Within your Mention account, you have the option of creating multiple workspaces that will divide team members into different sub-groups. Multiple workspaces will allow you to manage the users on your subscription and the data that is fetched on your account.
Table of Contents
Benefits of Workspaces
Workspaces let you divide access to data, alerts, reports, and social accounts across teams or clients. All alerts, reports, mentions, and connected social accounts created inside a workspace stay in that workspace; only invited users can access them.
Use cases include:
Internal teams: e.g., Marketing can have a workspace with connected social accounts and Publish access, while Brand Monitoring has a separate workspace focused on alerts and sentiment.
Agencies: Assign each client their own workspace so they only see relevant alerts, reports, and social accounts.
All data created or fetched inside a workspace remains isolated to that workspace.
Workspaces Prerequisite
Only Administrators can create and access all workspaces.
Check your role in Settings:
If you see the Administrator tab → you are an Admin.
If you see the Team tab → you are not an Admin and must request a role change.
Once you are properly listed as an Admin, you can create workspaces.
Viewing the Administrator & Workspace Page
Admins see two tabs with different scopes.
Administrator Page
Use this page for full account–level team management. It displays users across all workspaces. Typical actions:
Delete team members
Transfer team members to another workspace
Promote/demote users
Workspace Page
This page shows data for only the current workspace, including alerts and users. It updates dynamically when you switch workspaces. Use it to:
Change roles within the workspace
Modify alert access
Add or remove users from the space
How to Create a Workspace
Open Settings → Administrator.
Click +Create a Workspace.
Enter a workspace name and optional logo (default is the Mention star).
The new workspace appears immediately in the Administrator tab.
New workspaces start empty. You may:
Add or transfer team members
Create alerts and reports
Connect new social accounts
Export data within the workspace
❗ Alerts, mentions, and social accounts cannot be transferred between workspaces. You must recreate alerts and reconnect social accounts.
How to Change Your Workspace
Admins can access all workspaces anytime. Guests, Users, and Managers can only access spaces they belong to.
To switch workspaces:
Click the workspace selector above the Mention blue logo in the navigation bar.
Select the workspace you want.
Your platform view updates to show alerts, mentions, and social accounts for that workspace.
When you enter a workspace, your view of the platform will change. You will be able to see the alerts, mentions, and list of social accounts created within that space. This is a great way to view the data usage of your team members or clients on each space!
How to Manage or Delete a Workspace
Admins and Managers can manage the current workspace from Settings → Workspaces, where they can:
Rename the workspace or update the logo
Change user roles
Modify alert access
Add new members
Remove members
Delete the workspace
❗ You cannot delete a workspace if a team member only belongs to that workspace. First grant them access to another workspace or delete the user entirely via the Administrator tab.
Roles in Workspaces
Four roles determine access within a workspace:
Administrator – full access to the entire account and all workspaces
Manager – workspace-level management permissions
User – standard feature access
Guest – view-only access with limited features
💡 Please note that people on your Mention account can have multiple roles in different workspaces. This applies to the Manager, User, and Guest role only. Admins have access to every workspace.
Administrators & Manager Roles
★ Administrator
Admins have full control over the Mention account:
Access to all features and all workspaces
Create/modify/delete workspaces
Add/delete users
Edit roles or move users between spaces
Access Workspace, Administrator, Subscription, and Quota pages
Promote/demote any user
💡 Admin is the only role they can hold. An Admin cannot simultaneously be a Manager/User/Guest elsewhere.
★ Managers
Managers can oversee users within their assigned workspaces:
Full feature access within their workspaces
Add users and assign Manager/User/Guest roles
Remove users from the workspace (only if they belong to another workspace)
Manager limitations:
Only see workspaces assigned by Admins
Cannot access: Subscription, Quota, or Administrator pages
How to Add a New Team Member to Mention
★ Administrator
Use this method when adding users to multiple workspaces.
Go to Settings → Administrator.
Click +Add a New Team Member.
Enter name and email.
Choose workspaces and roles.
Select alerts the user can access.
❗ Alerts shown are from the chosen workspace(s).Choose social accounts the user should access.
💡 You may assign different roles per workspace.
★ Manager
Use this when adding someone to a single workspace.
Go to Settings → Workspaces.
Click +Add Member.
Enter name, email, and role.
Select alerts and social accounts.
How to Move a Team Member to Another Workspace
Go to Settings → Administrator.
View All Workspaces or select a specific workspace.
Find the user and click Edit User’s Access.
Change the workspace in the dropdown (and their role if needed).
Select alerts and social accounts for the new workspace.
If you would like to transfer a user to another space, please follow these directions:
Find the team member that is being transferred from your list of spaces.
Go to the actions section and click on the first button titled "Edit User's Access". A pop-up will appear with the team members role and workspace that they are on.
From there, please click on the drop-down menu and change the workspace. You can also change the role of the team member if you want.
Your final steps will be to choose the alerts and social accounts that the team member will access on the new space. From there, you are all set!
How to Grant Team Members Access to Multiple Workspaces
In Administrator, find the user and click Edit User Access.
Click +Add Team Member to Another Workspace.
Choose the workspace, role, alerts, and social accounts.
❗ Roles do not overwrite each other. A user may be a Manager in one workspace and a Guest in another.
💡 Since alerts cannot be moved between workspaces, multi-workspace access helps users view alerts across areas.
.
--
Switching Between Workspaces
If your team members need to switch between workspaces, they can click on the icon that appears above their profile image:
How to Change the Role of a Team Member
★ Administrator
To change to Manager/User/Guest → click Edit User Access and update the role.
To promote to Admin → click Promote User to Admin.
To demote from Admin → click Demote User.
★ Managers
Managers can modify roles of users within their active workspace:
Go to Settings → Workspaces.
Find the user and update the role from the Role column.
How to Remove or Delete Team Members from a Workspace
Remove a Team Member from a Workspace
(Admins and Managers)
Enter the correct workspace.
Go to Settings → Workspaces and locate the user.
Click the trash-bin icon to remove them from the workspace (not from the account).
❗ The user must already belong to at least one other workspace.
Delete a Team Member from Mention
(Admin only)
Go to Settings → Administrator → All Workspaces.
Locate the user.
Click the trash-bin icon to delete them from the entire subscription.
Thank you! If you have any questions, reach out to [email protected].