Teams & Workspaces
WarmySender supports multi-user workspaces for team collaboration:
What is a Workspace?
• A workspace is an isolated environment containing its own mailboxes, campaigns, prospects, templates, analytics, and settings
• When you sign up, one workspace is automatically created for your account
• Your subscription plan (Pro, Enterprise, Ultimate) covers your entire account — all workspaces you own share your plan's email quota
• LinkedIn seats are billed separately per workspace ($12/seat/month per workspace; seats added before July 6, 2026 keep the rate they were created at — existing customers are never moved to the new price)
Multiple Workspaces:
- Enterprise plan: Up to 5 workspaces
- Ultimate plan: Up to 10 workspaces
- Pro plan: 1 workspace (upgrade to Enterprise for more)
- Each workspace is completely isolated: separate mailboxes, campaigns, prospects, LinkedIn accounts, templates, analytics — and its own separate team members
- Your plan's monthly email quota (e.g., 10,000/month on Pro) is shared across all workspaces you own
- LinkedIn seats are per-workspace — each workspace that uses LinkedIn needs its own seats
- Use the workspace switcher in the sidebar to switch between your workspaces
Important — Team Members Are Per-Workspace Too:
- Team members belong to one workspace at a time. Adding someone to a workspace does not add them to any of your other workspaces.
- This is true for every role, Admin included. If a colleague is an Admin of your first workspace, they still have no access to your second one — it does not even appear for them in the workspace switcher.
- An invitation always goes to the workspace you are in at that moment. The 'Invite Team Member' dialog has no workspace picker, so whichever workspace is showing in the switcher at the top of the sidebar is the one they are invited to.
- Team member seats are counted per workspace, separately. Filling the seats in one workspace does not use up the seats in another.
- The same person can be in several of your workspaces. You simply invite them once in each one, and you can give them a different role in each one.
Adding a Colleague Who Is Already in Another Workspace:
Say your colleague is already in your first workspace, you have just created a second one, and you want them in that one too. Nothing carries over on its own. You switch to the new workspace first, then invite them again there. It takes about a minute.
- Click the workspace switcher at the top of the sidebar, then click the name of the second workspace. Everything on screen now belongs to that workspace.
- In the sidebar, click Settings, then open the Team tab.
- In the 'Team Members' card, click 'Invite'.
- In the 'Invite Team Member' dialog, type their address under 'Email Address', choose 'Admin' or 'User' under 'Role', then click 'Send Invitation'.
- Their address now sits in the 'Pending Invitations' table underneath until they accept.
- Use the same email address they already sign in with.
- WarmySender will not let you invite someone who is already a member of the workspace you are looking at. Inviting them into a different workspace is allowed — and that is exactly what you are doing here.
- Nothing about their access to your first workspace changes. They stay in that one as well.
- The 'Invite' button is greyed out once the members plus pending invitations in that workspace add up to your plan's limit.
What Your Colleague Sees After You Invite Them:
- They get an email with an invitation link.
- They open the link and sign in. They must be signed in with the same email address you sent the invitation to — a different address will not be accepted, and the page warns them before they try.
- They click 'Accept Invitation'.
- Accepting makes the new workspace their active one. So if they were already working in your first workspace, their screen switches over to the new one. Nothing has been lost.
- To go back, they click the workspace switcher at the top of the sidebar and pick the other workspace by name. Both are listed there for them now, and they can move between them whenever they like.
- What anyone sees on screen always belongs to the workspace they are currently in — mailboxes, campaigns, prospects, analytics and team members all change when they switch. If a teammate's screen does not match yours, check which workspace each of you is in before anything else.
Creating Additional Workspaces (Enterprise & Ultimate):
1) Click the workspace switcher in the sidebar
2) Click 'Create Workspace' at the bottom of the dropdown
3) Enter a name for your new workspace
4) Your new workspace is created and becomes your active workspace
• Each additional workspace starts empty — connect mailboxes, import prospects, and set up campaigns separately
• No extra charge — additional workspaces are included with your Enterprise or Ultimate plan
• Pro users: Upgrade to Enterprise ($69.99/month) to unlock multiple workspaces
Roles & Permissions:
- Owner — Full access including billing and workspace deletion. Cannot be removed.
- Admin — Manage mailboxes, campaigns, members. Access all features except billing.
- User — Create campaigns, manage prospects, view analytics. Shown as 'Member' in the workspace switcher.
- Readonly — View-only access. Cannot modify any data. Shown as 'Viewer' in the workspace switcher.
