Spaces Overview

Spaces are where your team tracks its work in Resool. Each space holds one kind of work, such as hiring, content, client requests, inventory or a project, and has its own fields, statuses, views and people. Teams use spaces to run projects next to their customer conversations, so nobody has to switch to a separate project tool.

#What you can do with spaces

• Track any kind of work. Each record in a space is an item. You can rename "item" to whatever fits, such as Task, Candidate or Order.
• Shape the space to the work. Add your own statuses and up to 40 custom fields, from text and money to people, contacts, companies, formulas and rollups. See Fields and Statuses.
• See the work in different ways. Switch between List, Table, Board, Calendar, Timeline, Workload, Dashboard and Sprints. See Space Views.
• Organize items into folders and lists inside the space.
• Automate routine steps. For example, assign a teammate when an item moves to a status. See Space Automations.
• Control who sees it. Open a space to everyone, or make it private to chosen people and teams.
• Follow your own work. My Work collects the items assigned to you from every space.
• Build it with AI. Describe the work and AI suggests lists, statuses and fields.

#Before you begin

Three permissions control spaces. Owners and Admins have all of them; custom roles can be given any of them in Roles and permissions:

#How to create a space

1. In the left rail, open Spaces and click New space.
2. In the Create a space dialog, fill in:
   • Icon & name: click the icon to pick an icon and color (or the first letter of the name), then type a name such as Marketing, Hiring or Operations.
   • Description (optional).
   • Project manager: the member who runs the space. It defaults to you, and this person always has access.
   • Private: turn on to limit the space to you and the people and teams you add. Leave it off to show the space to everyone who can see spaces.
3. Click Create space.

Screenshot placeholder

Spaces › New space

The "Create a space" dialog with an icon picked, the name "Hiring" typed, a description, the Project manager field, and the Private switch turned on with two people added.

File: screenshots/spaces-overview-create-dialog.png

The new space opens with a starter set of statuses and every view tab. Add your first item with Add item (or Add Task, Add Candidate… once you rename items).

Screenshot placeholder

Spaces › open a space (List view)

A space with its icon and name in the header, the view tabs (List, Table, Board, Calendar, Timeline, Workload, Dashboard), the toolbar, items grouped by status, and the Add item button.

File: screenshots/spaces-overview-space-page.png

#How to build a space with AI

If you have AI on your plan, AI can draft the structure of a space for you.

1. Open the space and click AI in the header.
2. In Build this space with AI, describe what the space is for and how your team works. For example: a sales pipeline for B2B leads with stages from new lead to won or lost, deal value, source and a list per region.
3. Click Generate. AI suggests Lists, Statuses and Fields.
4. Untick anything you don't want, then click Add.

Nothing already in the space is changed or removed. The suggestions are added after what the space has.

#How to organize a space with folders and lists

Lists split a space into smaller groups of items, such as one list per region or per quarter. Folders group lists.

1. In the toolbar of the space, open the list picker (it shows Whole space when no list is selected).
2. Click New, then New list or New folder.
3. Name it and pick a color.

Pick a list to see only its items, or Whole space to see everything. From a list's menu you can Edit list, Move to folder, Duplicate list or Delete list. Deleting a list or a folder doesn't delete items; they move back to the space.

#How to control who can see a space

1. Open the space and click the Space options menu (⋯) next to the settings gear, then Privacy. You can also change this under Space settings.
2. Under Who can see this space, choose:
   • Everyone: all members with access to spaces.
   • Private: only the members you choose. Add People and Teams. Everyone in a team you add gets access, including people who join the team later.
3. Choose the Project manager.

Workspace owners and admins, the project manager and you always have access.

#How to manage spaces in the sidebar

Go to Settings › Spaces to order the spaces in the sidebar, rename the built-in modules (Clients, Projects, Tasks and Tickets) or hide the ones your team doesn't use. Hiding never deletes anything, and you can show a hidden module again at any time.

#How to duplicate or delete a space

• Duplicate: open the Space options menu (⋯) and click Duplicate space. Give the copy a name and choose whether to Include items.
• Delete: open Space settings (the gear), scroll to Delete this space and click Delete space. All items, comments and settings of the space are deleted for everyone. This can't be undone.

#FAQ and troubleshooting

#Are there ready-made space templates?

Not yet. Create a space and add the statuses and fields you need, or use AI to suggest them from a description.

#I can't see the Spaces menu.

What you can do:

• Check that your workspace is on the Growth or Scale plan.
• Ask an Owner or Admin to give your role the See spaces permission.
• If the space is private, ask its project manager to add you or your team.

#Can I import items from a spreadsheet?

Yes. Open the space, click More (⋯) in the header and choose Import CSV. You can upload a CSV or Excel file with up to 2,000 rows. See Working with Items.

#Can I record my screen from a space?

Yes. Click the record button in the space header to record a clip. It's saved to Recordings. See Screen Recordings.

#Where can I see numbers across spaces?

Open Reports › Spaces for items created and completed, open and overdue items per space, and items per person.

#What's next?

• Space Views
• Working with Items
• Fields and Statuses
• My Work