Part 1: Introduction and Basics

Introduction to Article Series

If you're new to Yodeck Workspaces, this article is the best place to start. It explains what Workspaces are, when to use them, how to create them, how the Active Workspace menu works, and how content can be used across Workspaces.

If you are planning a larger rollout, you can continue to the rest of this series after finishing this article.

Overview

Workspaces let you split your Yodeck account into separate areas, each with its own content, screens, and user access. Use them to match how your organization actually works, whether that's by store, region, department, customer, or team.

With Workspaces, you can keep content organized, give the right people the right level of access, and scale cleanly as your deployment grows.

Available only on the Enterprise plan!

This feature is only available on the “Enterprise” Plan. You might not see some menus below if you are not on the “Enterprise” Plan.

Remember that the “Enterprise” Plan is free if you only manage 1 screen to evaluate these features quickly.

The best Workspace setup usually mirrors your real-world structure.

Who this article is for

Depending on where you are, jump to what's most useful:

Just exploring? Start with What Workspaces do and When to use them.
Setting up your first Workspace? Head to Create a Workspace.
Planning a larger rollout? Continue to the next article in the series after reading this one.
Managing users at scale? That is covered in the next article on hierarchies, roles, Groups, and Primary Workspace.

What Workspaces do

Each Workspace is a self-contained area of your account that can hold its own:

Media
Apps
Playlists
Layouts
Schedules
Screens

You choose who can access each Workspace and what they can do there. One user might fully manage a Workspace, another can only view it, and others may not see it at all.

For larger deployments, Workspaces also let you build parent and sub-Workspace hierarchies, apply screen limits, set Working Hours per Workspace, and target Emergency Alerts to specific areas.

What you get:

A clearer account
Fewer mistakes
Precise access control
A structure that scales

When to use Workspaces

Workspaces are a strong fit when:

Different teams manage different screens
You want content separated by location or department
Some users shouldn't see the whole account
You need a structure that scales as you grow
You want to cap how many screens each team can register

Common use cases: retail chains, franchise networks, universities, corporate offices, manufacturing plants, and managed service deployments.

ℹ️ Workspaces are both an organization tool and an access control tool, and that's what makes them so useful.

How the pieces fit together

Before you dive in, here's how the main concepts relate. You'll see all of these in detail below.

Workspaces are where your content and screens live.
Hierarchies let Workspaces sit inside other Workspaces (parent and sub-Workspace).
Roles define what a user can do in a Workspace (admin, content manager, viewer, and so on).
Primary Workspace is the main Workspace a user belongs to.
Groups let you apply roles to many users at once, based on their Primary Workspace.
SSO mapping (optional) automates Primary Workspace and Group assignment at sign-in.

ℹ️In practice, you build your Workspaces first, then decide who can do what, where using roles, Groups, and Primary Workspace.

Before you begin

A quick pre-flight check before you start building:

✅ Your account is on the Enterprise plan
✅ You have Administrator access
✅ You've sketched out your organizational structure (HQ, regions, branches, departments, or whatever fits)
✅ You know roughly which users will need which access

If any of these aren't ready, it's worth pausing. A little planning here saves a lot of rework later.

Create a Workspace

You can easily create new workspaces by following these steps, depending on whether you are creating a Workspace for the first time or not.

⚙️To set up a Workspace for the first time, you need to manually create your first main Workspace.
From the Dashboard, navigate to your Profile Icon > Account Settings > Workspaces, and click the Create Workspace button.

Once this action is completed, a new Dashboard drop-down menu called Active Workspace appears automatically for you to manage your Workspaces more easily in the future. You can find more information about this menu further below.

From the Account Options (Available from the beginning)	From the Dashboard's 'Active Workspace' Menu *(Available only after the creation of the first workspace)*
1. Log in to your Yodeck account.	1. Log in to your Yodeck account.
2. From your Dashboard, locate and click the Profile Icon, and select Account Settings.	2. Open the Active Workspace drop-down menu in the top-right corner.
3. Locate the Workspaces option in the settings page, and select it.	3. Select the Manage Workspaces option.
4. Click on the Create Workspace button in the Workspaces list page.	4. Click the Create Workspace button in the Workspaces list page.
5. Fill in the details. You can configure: - Name: shown in the Workspace list - Description: optional internal notes - Screen Limit: caps how many screens the Workspace can contain - Parent Workspace: places this Workspace inside a hierarchy (whenever applicable).	5. Fill in the details. You can configure: - Name: shown in the Workspace list - Description: optional internal notes - Screen Limit: caps how many screens the Workspace can contain - Parent Workspace: places this Workspace inside a hierarchy (whenever applicable).
6. Click the Save button.	6. Click the Save button.

ℹ️Create as many Workspaces and Sub-Workspaces as you need.

💡 Keep names short, clear, and easy to scan. Your future self (and your teammates) will thank you.

Naming tip

To control the order Workspaces appear in, use numbered prefixes:

01-HQ-AU
02-Europe
03-UK
04-China
05-Japan

ℹ️As your account grows, this keeps the list tidy and predictable.

Once Workspaces are enabled and the Main Workspace has been created, the Active Workspace drop-down menu appears automatically in the top-right of the portal. Use it to:

Switch between Workspaces
Filter what you see
Open Workspace management

Pick a specific Workspace and Yodeck shows only what belongs to it: Media, Widgets, Playlists, Layouts, Schedules, and Screens. Anything new you create is saved there too.

This keeps you focused and prevents content from landing in the wrong place.

The "All Workspaces" view

You can select All Workspaces to see items from every Workspace where you have at least Read access. It's handy when you're working across several Workspaces and need a broader view. For many users, it's also the default view on login.

ℹ️ Heads up: if you try to create something while All is selected, Yodeck will ask you to pick a specific Workspace first. Content always needs a home.

Using content across Workspaces

A Workspace controls where an item lives, but you can still reference content from other Workspaces as long as you have Read access there.

This applies when you're working with:

Playlists referencing Media or other Playlists
Layouts referencing Media or Playlists
Schedules referencing Layouts, Media, or Playlists
Screens referencing a Schedule, Layout, Playlist, or Media

Example: You have Read/Write access to Workspace Athens and Read-only access to Workspace Brand Assets.

When you build a Playlist in Athens, you can pull approved media from Brand Assets into it, without being able to edit the originals. Local teams get what they need, and central brand control stays intact.

💡 A shared, read-only Workspace for approved brand assets works beautifully in multi-location deployments. Highly recommended.

Next step in the Workspaces Series

Now that you know what Workspaces are, when to use them, how to create them, and how the Active Workspace menu works, the next step is organizing them properly.

Continue with the next article in this series: Organize Yodeck Workspaces: Hierarchies, Roles, Groups, and Primary Workspace.