- A role applies inside one workspace only. The same person can be an Admin in one of your workspaces, a User in another, and not a member of a third.
Team Member Limits by Plan:
- Free / Lite: 1 member
- Pro: 2 members (owner + 1 invited)
- Enterprise: 4 members (owner + 3 invited)
- Dominate / Rampage (legacy): Unlimited
Inviting Team Members:
- Go to Settings > Team tab
- Click 'Invite' (disabled when at plan limit — pending invites count toward limit)
- Enter the invitee's email address and select a role (Admin or User)
- They receive an email with a secure invitation link
- They click the link, log in (or create an account), and accept the invitation
- They're added to your workspace with the assigned role
- The invitation goes to the workspace you are in at that moment — the one showing in the workspace switcher at the top of the sidebar. To invite someone into a different workspace, switch to it first, then invite them there. See 'Important — Team Members Are Per-Workspace Too' above.
Pending Invitations:
- Visible in the Team tab with email, role, expiry date, and inviter
- Can be canceled before acceptance
- Invitations have an expiry period
Changing a Teammate's Role:
- You don't need to remove someone and invite them again to change what they can do. In Settings > Team, pick Admin or User from the menu next to their name. The change applies straight away, and they keep their access the whole time
- Owners and Admins can change roles. The owner's role can't be changed, and an Admin can't change another Admin's role
Accepting an Invitation From Inside WarmySender:
- If you already have a WarmySender account, sign in with the email address the invitation was sent to. A notice at the top of the page shows every workspace you've been invited to — click 'Accept and join'. You don't need to find the invitation email
- If you were removed from a workspace, your old invitation link won't add you back. Ask the workspace owner to send you a new invitation
Workspace Switching:
- If you belong to multiple workspaces, use the workspace switcher in the sidebar
- Click on a workspace name to switch — all data (mailboxes, campaigns, prospects, etc.) switches to that workspace
- Each workspace has independent data and settings
- Accepting an invitation to a new workspace makes that workspace your active one straight away. Use the switcher to go back to the one you were in.
Shared Resources:
- All team members share mailboxes, campaigns, prospects, templates, and analytics within a workspace
- Workspace-level settings: timezone, sending schedule defaults, suppression lists
Downgrading Plans & Workspaces:
- If you downgrade to a plan with fewer workspace slots (e.g., Enterprise to Pro), your existing workspaces are NOT deleted
- You keep full access to all existing workspaces — you can still switch between them, run campaigns, and manage data
- You simply cannot create new workspaces beyond your new plan's limit
- All workspaces will operate under your new plan's sending limits (e.g., Pro's 10,000 emails/month shared across all workspaces)
Mailboxes vs. Team Members (Important Distinction):
- Mailboxes are email accounts you connect (e.g., [email protected], [email protected]). Connected mailbox limits depend on tier: Pro 50 / Enterprise 400 / Ultimate 800.
- Team members are people who log in to your workspace to manage campaigns. Each member gets their own login and role.
- Connecting a mailbox does NOT require a team member seat. A single workspace owner can connect and manage 10, 50, or hundreds of mailboxes alone — no additional seats needed.
- Example: You have 6 domains with 3 email accounts each (18 mailboxes total). You can connect all 18 to one workspace on the Pro plan ($29/month) and manage them yourself — no team members required.
- Team member seats are only needed when other people need their own login to help manage your workspace.
Common Use Cases for Multiple Workspaces:
- Agency managing outreach for multiple clients — one workspace per client
- Business with multiple brands or product lines
- Separating sales outreach from partnership outreach
- Keeping test/sandbox campaigns separate from production
Connecting the Same Mailbox in More Than One Workspace:
- You can connect one email address in several workspaces — for example an agency that manages a client's mailbox from the client's own workspace too. You'll see a short notice when you do.
- Your email provider counts every message against the one real mailbox, so all its copies share a single daily warmup volume. WarmySender sends that volume from one copy — the one with the most careful pace, so a copy that is recovering keeps building its reputation back.
- The other copy shows a "Shared mailbox" label on the Warmup page, with 0 warmup emails for the day. That's expected: it isn't broken and it isn't "not receiving" — the same inbox is simply being warmed through its other copy.
- Example: [email protected] is connected in your agency workspace and in the Acme workspace. Warmup sends from one of them, up to one daily volume in total, never twice.
- Within a single workspace an address can only be connected once — [email protected] and [email protected] count as the same mailbox.
- Don't want the second copy? Disconnect it from the workspace you don't use; the remaining copy carries on with the same warmup.