Workspaces

June 6, 2025 · Last updated on July 29, 2025

Setting up shared workspaces and inviting collaborators

# Account Management and Setup

# Enterprise

# Teams

# Workspaces

# Sub-Workspaces

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Managing your HeyGen workspace just got easier. Whether you’re a Team Admin or an Enterprise Admin, this guide walks you through customizing your settings using the new tab-based layout—designed to simplify onboarding and day-to-day workspace management.

What’s covered in this guide

Getting started

Set up your workspace

Roles overview

How to approve or deny requests

Members & Workspaces

Recap

Getting started

Once you log in, you’ll see “Getting Started” on the left panel of your dashboard. This section guides you through the essential steps to fully activate your team in HeyGen.

The checklist is tailored to your plan:

Team Plan

You’ll see two steps:

Set Up Your Workspace – Takes you to the General tab where you can customize your space name, logo, description, and adjust key settings in the new Admin Controls Panel.

Invite Members – Opens the Members & Workspaces tab so you can start building your team.

Enterprise Plan

You’ll see three steps:

Set up your workspace – Opens the General tab with the same branding and admin settings.

Invite members – Takes you to the Members & Workspaces tab to manage team invites and requests.

Configure your security settings – Directs you to the Security tab, where you can manage access controls and permissions.

As you complete each task, it will be checked off in the Getting Started panel. Once all steps are finished, the checklist disappears from view. If you choose to pause and come back later, your progress is saved and the checklist remains visible until all items are done.

This experience ensures you’re fully set up before diving into content creation with your team.

Set up your workspace

To get started, go to the Admin Controls panel and open the General tab.

Under “Who can join this workspace?”, choose your preferred join setting.

You can choose between three options:

Anyone with an @{domain} email

Anyone with an @{domain} email can request to join

Invite-only

By default, this is set to “Anyone with an @{domain} email can join.” This means anyone with your domain will join the workspace instantly—no approval needed. They’ll sign up, skip the paywall, complete onboarding, and land directly inside the shared workspace.

If you switch to request to join, users with a matching email can find your workspace and ask to be added. Users who sign up with your domain will see your workspace listed. Once they click Request to Join, they’ll bypass the paywall and go straight into onboarding. After onboarding, they land in their personal free space and won’t see your shared workspace until you approve their request.

On Team plans, this action will immediately assign a seat. Enterprise plans with unlimited seats are not affected.

As the admin, you’ll be notified of any join requests in your notification center and in the Members & Workspaces tab. Once approved, users become active in your workspace and gain full access.

This setup gives you flexible, scalable control over how teammates join and collaborate in your space.

Roles overview

Let’s break down the roles that can be assigned:

Super Admin: Has full permissions, including adding new users, managing access, and handling purchases.

Developer: Creates content and has API access, ideal for advanced integrations.

Creator: Has permission to create avatars, videos, and voices.

Viewer: Can view content but not make changes.

Access controls overview

Managing access to specific folders or projects within your Workspaces is simple. Click on the three dots next to any folder, and choose from three access levels:

Private: Only the admin and the content owner can access this folder.

Specific Collaborators: Select individual team members and decide if they should have viewing or editing rights.

All Collaborators: Grant access to everyone in the Workspaces, with either viewing or editing permissions.

How to approve or deny requests

If your workspace is set to “Anyone with an @{domain} domain email can join automatically,” this step doesn’t apply. Users will be added to the workspace instantly, no approval needed. You’ll see them appear as active members right away.

Admins receive join requests in two places:

The Notifications panel

The Members & Workspaces tab

From either location, you can view pending requests and choose to accept or deny them. If there are multiple requests, in the Members & Workspaces tab you can use Accept All or Reject All.

As soon as you approve a request, the user becomes an active member of your workspace. Their name will appear in the active members list, and if you're on a Team plan, a seat will be used. If you’re on Enterprise, you won’t be charged.

Members & Workspaces

Once your space is configured, head to the Members & Workspaces tab to build your team.

You can invite teammates manually, approve or deny each request, accept or reject them in bulk (if enabled), and see who’s already active. Once approved, the user becomes active in your space. On Team plans, this action consumes a seat; Enterprise plans with unlimited seats are not affected.

Once the new member joins, they can go to the workspace immediately, and even invite other team members.

This tab also surfaces suggested teammates—colleagues already using free HeyGen accounts with your company domain. As an admin, you can easily invite them from the top of the page using the “Teammates We Found For You” section. Once invited, those users can join your workspace immediately, and depending on their role, they can also invite others.

This tab also includes sub-workspace management, making it easy to structure your workspace if you need separate teams or departments under one roof.

While everyone logs in through their personal HeyGen account, they can switch into the shared workspace using the workspace selector in the top left of the dashboard. Their individual account remains separate, but all team collaboration, content, and settings live inside the shared space. This ensures team assets stay centralized, while still allowing users to manage their own personal projects.

Recap

HeyGen Workspaces makes it easy to get your team up and running—from workspace setup to managing access and collaboration. Whether you're on a Team or Enterprise plan, you have the tools to create a space that fits the way your team works.

In this guide, you learned:

Getting started

Set up your workspace

How to approve or deny requests

Members & Workspaces

We can’t wait to see what you and your team will create with HeyGen, now it’s time to bring everyone in and start creating together!

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