable role

Invitations can only grant Viewer, Editor, or Admin. Ownership stays with the workspace owner.

Managing pending invitations​

Both the Workspace page and the invite page show a Pending Invitations list. For each invitation you can:

  • Cancel it before it's accepted.
  • Resend it if it has expired.

Invitations that pass their expiry date are marked Expired.

Usage & limits​

The Usage section shows how much of your plan you're using, with a progress bar for each item:

  • Gmail Accounts
  • Team Members
  • Rules
  • Emails Processed (this month)
  • AI Credits (this month)

When a limit is reached, the bar turns amber and then red as you approach it. Unlimited items show as Unlimited.

Limits depend on your plan

The exact numbers come from your current plan. To see or change them, see Billing & Plans or the in-app Billing page — this page never hardcodes plan limits.

Label sync across accounts​

When you connect two or more Gmail accounts, a Label Sync section appears. It keeps a single rule label applied consistently across every account, even when each account uses a different Gmail label name.

Example: your rule labels something @urgent. Label Sync can apply @urgent in one account, Action Required in another, and skip a third entirely.

The sync wizard​

Click Add Label Sync to step through a short wizard:

  1. Name — the shared label name you'll reference in your rules (for example @urgent, Follow Up, or Work/Projects). It doesn't have to match any existing Gmail label.
  2. Strategy — choose one:
    • Use one label for all — every account uses the same Gmail label, created automatically if it's missing.
    • Customize per account — pick a different label for each account, or skip accounts that don't need it.
  3. Accounts (customize only) — for each account, choose Same as rule label, an existing Gmail label, a label you type in, or Do not sync.

MailPrism may also offer suggestions based on labels it finds across your accounts — click Sync now on a suggestion to set it up in one step.

Existing synced labels appear in a list where you can Edit or Delete them. Deleting a sync removes the mappings only — it never deletes the Gmail labels themselves.

→ More on labels in rules: Conditions reference

Delete a workspace​

The Danger Zone at the bottom holds the Delete Workspace action. This is permanent — all data, rules, and team members are removed and it cannot be undone.

To confirm, you must type the workspace's exact name before the delete button unlocks.

This can't be undone

Deleting a workspace permanently removes everything inside it. Export anything you want to keep first — see Privacy & Data.

What's next​