Set up a workspace with clear ownership

Decide what belongs together

A workspace should contain records that share a practical operating context. That may be one client, one brand, one business unit, or one market managed by the same team. It should not become a catch-all simply because creating the first workspace was easy.

Create a separate workspace when access, billing responsibility, market assumptions, tracked domains, or reporting ownership should stay separate. If the same people own the same data and routinely review it together, lists and tags may be enough inside one workspace.

Give the workspace a durable name and purpose

Use a name that identifies the owner and, where needed, the market. Avoid names such as “New SEO”, “Test 2”, or the current month. A short description or team convention should explain what data belongs here and what should be kept elsewhere.

• Good: Acme Germany, Acme UK, Internal product research.
• Too broad: All clients, SEO, Main workspace.
• Too temporary: April keywords, New import, Campaign test.

Record market, language, and domain assumptions

Keywords, SERPs, rankings, and domain evidence depend on location and language. Decide which markets the workspace owns before importing a multilingual file. The same spelling can represent different tasks and result environments across countries.

Add or select the correct owned domain where a feature needs one. A tracked or compared domain is part of the measurement contract; it is not inferred safely from a workspace name. Keep protocol, subdomain, host, and domain scope consistent with the feature you are using.

Invite people according to the work they own

Give each person the access required for their role and review administrative permissions deliberately. Someone who needs to inspect and export a list does not necessarily need to manage organization settings or start every paid operation.

Before inviting an external client or contractor, review what the workspace already contains: domains, lists, tags, activity, exports, and usage context. Access should follow the intended collaboration boundary, not convenience.

• Use named accounts rather than shared credentials.
• Remove access when a project or employment relationship ends.
• Keep at least one accountable administrator available for billing and membership questions.
• Do not describe an internal title as a product permission unless the current Team page exposes that role.

Use the team and access guide to distinguish organization membership from access to a particular workspace.

Confirm billing and balance ownership

Crawl Foundry separates subscription and usage context from the keyword values themselves. Fresh external data actions may reserve and settle organization balance. Check the active organization, available credit, selected scope, and estimate before starting a large operation.

A workspace name is not an invoice boundary by itself. Use the Billing area and provider-issued records for payment documents and account status. Activity and cost traces explain product operations; they should not be presented as legal invoices.

Create only the structure the first job needs

Maintain the boundary over time

• Review members and administrative access regularly.
• Archive or rename temporary lists so their purpose remains clear.
• Avoid duplicate tags that differ only by spelling or capitalization.
• Check failed or abandoned jobs in Activity before repeating paid work.
• Export important handoffs with source and date context.
• Create a new workspace when the ownership boundary has genuinely changed, not merely because one table has become busy.

Common setup mistakes

• Mixing clients or markets that should not share access and cost context.
• Importing a large backlog before deciding how it will be reviewed.
• Assuming the workspace name automatically configures country, language, or domain settings.
• Giving broad administration rights to solve a one-time access problem.
• Treating balance history as an invoice or keyword metric.
• Creating many workspaces where a list or tag would preserve the same ownership boundary more simply.

Example: One brand, two markets

Frequently asked questions