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StaccShare workspaces give your team a single shared environment for uploading, organizing, and sharing files. This guide walks through the best way to set up and use a workspace for day-to-day team collaboration — from inviting members to keeping your library clean and your share activity visible to everyone who needs it.

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Setting up your team workspace

1

Create a workspace

Click the workspace selector in the top-left corner, then choose New workspace. Give the workspace a name that reflects your team or organisation, then click Create.
2

Invite your team

Go to Workspace settings → Members → Invite members. Enter your teammates’ email addresses, assign each a role, and click Send. Invitees receive an email with a link to join.
3

Decide on roles

Assign roles based on what each person needs to do:
  • Editor — can upload files, create collections, and share links
  • Viewer — can browse the workspace library but cannot upload or share
  • Admin — can manage members and workspace settings in addition to Editor access
4

Set a default link expiry

Go to Workspace settings → Sharing → Default expiry and set it to 7 days. This is a sensible starting point for most team projects and means new share links are automatically scoped to a week unless an Editor overrides it.

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Day-to-day team workflow

Once your workspace is set up, here’s how to keep things running smoothly:
  • Upload to the shared library. Upload files directly to the workspace so every Editor and Viewer can access them — avoid keeping deliverables on individual accounts.
  • Use collections to stay organised. Create a collection per project, campaign, or sprint so related files are always grouped together.
  • Share from the workspace. Any Editor or Owner can create share links from workspace files. All active links appear in the Shares dashboard, which is visible to the whole team.
  • Monitor the activity feed. Go to Workspace settings → Activity to see a chronological log of recent uploads, shares, edits, and member changes.
Use the workspace activity feed and share link stats to maintain full visibility over what’s been sent to clients — without needing extra status update meetings.

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Keeping the workspace organised

A tidy workspace makes it easier for your team to find files quickly and for clients to receive the right assets. Follow these habits:

Use clear file naming

Adopt a consistent naming convention across the team — for example, 2025-07-Banner-v1.png. Include the date, a short descriptor, and version number.

One collection per project

Create a dedicated collection for each project or campaign. Bundle all related files inside it so shares always point to a complete set of assets.

Archive completed projects

When a project is done, revoke the collection’s share links to prevent stale access — but keep the files in the workspace for your records.

Review the library regularly

Schedule a monthly check to remove duplicate files and outdated versions to keep storage lean and the library easy to navigate.

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Managing permissions at scale

As your team grows, keeping permissions tight ensures the right people have the right access.
Give the Editor role to anyone who needs to upload and share files as part of their regular work. Reserve Admin for people who actively manage workspace members or settings — typically team leads or account managers. Assign Viewer to stakeholders, clients with workspace access, or anyone who only needs read access.